Create an AI-powered virtual receptionist with Google Calendar & Sheets | n8n workflow template

Create an AI-powered virtual receptionist with Google Calendar & Sheets

Use for free

▶️ My workflow - n8n

Memory
Conversation Memory

Get Business Details

Pulls service list, hours, policies, and AI personality from Google Sheets.

Provides the AI with the business-specific context.

AI Receptionist Agent

Handles customer chat with GPT + business context, answers questions, books appointments via Google Calendar, and saves appointment records into Google Sheets.

Chat Model
Memory
Tool
Output Parser
AI Receptionist

🤖AI-Powered Appointment Scheduling with Google Calendar & Sheets Virtual Receptionist

Automate customer conversations with an AI-powered virtual receptionist. This workflow can chat naturally with clients, answer general business questions (like services, location, and hours), check availability in Google Calendar, book appointments, and save customer details in Google Sheets. Fully customizable for any business type — salons, clinics, agencies, consultants, and more.

📖 How It Works

  1. Welcome the customer when the customer says hi
    AI greets warmly: “Hello! I’m [AI name] from [Business name].”
  2. Answer general questions
    Provides instant replies about services, pricing, business location, hours, and availability.
  3. Understand their need
    Identifies the service requested and preferred time.
  4. Check availability
    Queries Google Calendar for open slots.
  5. Gather customer details
    Collects name, phone, and email (optional).
  6. Confirm booking
    Creates the appointment in Google Calendar.
  7. Save records
    Logs booking and customer info into Google Sheets.

⚙️ Setup Steps (Quick)

  1. Connect your Google Calendar and Google Sheets accounts.
  2. Add your business details (name, type, services, hours, policies) to the Business Info Sheet.
  3. Configure your OpenAI API key (or use n8n free credits).
  4. Optional: Connect Twilio WhatsApp for direct chat responses.

🏢 Example Business Info (Google Sheet)

business_id business_name business_type location phone email services calendar_id timezone currency working_hours ai_name ai_personality ai_role emergency_available booking_advance_days cancellation_hours
001 Luxe Hair Studio Hair & Beauty Salon 123 Main Street, New York, NY 10001 1 (XXX) XXX-XXXX yourbusiness@email.com “Haircut & Styling (60 minutes, $3500…)
Hair Coloring (120 minutes, $8000…)
…”		 calendar-id-here GMT -3 USD Mon–Sat: 9:00 AM – 7:00 PM, Sun: Closed bella Friendly, Stylish, Professional Manages bookings, answers FAQs, recommends services, gives beauty tips, sends reminders, etc. no 10 24

📊 Appointments Sheet Example

client_number client_name event_id summary services
001 Sarah Lee evt-10293 Appointment with Sarah Lee – Haircut & Styling Haircut & Styling
002 John Smith evt-10294 Appointment with John Smith – Highlights Highlights

💡 Features

🔑 Who It’s For