OpenAI Chat Receptionist for n8n: Google Calendar & Sheets Booking

Let OpenAI answer your customers—then book them automatically in Google Calendar & Sheets

OpenAI Chat Receptionist for n8n: Google Calendar & Sheets Booking is a public chat receptionist workflow that uses an OpenAI GPT-4o-mini agent with a RAG-style knowledge base to answer customer questions and handle bookings. It checks availability in Google Calendar, confirms appointments, logs them to Google Sheets, and escalates complaints or disputes via Gmail.

What this workflow does

• Loads your business info on demand: When run manually, it ingests your “services, prices, and policy” text, splits it into chunks, generates OpenAI embeddings, and stores them in an in-memory vector index.
• Chats with customers in a public reception interface: Incoming customer messages from a public chat trigger are sent to a GPT-4o-mini agent with 12-message conversation memory.
• Answers using retrieved facts (no guessing): The workflow retrieves relevant information (services, pricing, hours, area, payment, warranty, and booking policy) using embedding-based search so the agent can respond accurately.
• Books appointments automatically: If a customer wants to book, it checks the next 7 days in Google Calendar and proposes appointment options based on free slots.
• Confirms and records bookings: After the customer agrees, it appends the booking details (job, slot, contact info, and address) to Google Sheets.
• Escalates upset customers to a human: For complaints, disputes, safety/legal issues, or generally upset customers, it emails an escalation summary to the owner via Gmail and informs the customer that a human will follow up.

Use cases

• Local service businesses that need an always-on chat receptionist with booking support
• Consulting/appointment providers collecting address and contact details and logging bookings to Sheets
• Automation engineers deploying a customer-facing n8n chatbot with OpenAI-powered FAQ/RAG responses

Technical details

• OpenAI: GPT-4o-mini chat model + embedding nodes (embedding model used consistently for indexing and retrieval)
• n8n nodes/tools: Manual Trigger, n8n8n-nodes-langchainagent (LangChain agent), Google Calendar availability checks, Google Sheets appending, Gmail escalation, Set, Sticky Note

Best practice: Replace the sample “services, prices and policies” text with your real business information to power accurate RAG responses.