AI Voice Receptionist & Appointment Automation
An AI receptionist that handles enquiries, checks availability, and books appointments while connecting the conversation to real business systems.
The problem
Reception teams can spend significant time answering repetitive enquiries, collecting appointment information, checking availability, and coordinating bookings.
An AI voice receptionist that collects caller information, understands appointment requests, handles date and time information, checks appointment availability, manages unavailable slots, books appointments, connects with Google Calendar, records booking information, and supports CRM logging. The backend process runs on workflow automation with webhooks.
What this is
This is a personal project. It shows how a process can be automated and connected to real business systems. It is not presented as a measured client result, commissioned work, or verified outcome.
Who it is for
Service businesses that take appointment bookings by phone and whose reception staff spend time on repetitive enquiries and manual booking coordination.
My role
Automation design and build
Scope
A build connecting AI and workflow automation to a real business process. The scope covers the system design, the connected tools, and the workflow that ties them together.
Approach and implementation
The AI receptionist handles the conversation and routine booking steps, then hands off to an n8n workflow that checks availability, books the appointment through calendar integration, and records the booking. Splitting the conversation from the system integration keeps the caller experience natural while the workflow handles the connected business systems behind it.
What the system does
The functions the workflow handles, drawn from the project build.
- Collects caller information
- Understands appointment requests
- Handles date and time information
- Checks appointment availability
- Handles unavailable slots
- Books appointments
- Connects with Google Calendar
- Records booking information
- Supports CRM logging
- Uses workflow automation for the backend process
Architecture
How the pieces connect, from the initial request through to the business systems.
Caller -> AI Receptionist -> n8n -> Availability -> Calendar -> Booking -> CRM / Logging
Tools and technologies
- Vapi
- n8n
- Google Calendar
- Webhooks
- Supabase
What this shows
This project connects conversational AI with real business processes rather than treating an AI assistant as an isolated chatbot.
This shows the system's functionality. It is not a measured client result, commissioned work, or verified outcome.
Related services
AI Receptionist
An AI receptionist that can answer calls, collect information, support booking, and hand off to a person when needed.
Read moreAppointment Booking & Reminders
Let customers choose available times and receive configured reminders so fewer appointments are missed.
Read moreAutomated Lead Follow-Up
Configured acknowledgement and follow-up workflows that help enquiries receive timely attention instead of waiting.
Read moreMore work
AI Lead Management & Follow-Up System
An AI-integrated lead-management process that reduces repetitive qualification and administrative work.
View projectAI Client Onboarding & Business Process Automation
Several small administrative tasks connected into one structured onboarding workflow.
View projectWant a system like this for your process?
Tell me what you are trying to improve. I will look at the process, identify the bottleneck, and suggest whether automation fits the problem.