# Qualifying appointment requests with OpenAI and Gmail: n8n workflow

> Started by someone submitting a form, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/qualifying-appointment-requests-with-openai-and-gmail (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)

# Qualifying appointment requests with OpenAI and Gmail

Started by someone submitting a form, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI. 19 steps, 2 branches: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fqualifying-appointment-requests-with-openai-and-gmail)

**19 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 4 Logic 4 Service 9

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

- 1 **n8n Form Trigger** Form trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **OpenAI Chat Model1** Lm Chat Open Ai *Model*
- 4 **Execute Workflow Trigger** Execute Workflow trigger *Starts it*
- 5 **Enquiry Classifier** Text Classifier *Model*
- 6 **Summarise Enquiry** Chain Llm *Model*
- 7 **Terms & Conditions** Form *Service*
- 8 **Decline** Form *Service*
- 9 **Wait for Approval** Gmail *Service*
- 10 **Has Accepted?** If *Logic*
- 11 **Has Approval?** If *Logic*
- 12 **Enter Date & Time** Form *Service*
- 13 **Decline1** Form *Service*
- 14 **Create Appointment** Google Calendar *Service*
- 15 **Send Rejection** Gmail *Service*
- 16 **Get Form Values** Set *Logic*
- 17 **Trigger Approval Process** Execute Workflow *Logic*
- 18 **Send Receipt** Gmail *Service*
- 19 **Form End** Form *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 19, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on someone submitting a form.

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?

Plan an afternoon. 19 steps is enough that you should read each one before running it.

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 19 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%2Fqualifying-appointment-requests-with-openai-and-gmail)
- **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.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**AI Calling Agent with Retell AI and Google Calendar Scheduling** 19 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/ai-calling-agent-with-retell-ai-and-google-calendar-scheduli)
- [**Actioning your meeting next steps with OpenAI** 19 steps · calls a model · Google Calendar, Google Drive](https://millionrounds.com/workflow/actioning-your-meeting-next-steps-with-openai)
- [**Automate email triage & meeting scheduling with Gmail** 19 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-email-triage-and-meeting-scheduling-with-gmail)
- [**Automate meeting summaries & action items with Google Meet** 19 steps · calls a model · Google Calendar, Google Drive](https://millionrounds.com/workflow/automate-meeting-summaries-and-action-items-with-google-meet)
- [**Handle meeting no-shows with Gmail and Google Calendar** 19 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/handle-meeting-no-shows-with-gmail-and-google-calendar)
- [**Organize school emails with Google Calendar and Drive** 19 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/organize-school-emails-with-google-calendar-and-drive)