Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets

Description

AI appointment bot with Google Calendar, Gmail and Sheets

📌 Overview
This workflow automates end-to-end appointment scheduling for your business
using an AI-powered chatbot. Clients can book, reschedule, or cancel meetings
through a simple chat interface — no manual coordination needed.

Two independent flows run in parallel. The AI Chat Flow handles real-time
client conversations using Groq LLaMA 4 Scout, managing calendar availability,
event creation, updates, and Gmail confirmations automatically. The Daily Sync
Flow runs every morning to refresh your Google Sheet with the day's appointments
and email an admin summary report.

All times are handled in IST (GMT+05:30) with full ISO 8601 formatting.

⚙️ How it works

AI Chat Flow
Client sends a message to the bot
AI Agent collects name, email, purpose, date, time, and duration
Checks Google Calendar for availability
Creates, updates, or deletes calendar events based on request
Sends Gmail confirmation or cancellation email to the attendee

Daily Sync Flow
Triggers every morning at 9:30 AM IST
Clears previous rows from Google Sheets (keeps header)
Fetches all of today's Google Calendar events
Formats and inserts each event into the sheet
Emails the admin a summary report with total meeting count and sheet link

🛠️ Setup steps
Import this workflow into n8n
Add a Google Calendar OAuth2 credential and set your calendar email
Add a Gmail OAuth2 credential for the agent and admin report
Add Google Sheets OAuth2 (for Clear node) and Service Account (for Insert node)
Add your Groq API key for the LLaMA 4 Scout model
Update your admin email, calendar email, and Google Sheet ID in the workflow
Activate the workflow — both flows run independently

🚀 Features

AI-powered scheduling
Books, reschedules, and cancels appointments via chat
Checks real-time calendar availability before confirming
Suggests 3 alternative slots if the requested time is unavailable
Sends automatic Gmail confirmations to attendees
Maintains conversation memory across the session (last 50 messages)

Daily reporting
Auto-clears and refreshes the Google Sheet every morning
Syncs all calendar events with full details (name, email, time, duration)
Emails admin a daily count summary with a direct sheet link

📋 Requirements
n8n (cloud or self-hosted)
Google Calendar, Gmail, and Google Sheets access
Groq API key (free tier supported)

🎯 Benefits
Zero manual appointment coordination
Clients self-serve via chat 24/7
Admin always has a fresh daily schedule in Google Sheets
Automatic email confirmations build client trust
IST timezone enforced consistently across all events

👨‍💻 Author
BytezTech Pvt Ltd