Automate AI-driven appointment booking with phone call confirmations, real-time lead validation, CRM updates, and email…
Automate AI-driven appointment booking with phone call confirmations, real-time lead validation, CRM updates, and email notifications—powered by n8n, OpenAI, VAPI.ai, and GoHighLevel. Tools & Services Used GoHighLevel (CRM & appointment management) VAPI.ai (AI phone calls) OpenAI (GPT-4 for lead validation and post-call analysis) Email Service (transactional email notifications) n8n (Self-hosted required for Community Nodes) Workflow Overview This automation performs the following steps: Trigger: A new lead arrives via the GHL Webhook. Validation: OpenAI (GPT-4) checks lead quality and relevance. AI Phone Call: VAPI.ai initiates an automated call to confirm appointment details. Post-Call Analysis: OpenAI interprets the call result (booking_made=YES/NO). Conditional Actions: If YES: Updates GoHighLevel CRM and sends confirmation emails to the client and owner. If NO: Alerts the owner via email about the failed booking. Prerequisites Active accounts and API keys for: GoHighLevel (webhook setup) VAPI.ai (phone call API) OpenAI (GPT-4 access) Email service (e.g., SMTP, SendGrid, or Gmail) How to Use This Template Step 1: Import the Template Import the JSON into your self-hosted n8n instance (requires Community Nodes like @n8n/n8n-nodes-langchain). Step 2: Configure Credentials GHL Webhook: Replace YOUR_WEBHOOK_ID with your GoHighLevel webhook ID. OpenAI Nodes: Add your OpenAI API key (replace placeholder BxLbA94QZt0ifZsC). VAPI Call Node: Ensure the VAPI.ai endpoint (https://api.vapi.ai/call/phone) has valid API credentials. Email Nodes: Configure SMTP or API credentials for your email service. Step 3: Enable Disabled Nodes Activate the Post-call Analysis node if needed (disabled by default). Finding Your GHL Webhook ID In GoHighLevel, navigate to Automations → Webhooks. Create a new webhook and copy its unique ID into the GHL Webhook node. Initial Test Run Simulate a Lead: Manually trigger the GHL webhook with test lead data. Debugging: Verify OpenAI validates the lead. Check if VAPI.ai initiates a call (use a test phone number). Confirm CRM updates and emails are sent conditionally. Production Prep: Enable error-handling loops for failed calls. Adjust GPT-4 prompts for stricter validation. Use Cases Medical Clinics: Reduce no-shows with automated appointment confirmations. Salons/Spas: Streamline booking updates and client reminders. Consultants: Sync client meetings to CRM in real time. Disclaimer Requires self-hosted n8n (Community Nodes are unsupported on n8n Cloud). Test phone call and email nodes extensively before scaling. An n8n automation workflow template by Sam Yassine.
Sam Yassine
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