WhatsApp AI Appointment Assistant with Gemini & Calendar (n8n)

Turn WhatsApp messages into booked appointments—automatically

This n8n workflow powers a WhatsApp AI Appointment Assistant that answers scheduling questions, checks availability in Google Calendar, and can book, reschedule, or cancel appointments—using Google Gemini for AI understanding and WhatsApp Cloud API for patient communication.

What this workflow does

• Triggers on every new WhatsApp message update.
• Accepts only text messages, validates the WhatsApp profile name, and generates a stable conversation ID from the sender’s WhatsApp ID.
• Checks Redis to determine whether the conversation is currently escalated to a human; if so, automated handling stops.
• Uses Google Gemini with PostgreSQL chat memory to interpret the request and choose the right action: answer questions, check availability, book, reschedule, cancel, or escalate.
• For scheduling actions, reads clinic/FAQ data from Google Sheets, then uses Google Calendar to retrieve availability, create events, update events, or delete events.
• Sends the final confirmation or next-step response back to the patient via WhatsApp.

Use cases

• A patient texts “Do you have openings tomorrow morning?” and receives available times based on Google Calendar.
• A patient requests a change (“Reschedule my appointment to next Tuesday”), and the workflow updates the calendar event.
• A patient asks to cancel, and the workflow deletes the corresponding Google Calendar event.
• Complex cases are automatically escalated, with Redis preventing further AI automation during human handling.

Technical details

• WhatsApp Cloud API (Trigger + send back responses; configure Phone Number ID)
• Google Gemini (primary and fallback chat models)
• Google Calendar (availability lookup, event create/update/delete)
• Google Sheets (clinic/FAQ data)
• PostgreSQL (chat memory)
• Redis (escalation state)
• n8n logic nodes including if, code, switch, and crypto

Built for n8n users, automation engineers, and SaaS operators who want a production-ready WhatsApp AI appointment assistant with Gemini & Calendar.