# 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…)<br>Hair Coloring (120 minutes, $8000…)<br>…” | 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
- ✅ AI receptionist with **conversation memory**  
- ✅ **Answers FAQs** – location, services, hours, pricing  
- ✅ **Google Calendar integration** for real-time availability  
- ✅ **Google Sheets integration** for customer records & reporting  
- ✅ Customizable **AI name, role, and personality**

## 🔑 Who It’s For
- **Salons & Spas** – Manage bookings and FAQs  
- **Clinics & Health Services** – Automated scheduling + patient info  
- **Agencies & Consultants** – Answer inquiries + schedule meetings  
- **Any Service Business** – Save time, improve customer experience