Vapi Phone Booking Workflow for Home Care Assessments (n8n + Google Calendar)

Turn Vapi phone booking into automated Home Care assessment scheduling with n8n + Google Calendar

This Vapi Phone Booking Workflow for Home Care Assessments lets your voice agent check availability and book 1-hour appointments automatically—using n8n webhooks, Google Calendar, Google Gemini for friendly availability, Google Sheets for enquiry logging, and SMTP email to send confirmations.

What this workflow does

• Availability check (Vapi → webhook): Receives a POST webhook from Vapi with a requested assessment date.
• Reads Google Calendar busy times: Pulls that day’s busy time ranges from Google Calendar in the configured timezone.
• Converts busy times into human-friendly slots: Sends the busy ranges to Google Gemini, which returns plain-language availability as 1-hour booking windows (Mon–Sat, 9am–5pm). Sundays are refused.
• Responds to Vapi: Maps the availability text back to the original Vapi tool call ID for the voice agent to speak.
• Booking confirmation (second Vapi webhook): Receives confirmed booking details, parses payloads defensively across multiple Vapi tool-call formats, normalizes contact and date/time, then creates a 1-hour event in Google Calendar.
• Logs and notifies: Appends enquiry details to Google Sheets, sends a booking confirmation email via SMTP, and returns a success message to Vapi.

Use cases

• Automate scheduling for a home care team handling phone enquiries for assessments.
• Reduce back-and-forth by offering clear, voice-friendly booking windows based on real-time Google Calendar availability.
• Ensure every booking is logged in Google Sheets and confirmed by email without manual effort.

Technical details

• n8n nodes: Webhook, Code, Google Calendar, Google Sheets, Email Send (SMTP), plus Sticky Note for workflow clarity.
• AI component: Google Gemini translates busy slots into plain-language 1-hour windows (Mon–Sat, 9am–5pm; Sundays refused).
• Vapi integration: Two server tools for availability and booking, pointing to the workflow’s production webhook URLs.