Turn website chats into booked meetings without manual back and forth. Visitors can see open time slots, pick a time, or request a human handoff. Great for small teams and founders who want faster lead follow up.

A chat entry starts the flow, sends a friendly greeting, and hands control to an AI agent with short term memory. The agent checks your Microsoft Outlook calendar for the next two weeks, filters busy times, and builds free slots based on business hours. If the visitor is ready to meet, it creates a calendar event through Microsoft Graph with the correct timezone. If they prefer a human, the system emails your inbox with the full inquiry and contact details. The design reduces double booking, keeps context across messages, and returns instant responses inside the chat.

Setup needs an OpenAI key and a Microsoft Outlook account with calendar access. Update the timezone and business hours in the code so the slots match your work day. Change the email template and recipient to fit your team. Expect shorter sales cycles, fewer emails, and faster first meetings for agencies, consultants, and founders who sell on calls.

• Chat entry and welcome message that starts the conversation instantly
• AI agent powered by an OpenAI chat model with short term memory for up to 20 messages
• Calendar lookup in Microsoft Outlook for the next two weeks with timezone control
• Custom code that builds free time slots inside business hours and removes conflicts
• Appointment creation in Microsoft Outlook via Microsoft Graph with start and end times
• Smart routing that sends emails to a human when the visitor asks for help
• Email delivery through Microsoft Outlook with the visitor’s details and inquiry
• Final chat responses returned through a webhook so the visitor gets instant feedback

• Reduce booking time from email threads to a two minute chat
• Streamline meeting scheduling by up to 80 percent with instant slot suggestions
• Cut double booking risk with a live two week calendar check
• Handle many visitor chats at once without extra staff
• Connect AI chat and Microsoft Outlook into one simple 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 OpenAI and Microsoft Outlook. See the Tools Required section above for links to create accounts with these services.
3. In n8n Credentials, create an OpenAI credential. Get your API key from your OpenAI account, paste it into the credential, and save. Use a clear name like OpenAI Chat Prod.
4. In n8n Credentials, create a Microsoft Outlook credential. Choose Microsoft Outlook OAuth2, click Connect, sign in, and approve calendar access. Name it Outlook Business Prod.
5. Open the Chat Trigger node and copy the public webhook URL. Add this URL to your website chat widget or embed script so website messages reach n8n.
6. Open the Get Events and Make Appointment nodes and confirm the Outlook credential is selected. Ensure the timezone header matches your region.
7. Open the freeTimeSlots Code node and set your business hours and timezone to match your team schedule. Save the node.
8. Update the Send Message1 node with the correct recipient email and subject line. Adjust the email template text to fit your brand.
9. Test the flow: start a chat and ask for availability. Confirm free slots appear. Choose a slot and check that a new event shows in your Outlook calendar.
10. Test the human handoff: say you want to speak to a person. Confirm an email arrives with your name, company, email, and message.
11. If no time slots appear, check the calendar date range in the Get Events node and verify the business hours in the code node. Fix timezone mismatches if the times look off.
12. If you see permission or 401 errors, reauthorize the Microsoft Outlook credential. For OpenAI errors, confirm the API key and model access.
13. Once tests pass, enable the workflow and monitor execution logs in n8n for the first week.