AI voice receptionist with booking and reminders

Deliverables

• Vapi end-of-call webhook and master call log sheet
• Niche router for hotel, dental, aesthetic and event calls
• Transcript parser for booking intent and caller details
• Calendar event, bookings sheet row and confirmation email
• HubSpot contact upsert with a call note
• Hourly reminder flow with a sent flag per booking

The challenge

Phone bookings usually depend on someone picking up, writing the details down and then copying them into a calendar, a spreadsheet and a CRM. Calls outside office hours go to voicemail, details get mistyped, and reminder calls are easy to forget, which leads to missed appointments.

Our approach

Vapi sends an end-of-call webhook to n8n. The workflow pulls out the event data, keeps only finished calls, extracts the call summary and transcript, and appends them to a master call log in Google Sheets. A switch routes each call by business niche (hotel, dental, aesthetic or event), and a Code node scans the transcript for booking intent and picks out the caller's name, phone, email, preferred date and time. When a booking is found, n8n creates a Google Calendar event, adds a row to the confirmed bookings sheet, sends a Gmail confirmation with the calendar link, creates or updates the contact in HubSpot and attaches a note with the call details, then responds to Vapi. Calls without a booking get their own response. A scheduled flow runs every hour, reads the bookings sheet, loops through the rows and emails a reminder for any appointment starting within the next 24 hours that has not had one yet, then marks the row as sent.