March 8, 2025

March 8, 2025

AI Voice Agent - User; Live Appointment Booking

AI Voice Agent - User; Live Appointment Booking

AI Voice Agent - User; Live Appointment Booking

This project leveraged n8n, vapi and cal.com to facilitate live appointment bookings during a Voice Agent to User conversation. Designed for seamless appointment scheduling and negotation.

This project leveraged n8n, vapi and cal.com to facilitate live appointment bookings during a Voice Agent to User conversation. Designed for seamless appointment scheduling and negotation.

This project leveraged n8n, vapi and cal.com to facilitate live appointment bookings during a Voice Agent to User conversation. Designed for seamless appointment scheduling and negotation.

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Year

2025

TYPe

FRAMEWORK

Category

VOICE AI

DEV Duration

3 - 4 Weeks
Research
Research
Research

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.


Design
Design
Design

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.

Rainy Ride
Rainy Ride
Rainy Ride
Rainy Ride
Development
Development
Development

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.

Riders
Riders
Riders
Riders
Concept
Concept
Concept

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.

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Let'S WORK

TOGETHER

BASED IN SYDNEY,

AUSTRALIA

AI AGENT DEVELOPER
+ AI AGENCY OWNER

BASED IN AUS, I AM AN INNOVATIVE AI AGENT DEVELOPER AND ENTHUSIAST. MY
PASSION FOR SEAMLESS SYSTEMS AND FRAMEWORKS EXTENDS INTO MY WORKs.

Let'S WORK

TOGETHER

BASED IN SYDNEY,

AUSTRALIA

AI AGENT DEVELOPER
+ AI AGENCY OWNER

BASED IN AUS, I AM AN INNOVATIVE AI AGENT DEVELOPER AND ENTHUSIAST. MY
PASSION FOR SEAMLESS SYSTEMS AND FRAMEWORKS EXTENDS INTO MY WORKs.

Let'S WORK

TOGETHER

BASED IN AUS, I AM AN INNOVATIVE AI AGENT DEVELOPER AND ENTHUSIAST. MY PASSION FOR SEAMLESS SYSTEMS AND FRAMEWORKS EXTENDS INTO MY WORK.

Let'S WORK

TOGETHER

BASED IN SYDNEY,

AUSTRALIA

AI AGENT DEVELOPER
+ AI AGENCY OWNER

BASED IN AUS, I AM AN INNOVATIVE AI AGENT DEVELOPER AND ENTHUSIAST. MY PASSION FOR SEAMLESS SYSTEMS AND FRAMEWORKS EXTENDS INTO MY WORK.