Without a unified system to track conversation history, staff lacked context, forcing customers to repeat information in subsequent interactions.
AI-Agent Powered SMS Appointment Scheduling & Management
The Project
A multi-location service business needed to modernize appointment scheduling by automating bookings and reducing manual admin work. They aimed to build an SMS-based intelligent agent that offers 24/7 self-service scheduling while accurately sharing their frequently changing daily locations.
Location
USA
Industry
Automation & AI
Project Duration
2 Weeks
Team Size
1 Person
Technologies Used
n8n, OpenAI GPT-4, SMS Gateway API, Calendar Integration,Google Gemini, Redis , Cal.com
What Our Client Says?
“This SMS AI agent transformed our booking process completely. Customers can now schedule appointments 24/7 through simple text messages, and our conversion rates increased dramatically!”
Matthew Head
Business Owner
The Challenge
- Inefficient Manual Scheduling
Staff were overwhelmed with constant SMS and phone calls for booking, rescheduling, and cancellations, leading to delays and human error.
- Poor Customer Experience
Customers faced slow response times and could only book appointments during limited business hours, causing frustration and missed opportunities.
- Inaccurate Location Information
Manually communicating the correct service location for a specific day was inefficient and often led to confusion, no-shows, and last-minute cancellations.
- Fragmented Communication
The Solution
- AI-Powered Conversational Agent
We created an intelligent SMS agent in n8n using Google Gemini that understands natural language to book, find, reschedule, and cancel appointments.
- Seamless Scheduling Integration
The agent uses Cal.com’s API through HTTP nodes to check live availability, select suitable time slots based on duration, and instantly confirm bookings.
- Dynamic Location & Schedule Retrieval
- Centralized Session & Data Management
The agent uses a real-time Google Sheets lookup tool to give customers the correct address and opening hours for any day.
Results
24/7 availability for customer interactions
40% increase in booking conversion rates
95% automation of appointment scheduling
Key Features
Twilio
Twilio powers the WhatsApp communication layer in this bot, giving a reliable, officially supported way to send and receive WhatsApp messages at scale.
AI Scheduling Intelligence
The AI agent uses conversation memory to understand booking intent across multi-turn WhatsApp chats, then dynamically calls Cal.com API to check availability, create bookings, or reschedule appointments based on customer preferences.
Cal.com
Cal.com serves as the centralized scheduling hub where all WhatsApp-booked appointments are automatically created, organized, and managed in real-time.
Instant Booking Confirmation
the workflow automatically sends a personalized WhatsApp confirmation message with complete booking details
Smart Rescheduling
The AI agent understands natural reschedule requests, checks Cal.com availability for the new time slot, confirms it’s open, and asks for customer confirmation.
Instant Cancel
The automated WhatsApp confirmation workflow demonstrates real-time appointment cancellation handling.
See More Success Stories
Check out our portfolio of innovative solutions for diverse industries
Lead Management
AI Calling Assistant that Books Appointments and Updates CRM in Real Time
This illustration depicts a seamless automation workflow where Vapi.AI, ChatGPT, and HubSpot integrate to handle appointment booking and real-time CRM synchronization.
Customer Help
AI-Powered Customer Support Ticket Generation System
To address rising support demands, we implemented an automated workflow that captures, classifies, and drafts responses for multi-channel inquiries while syncing real-time data to the CRM for seamless operations.