Turn website chats into booked sales calls. A chat experience listens to each visitor, checks your calendar, and either books a time in Microsoft Outlook or sends a detailed message to a human. Great for sales teams, agencies, and consultants who want faster lead follow up.

Conversations start through a chat webhook with an opening message. An AI agent powered by OpenAI keeps a short session memory and chooses the next step. It can check your next two weeks of Outlook events, then a code step creates free slots inside set business hours to avoid double booking. When the visitor confirms, the flow creates the meeting in Outlook with the correct timezone. If the person asks for a human, it collects full contact and project details and emails your team.

You need OpenAI and a Microsoft 365 account with calendar and mail permissions. Update business hours and timezone in the settings, then embed the chat and run a quick test. Expect faster replies, less back and forth, and more booked calls from your website traffic.

• Chat webhook starts the conversation and sends a clear initial message
• AI agent uses OpenAI with a 20 message window to keep context per session
• Pulls the next two weeks of events from Microsoft Outlook with timezone handling
• Generates free time slots during set business hours to avoid conflicts
• Books meetings in Outlook by posting start and end times in ISO format
• Human handoff collects full name, company, email, and enquiry details, then emails your team
• Routing logic with If and Switch directs requests to booking or human support
• Fast webhook responses keep the chat experience smooth

• Reduce booking work from 20 minutes to 2 minutes
• Automate up to 90 percent of scheduling back and forth
• Eliminate double booking with live calendar conflict checks
• Connect website chat and Microsoft Outlook in one flow
• Handle many chats at once with session based memory
• Increase speed to lead from hours to seconds

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 Microsoft Outlook and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, open the OpenAI credential. If it is not set, double click the OpenAI node, choose Create new credential, and paste your OpenAI API key from your OpenAI account. Save and test the connection.
4. In the n8n credentials manager, create a Microsoft Outlook OAuth2 credential. Double click the Outlook nodes and choose Create new credential, then sign in and grant Calendars ReadWrite and Mail Send permissions. Save and test.
5. Open the Get Events node and confirm the Prefer header timezone. Change Europe London to your timezone if needed.
6. Edit the freeTimeSlots code node to set businessHoursStart and businessHoursEnd to your work hours. Keep them in the correct timezone format.
7. Open the Make Appointment node and review the subject and placeholders. Ensure dateStartTime and dateEndTime are valid ISO strings with the right timezone. Save changes.
8. Update the email content in the message Set or template node and the Send Message node so it sends to the right inbox and includes name, company, email, and enquiry details.
9. Open the Chat Trigger node and copy the webhook URL or embed link. Add it to your site or test it from the n8n chat preview.
10. Run a test chat asking for a meeting next week. Confirm you receive available slots and that choosing a slot creates an Outlook event.
11. Test the human help path by asking to speak to a person. Verify the email arrives with the full details captured.
12. If you get authentication errors from Microsoft, recheck the credential scopes and sign in again. If no free slots appear, expand the date range or adjust business hours and timezone.