What this template does
What this template does Connect a Vapi AI voice agent to Google Calendar to capture contact details and auto-book appointments. The agent asks for name, address, service type, and a preferred time. The workflow checks availability and either proposes times or books the slot—no code needed. How it works (node map) Webhook: Production URL = VAPI Server URL — receives tool calls from Vapi and returns results. CONFIGURATION (EDIT ME)** — your timezone, work hours, meeting length, buffers, and cadence. Route by Tool Name** — routes Vapi tool calls: checkAvailability → calendar lookup path bookAppointment → create event path Get Calendar Events (EDIT ME)** — reads events for the requested day. Calculate Potential Slots / Filter for Available Slots** — builds conflict-free options with buffers. Respond with Available Times — returns formatted slots to Vapi. Book Appointment in Calendar (EDIT ME)** — creates the calendar event with details. Booking Confirmation** — returns success back to Vapi. > Sticky notes in the canvas show exactly what to edit (required by n8n). No API keys are hardcoded; Google uses OAuth credentials. Requirements n8n (Cloud or self-hosted) Google account with Calendar (OAuth credential in n8n) Vapi account + one Assistant Setup (5 minutes) A) Vapi → n8n connection Open the Webhook node and copy the Production URL. In Vapi → Assistant → Messaging, set Server URL = that Production URL. In Server Messages, enable only toolCalls. B) Vapi tools (names must match exactly) Create two Custom Tools in Vapi and attach them to the assistant: Tool 1: checkAvailability Arguments** initialSearchDateTime (string, ISO-8601 with timezone offset, e.g. 2025-09-09T09:00:00-05:00) Tool 2: Arguments** startDateTime (string, ISO-8601 with tz) endDateTime (string, ISO-8601 with tz) clientName (string) propertyAddress (string) serviceType (string) > The Switch node routes based on C) Configure availability Open 1. CONFIGURATION (EDIT ME) and set: D) Connect Google Calendar Open 2. Get Calendar Events (EDIT ME) → Credentials: select/create Google Calendar OAuth. Then choose the calendar to check availability. Open 3. Book Appointment in Calendar (EDIT ME) → use the same credential and same calendar to book. E) Activate & test Toggle the workflow Active. Call your Vapi number (or start a session) and book a test slot. Verify the event appears with description fields (client, address, service type, call id). Customising Change summary/description format in 3. Book Appointment. Add SMS/Email confirmations, CRM sync, rescheduling, or analytics as follow-ups (see sticky note “I’m a note”). Troubleshooting No response back to Vapi** → confirm Vapi is set to send toolCalls only and the Server URL matches the Production URL. Switch doesn’t route** → tool names must be exactly checkAvailability and bookAppointment. No times returned** → ensure timezone + work hours + cadence generate at least one future slot; confirm Google credential and calendar selection. Event not created** → use the same Google credential & calendar in both nodes; check OAuth scopes/consent. Security & privacy Google uses OAuth; credentials live in n8n. No API keys hardcoded. Webhook receives only the fields needed to check times or book. An n8n automation workflow template by Francisco Rivera.
Francisco Rivera
web
free
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