Automation library · Scheduling

Book and manage WhatsApp appointments with OpenAI

Started by an incoming WhatsApp message, and works across Google Calendar, Slack, WhatsApp and n8n data table. It hands the judgement calls to OpenAI. 30 steps, 6 branches, 1 loop or waits: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAI

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30 stepsLarge: read it before trusting it with anything live
6Branches: places the flow splits
1Loop or waits
4Services it connects to

The flow

Starts it 1Model 3Logic 12Service 14

The steps in the order they run, from what starts it.

  1. 1Receive A WhatsApp MessageWhats App triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3Classification FormatOutput Parser StructuredModel
  4. 4SettingsSetLogic
  5. 5Classify The Message IntentAgentModel
  6. 6Normalise The Incoming MessageCodeLogic
  7. 7Shape The ClassificationSetLogic
  8. 8Route By IntentSwitchLogic
  9. 9Read The Diary For The Requested WindowGoogle CalendarService
  10. 10Look Up The Existing Booking By PhoneData TableService
  11. 11Prepare The Owner AlertCodeLogic
  12. 12Work Out The Nearest Free SlotCodeLogic
  13. 13Do We Have A Booking On File?IfLogic
  14. 14Notify The Owner In SlackSlackService
  15. 15Re-check The Exact Slot Right Before BookingGoogle CalendarService
  16. 16Is This A Reschedule Or A Cancel?IfLogic
  17. 17Is The Slot Still Free?IfLogic
  18. 18Move The Booking To The New TimeGoogle CalendarService
  19. 19Delete The Booking From Google CalendarGoogle CalendarService
  20. 20Check For An Existing Booking For This SlotData TableService
  21. 21Apologise And Offer The Next SlotWhats AppService
  22. 22Confirm The Change To The CustomerWhats AppService
  23. 23Does This Booking Already Exist?IfLogic
  24. 24Confirm The Booking To The CustomerWhats AppService
  25. 25Create The Booking In Google CalendarGoogle CalendarService
  26. 26Should We Send An Automatic Reminder?IfLogic
  27. 27Read The Booking Back To Confirm It ExistsGoogle CalendarService
  28. 28Wait Until It Is Time To Remind ThemWaitLogic
  29. 29Save The Booking As Idempotency RecordData TableService
  30. 30Send The Reminder On WhatsAppWhats AppService

How it's built

Starts on
An incoming WhatsApp message
Steps
30, with 6 branches, 1 loop or waits
Size
Large: read it before trusting it with anything live
Connects to
Google Calendar, Slack, WhatsApp, n8n data table
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Google Calendar, Slack and WhatsApp accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an incoming WhatsApp message.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 30 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 30 steps before you point it at anything that matters.