Turn chat messages into booked meetings with no extra steps. A smart assistant reads each request, checks the calendar, and confirms a time. Details also go into a spreadsheet for tracking and reports.

The flow starts when a chat message arrives. An AI agent with OpenAI extracts dates, times, names, and reasons, and keeps context with session based memory. It checks Google Calendar for free slots, then creates the event using the parsed start and end. The booking data is written to Google Sheets, so your team has a simple log you can filter and share.

Setup requires an OpenAI key and Google access to the right calendar and sheet. Add your calendar, pick the sheet, and confirm the field mapping for start, end, and contact data. Expect faster replies, fewer double bookings, and clean records for clinics, consultants, and front desk teams.

• Chat message trigger starts the flow the moment a user sends a request.
• AI agent with a clear scheduling role guides the conversation and actions.
• OpenAI chat model parses dates, times, and reasons from natural language.
• Window buffer memory keeps recent messages per user using a session ID.
• Google Calendar checks availability for the requested time window.
• Google Calendar creates the event with parsed start and end times.
• Google Sheets stores each booking as a new row for tracking and reports.
• AI field mapping uses $fromAI to pull Start_Time, End_Time, Start, and End values.

• Reduce manual scheduling time from 15 minutes to 1 minute
• Cut double booking errors by up to 90 percent
• Automate 100 percent of booking data entry into a sheet
• Connect chat, calendar, and sheets in one flow
• Support many users at once with session based memory

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 OpenAI, Google Calendar and Google Sheets. See the Tools Required section above for links to create accounts with these services.
3. Open the OpenAI Chat Model node, select the credential field, click Create new credential, and paste your OpenAI API key from your OpenAI account. Save and test the connection.
4. Open the Google Calendar nodes Check Availability and Create event. For each, select the credential field, click Create new credential, sign in with your Google account, and approve Calendar access. Pick the correct calendar from the dropdown.
5. Open the Google Sheets Add data node. Create a new Google Sheets credential, sign in, and allow Sheets access. Choose the target spreadsheet and worksheet for logging bookings.
6. Open the AI Agent node and review the system message. Adjust the wording to match your clinic or service. Keep clear instructions for how to collect name, contact, and reason for visit.
7. Check the Window Buffer Memory node. Confirm the session key points to the chat trigger sessionId so each user has a separate conversation history.
8. Verify field mappings: in Check Availability confirm timeMin and timeMax map to Start_Time and End_Time. In Create event confirm start and end map to Start and End. Use ISO 8601 date time formats.
9. In the Google Sheets Add data node, map columns for date, start time, end time, name, contact, and notes. Set insert mode to add a new row per booking.
10. Enable the workflow and send a sample chat message like Book a consultation next Tuesday at 2 pm for 30 minutes. Confirm an event is created in Google Calendar and a new row appears in the sheet.
11. If events are not created, recheck Google permissions and the selected calendar. If times are wrong, confirm your timezone on the Calendar node. If parsing fails, refine the AI system message to ask for missing details and confirm times.