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How to build an AI appointment setter using VAPI and Google Calendar

Education

Introduction

In this article, we will explore how to create an AI appointment-setting system that integrates with VAPI and Google Calendar. This system will streamline the appointment booking process for various businesses, allowing customers to easily schedule appointments through a voice assistant, without human intervention.

Introduction

Imagine having a voice assistant that can book appointments directly into Google Calendar, available for your customers 24/7. In this article, we will walk you through a detailed step-by-step guide on how to build such a voice assistant from scratch using VAPI, Make.com automations, and Google Calendar.

Step 1: Overview of the System

For this project, we will use multiple technologies, including:

  • VAPI Dashboard: Where we create the voice assistant.
  • Make.com: For automations to check date and time availability, and to book time slots.
  • Google Calendar: To manage appointments.

The AI assistant will handle three crucial scenarios:

  1. Informing users to pick a weekday if they try to book on weekends.
  2. Asking users to choose another time if their requested time is outside business hours.
  3. Providing five available time slots for the selected day.

Step 2: Creating the VAPI AI Assistant

Account Creation

You will first need to create an account on the VAPI platform. Once logged in, you will have access to the dashboard where you can monitor call metrics, create assistants, and manage tools.

Creating a Voice Assistant

To create the voice assistant named "Fitness Now":

  1. Click on the "Create Assistant" button.
  2. Choose either a blank template or an appointment setter template.
  3. Set parameters for the model, temperature, max tokens, etc.

Setting Up Prompts

Next, you will need to write prompts that help the voice assistant understand instructions and user requests. For example, the assistant might start with an introduction: “Hello, this is Sarah from Fitness Now. How may I assist you today?”

Tools Creation

Create tools that allow the voice assistant to communicate with external systems, including functions for checking appointment availability and booking appointments.

Step 3: Utilizing Make.com for Automations

Setting Up Automations

Create two main automations on Make.com:

  1. A workflow to check date and time availability for appointments.
  2. A workflow to book available times.

Using Google Calendar API

Connect Make.com with Google Calendar to:

  • Check if the requested dates and times are free.
  • Create calendar events upon user confirmation.

Step 4: Establishing Connection with Phone Number

To allow users to interact with the voice assistant, link a phone number either via VAPI or using an external service like Twilio.

Step 5: Testing the System

After completing the setup, conduct comprehensive testing:

  • Check if the assistant can handle voice commands accurately.
  • Confirm that appointments are booked in Google Calendar.

Step 6: Conclusion

Congratulations! You’ve successfully created an AI appointment setter using VAPI and Google Calendar. This fully automated system allows businesses to manage their appointments efficiently.

Keywords

FAQ

  1. What is VAPI? VAPI is a platform for creating voice assistants to manage customer interactions through voice commands.

  2. How does the voice assistant handle bookings? The assistant interacts with users, gathers necessary information, and automatically books appointments in Google Calendar.

  3. Can the system handle multiple booking scenarios? Yes, it can manage inquiries for weekends, out-of-hours requests, and provide available time slots.

  4. Do I need programming skills to set this up? Basic understanding of the platforms involved will help, but the process is designed for users with varying levels of technical expertise.

  5. Can this system be integrated with other software? Yes, the automations can be customized to connect with various other applications through Make.com.