# Book and manage WhatsApp appointments with OpenAI: n8n workflow > Started by an incoming WhatsApp message, and works across Google Calendar, Slack, WhatsApp and n8n data table. It hands the judgement calls to OpenAI. Source: https://millionrounds.com/workflow/book-and-manage-whatsapp-appointments-with-openai (Millionrounds; every figure on the page links to its filing or article) [Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library) # 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. Large Calls a model: OpenAI [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fbook-and-manage-whatsapp-appointments-with-openai) **30 steps** Large: read it before trusting it with anything live **6** Branches: places the flow splits **1** Loop or waits **4** Services it connects to ## The flow Starts it 1 Model 3 Logic 12 Service 14 The steps in the order they run, from what starts it. - 1 **Receive A WhatsApp Message** Whats App trigger *Starts it* - 2 **OpenAI Chat Model** Lm Chat Open Ai *Model* - 3 **Classification Format** Output Parser Structured *Model* - 4 **Settings** Set *Logic* - 5 **Classify The Message Intent** Agent *Model* - 6 **Normalise The Incoming Message** Code *Logic* - 7 **Shape The Classification** Set *Logic* - 8 **Route By Intent** Switch *Logic* - 9 **Read The Diary For The Requested Window** Google Calendar *Service* - 10 **Look Up The Existing Booking By Phone** Data Table *Service* - 11 **Prepare The Owner Alert** Code *Logic* - 12 **Work Out The Nearest Free Slot** Code *Logic* - 13 **Do We Have A Booking On File?** If *Logic* - 14 **Notify The Owner In Slack** Slack *Service* - 15 **Re-check The Exact Slot Right Before Booking** Google Calendar *Service* - 16 **Is This A Reschedule Or A Cancel?** If *Logic* - 17 **Is The Slot Still Free?** If *Logic* - 18 **Move The Booking To The New Time** Google Calendar *Service* - 19 **Delete The Booking From Google Calendar** Google Calendar *Service* - 20 **Check For An Existing Booking For This Slot** Data Table *Service* - 21 **Apologise And Offer The Next Slot** Whats App *Service* - 22 **Confirm The Change To The Customer** Whats App *Service* - 23 **Does This Booking Already Exist?** If *Logic* - 24 **Confirm The Booking To The Customer** Whats App *Service* - 25 **Create The Booking In Google Calendar** Google Calendar *Service* - 26 **Should We Send An Automatic Reminder?** If *Logic* - 27 **Read The Booking Back To Confirm It Exists** Google Calendar *Service* - 28 **Wait Until It Is Time To Remind Them** Wait *Logic* - 29 **Save The Booking As Idempotency Record** Data Table *Service* - 30 **Send The Reminder On WhatsApp** Whats App *Service* ## 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. ## Run it in n8n - **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n) - **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fbook-and-manage-whatsapp-appointments-with-openai) - **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts. Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind. ## Connects to Each opens the other workflows that use it. [Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)[n8n data table](https://millionrounds.com/workflows?service=n8n+data+table#library) ## Workflows like it Also scheduling, with the same services where possible, closest in size first. - [**AI secretary for scheduling with WhatsApp and Telegram** 31 steps · calls a model · Google Calendar, Redis](https://millionrounds.com/workflow/ai-secretary-for-scheduling-with-whatsapp-and-telegram) - [**AI-powered bug reporting & tracking** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-bug-reporting-and-tracking) - [**Build an AI powered phone agent with Retell** 29 steps · calls a model · Google Calendar, Google Drive](https://millionrounds.com/workflow/build-an-ai-powered-phone-agent-with-retell) - [**Calendar Management & RAG Agent with OpenAI and OpenRouter** 31 steps · calls a model · Google Calendar, n8n data table](https://millionrounds.com/workflow/calendar-management-and-rag-agent-with-openai-and-openrouter) - [**Manage legal client intake and consultations with Telegram** 29 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/manage-legal-client-intake-and-consultations-with-telegram) - [**Optimize daily schedules with Groq and Google Sheets** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/optimize-daily-schedules-with-groq-and-google-sheets)