AI voice receptionist with live calendar booking

Deliverables

• Retell AI voice agent prompt and call flow
• Availability check webhook against Google Calendar
• Booking webhook with an AI agent and calendar tools
• Cancel and modify webhooks with event lookup
• Airtable, Google Sheets and Gmail updates on every change
• Handoff path to clinic staff

The challenge

Reception staff spent much of the day on the same scheduling calls, and calls that came in while the line was busy or the clinic was closed often went unanswered. A missed call is often a missed appointment. A voice bot that only answers questions does not fix this: the call has to end with a real entry in the clinic calendar.

Our approach

The Retell AI agent works out what the caller wants and collects their details, including an email address spelled out over the phone. When it needs to act, it calls one of four n8n webhooks. CheckAvailability reads Google Calendar events and tells the agent whether a matching appointment exists. BookCalendar passes the request to an AI agent with Google Calendar tools that checks free slots and creates the event; the workflow then creates an Airtable record, appends a row to the appointments sheet and sends a confirmation email. The cancel and modify webhooks look up the existing event first. If one is found, an AI agent deletes or updates it, the Airtable record and sheet row are updated and the caller gets an email; if not, the webhook responds so the agent can tell the caller. Requests outside what the agent should handle are passed to a member of staff.