Year
2025
TYPe
FRAMEWORK
Category
VOICE AI
DEV Duration
3 - 4 Weeks
The project originated from a desire to solve one of the most technically demanding use cases in voice AI today: live appointment booking over the phone. Unlike standard web-based booking flows, live booking requires real-time availability checks, instant event creation, and immediate data synchronization across multiple systems—all with minimal latency.
The system was designed as a modular workflow, leveraging a modern, no-code/low-code tech stack for maximum flexibility and scalability. At the core is N8N, serving as the automation engine to orchestrate API calls and data flow. Cal.com handles real-time availability and booking logic, while VAPI powers the voice agent for live, conversational interaction. Twilio is used for SMS confirmations, Airtable serves as the lightweight CRM and data store, and Slack is integrated for instant team notifications.
Development of the system centered around building a resilient, low-latency automation capable of responding to real-time availability constraints. The core feature was the implementation of a rolling counter logic, designed to intelligently screen through available time slots. If the current day was fully booked, the system would automatically roll forward to the next available date, repeating this process until it found a suitable opening. This was achieved using conditional logic within N8N, dynamically querying Cal.com’s API and iterating through the calendar with fallback conditions until a valid slot was returned.
The project aimed to solve the complex challenge of live appointment booking via voice—a task that requires real-time availability checks, instant event creation, and seamless API coordination without breaking conversational flow. The core concept is to deliver a voice-first experience that feels effortless to the user, while handling one of the most technically demanding problems in automation behind the scenes.