# Voice assistant for appointment scheduling: book, reschedule, and cancel via calls
This automation handles incoming voice calls through Vapi, checks time availability in Google Calendar, books, reschedules, or cancels appointments, and logs all actions in Airtable. Designed for small businesses and service teams needing reliable, hands-free scheduling.
## Who it´s for
- Small business owners looking to automate call handling and client bookings
- HVAC and field service companies operating on appointment basis
- Managers wanting to integrate voice calls with calendar and CRM systems
- Support teams aiming to improve after-hours availability
- Automation builders using no-code tools for voice interfaces
## What the automation does
- Receives incoming calls via Vapi and triggers workflow in n8n through webhooks
- Checks available time slots in Google Calendar and suggests alternatives if needed
- Books, reschedules, or cancels appointments based on caller requests
- Updates records in Airtable including appointment status and contact info
- Stores call transcripts, recordings, and summaries after call completion
- Synchronizes changes across calendar and database in real time
## What´s included
- Ready-to-use n8n workflow
- Trigger logic for: getslots, bookslots, updateslots, cancelslots, callresults
- Integrations with Google Calendar API, Airtable API, Vapi, and HTTP Webhook
- Basic setup and adaptation guide
## Requirements for setup
- n8n account (cloud or self-hosted)
- Active Vapi account with configured voice agent
- Google Calendar access with read/write permissions for events
- Airtable base with required tables (e.g., Call Recording, Appointments)
- Configured API keys and webhook endpoints
## Benefits and outcomes
- Full automation of voice-based appointment management
- Reduced workload for staff and faster response times
- Centralized logging of all calls and actions in Airtable
- Minimized double-booking risks via real-time calendar sync
- 24/7 client availability without human agents
- Clear audit trail of all appointment changes and call history
## Important: template only
Important: you are purchasing a ready-made automation workflow template only. Rollout into your infrastructure, connecting specific accounts and services, 1:1 setup help, custom adjustments for non-standard stacks and any consulting support are provided as a separate paid service at an individual rate. To discuss custom work or 1:1 help, contact via chat
No feedback yet