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 leading service-based business with a dynamic, multi-location operational model needed to overhaul its appointment scheduling system. They sought to eliminate manual administrative work, provide 24/7 booking convenience for their clients, and solve the critical challenge of communicating their daily changing locations accurately. The objective was to create an intelligent, automated SMS based agent that could manage the entire appointment lifecycle seamlessly.
Location
USA
Industry
Automation & AI
Project Duration
2 Weeks
Team Size
1 People
Technologies Used
n8n, OpenAI GPT-4, SMS Gateway API, Calendar Integration
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 built an intelligent SMS agent using an n8n workflow powered by Google Gemini. The agent understands natural language to handle new bookings, find existing appointments, process rescheduling requests, and manage cancellations.
- Seamless Scheduling Integration
The agent connects directly to the Cal.com API via HTTP nodes, enabling it to check real time calendar availability, find appropriate time slots based on appointment duration, and confirm bookings instantly.
- Dynamic Location & Schedule Retrieval
To solve the location problem, the agent was equipped with a tool to query a Google Sheet in real time. It can retrieve the precise address and operating hours for any given day, ensuring customers always receive accurate information.
- Centralized Session & Data Management
Using Redis for short term chat memory and Google Sheets for long term data storage, the workflow maintains a complete history of customer interactions, appointments, and statuses for a seamless and context aware conversational experience.
Results
24/7 availability for customer interactions
40% increase in booking conversion rates
95% automation of appointment scheduling
Key Features
Booking Successfull
- A user named David is interacting with the “New look shop” to schedule a service at Treasure Island Park. After providing his name and confirming the summarized details, the AI chatbot successfully books the appointment and sends a final confirmation message
Rescheduling appointment
A user successfully booking and then rescheduling an appointment with “New Look Barber” at “Treasure Island Park.”
Cancel Appointment
After receiving a confirmation that an appointment was rescheduled, the customer requests to cancel it
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 showcases an AI Calling Assistant that books appointments and updates CRM records in real time. The visual highlights seamless automation where a customer receives a call or SMS confirmation, while the AI assistant—depicted with a headset and laptop—instantly updates both the calendar and CRM dashboard. Flow arrows connect each element to show the smooth integration between Vapi.AI, ChatGPT, and HubSpot. The clean, modern design with light colors and soft shadows emphasizes efficiency, professionalism, and cutting-edge technology.
Customer Help
AI-Powered Customer Support Ticket Generation System
Modern support teams battle two pressures: ticket volume keeps rising while customers expect near-instant replies. Manual triage and routing slow agents and inflate costs. Our client—a mid-size SaaS company handling 1,500–2,000 monthly inquiries needed an affordable way to Capture questions from email, chat, and web forms,Auto-classify intent and priority,Generate draft responses or self-service links,Escalate only complex issues to humans,Sync every step to the CRM for 360° reporting.