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CASE STUDY 02

AI Receptionist

THE PROBLEM

Manually handling appointment bookings, rescheduling, and cancellations by phone consumes staff time and is prone to double-bookings.

THE SOLUTION

A multi-function AI receptionist in n8n, connected to a voice AI platform, that handles the full appointment lifecycle without human intervention.

TOOLS USED

n8n

Vapi (Voice AI)

Google Calendar

Airtable

JavaScript

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CASE STUDY 02 — HOW IT WORKS

AI Receptionist

1

Get Slots

Checks calendar availability in real time and returns available time ranges to the voice agent.

2

Book / Update / Cancel

Validates required info, converts time zones, manages the calendar event, and logs details to Airtable.

3

Error Handling

Every function has a branch for missing info, returning a clear response instead of failing silently.

4

Call Results

Logs the outcome of every call for tracking and reporting.

OUTCOME

A fully automated phone booking system that runs around the clock, cuts manual scheduling work, and keeps a clean, auditable record of every call in Airtable.

Voice-based appointment scheduling, running 24/7

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