Collect appointment requests, qualify them with AI, and book only the meetings that matter. Great for teams that want to cut low value calls and confirm real requests fast.

The form captures name, email, and the reason for the meeting. An OpenAI powered check decides if a call is needed. If the request looks good, the user accepts simple terms and picks a date and time from a ready list. The data is packaged and a separate approval run starts so the user does not wait. Gmail sends an email to the admin with approve and decline buttons. On approval, Google Calendar creates a 30 minute event and adds the requester as an attendee. If declined, a polite email goes back to the requester. A summary of the enquiry is also generated with AI so the admin and the calendar entry have context.

You need Gmail, Google Calendar, and OpenAI accounts. Set the admin email in the Gmail wait for approval node and choose your target calendar. Expect fewer back and forth emails and less time spent on manual triage. Agencies, consultants, and sales teams can screen requests, keep the form experience smooth, and schedule confirmed meetings with confidence.

• Multi step form collects contact details, enforces terms, and asks for a date and time with dynamic options.
• AI enquiry classifier checks if a meeting is needed before moving forward.
• Automatic receipt email to the requester with a clear summary of the request.
• Gmail send and wait approval email adds approve and decline buttons for a human decision.
• Google Calendar event is created for 30 minutes and adds the requester as an attendee.
• AI generated summary gives the admin and the calendar entry the key context in plain language.
• Branch logic routes accepted terms and admin approvals to the right outcome.
• Subworkflow execution separates approval from the user form for a fast user experience.

• Reduce manual triage from 30 minutes to 5 minutes per request
• Automate up to 70 percent of booking steps with AI and email approvals
• Cut scheduling errors by 90 percent with a single source of truth
• Handle 10 times more appointment requests with the same team
• Connect Gmail, Google Calendar, and OpenAI in one flow

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Gmail, Google Calendar and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, create an OpenAI API credential. Double click the OpenAI nodes, choose Create new credential, and paste your API key from your OpenAI account API page. Save and test the connection.
4. In the credentials manager, create a Gmail OAuth2 credential. Double click each Gmail node, choose Create new credential, sign in with the Google account that will send emails, grant permissions, then save.
5. In the credentials manager, create a Google Calendar OAuth2 credential. Double click the Google Calendar node, choose Create new credential, sign in with the Google account that owns the target calendar, grant access, then save.
6. Open the Gmail Wait for Approval node and change the send to field from the placeholder to your admin email address. This is where the approve and decline email will be sent.
7. Open the Google Calendar Create Appointment node and pick the correct calendar from the calendar field. Confirm the event duration and attendee email mapping are correct.
8. Check the n8n Form Trigger node. Note the form path value. Open the public form URL in your browser to test the form steps.
9. Submit a test request. Provide a clear enquiry so the AI classifier can decide if a meeting is needed. Accept the terms and pick a date and time.
10. Confirm you receive the receipt email. Then check the admin inbox for the approval email with buttons. Click approve and verify the Google Calendar event appears with the right time and attendee.
11. Run a second test and click decline in the admin email. Make sure the requester receives a polite rejection email.
12. If emails do not send, confirm the Gmail credential is connected and the Gmail API is enabled for that account. If the event is not created, verify the calendar selection and that the time zone matches your preference in n8n.