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Automate call scheduling with Voice AI receptionist using Vapi, Google Calendar & Airtable

n8nn8n55 modulesv1.0
AirtableTwilioGoogle Calendar

Who is this template for? This template is ideal for small businesses, agencies, and solo professionals who want to automate appointment scheduling and caller follow-up through a voice-based AI receptionist. If you’re using tools like Google Calendar, Airtable, and Vapi (Twilio), this setup is for you. What problem does this workflow solve? Manual call handling, appointment booking, and email coordination can be time-consuming and prone to errors. This workflow solves that by automati

At a glance

Automate call scheduling with Voice AI receptionist using Vapi, Google Calendar & Airtable is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects Airtable, Twilio, Google Calendar. It's free to download. Follow the 5-step import below to go live in minutes.

Platform
n8n
Connects
Airtable, Twilio, Google Calendar
Modules
55
Price
Free
Version
v1.0
Automate call scheduling with Voice AI receptionist using Vapi, Google Calendar & Airtable workflow diagram

About this workflow

Who is this template for? This template is ideal for small businesses, agencies, and solo professionals who want to automate appointment scheduling and caller follow-up through a voice-based AI receptionist. If you’re using tools like Google Calendar, Airtable, and Vapi (Twilio), this setup is for you. What problem does this workflow solve? Manual call handling, appointment booking, and email coordination can be time-consuming and prone to errors. This workflow solves that by automating the receptionist role: answering calls, checking calendar availability, managing appointments, and storing call summaries—all without human intervention. What this workflow does This Agent Receptionist manages inbound voice calls and scheduling tasks using Vapi and Google Calendar. It checks availability, books or updates calendar events, sends email confirmations, and logs call details into Airtable. The workflow includes built-in logic for slot management, email triggers, and storing call transcripts. Setup Instructions Duplicate Airtable Base: Use this Airtable base templateBASE LINK Import Workflow: Load provided JSON into your n8n instance. Credentials: Connect your Google Calendar and Airtable credentials in n8n. Activate Workflow: Enable workflow to get live webhook URLs. Vapi Configuration: Paste provided system prompt into Vapi Assistant. Link the appropriate webhook URLs from n8n (GetSlots, BookSlots, UpdateSlots, CancelSlots, and end-of-call report). Disclaimer Optimized for cloud-hosted n8n instances. Self-hosted users should verify webhook and credential setups.

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How to import this n8n workflow

  1. 1

    Download the workflow JSON file after purchase.

  2. 2

    Open n8n → click the menu → Import from File.

  3. 3

    Select the downloaded JSON and import.

  4. 4

    Set up credentials for each node that requires them.

  5. 5

    Click Execute Workflow to test, then activate.

Setup guide

Setup guide included

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