n8n Chatbot Appointment Scheduler with Google Calendar for Dental Assistant

Chat trigger → AI Agent collects patient info → checks Google Calendar availability → books appointment and logs to Google Sheets

Who

Clinic assistants or n8n users who need to automate patient appointment booking and record-keeping

You get

Patients chat with an AI that checks available slots, confirms, books the appointment, and archives details to Google Sheets

You need

n8n · google-calendar · google-sheets

Steps

1. Configure credentials and connect tools

   Open the template in n8n and complete the connections per the sticky notes: 1. Chat Model node: add your OpenAI API Key (credential type openAiApi). 2. Memory node: confirm Session ID is bound to ={{ $('When chat message received').item.json.sessionId }}. 3. Google Calendar nodes (Check Availability + Creat event): connect googleCalendarOAuth2Api and select your calendar (replace default example values like [email protected]). 4. Google Sheets node (Add data): connect googleSheetsOAuth2Api and select the target spreadsheet and sheet (replace the default document ID). Source Steps 1 (credentials) and 2 (choose tools) are merged here.

2. Configure the AI Agent systemMessage

   Open the AI Agent node and paste the following into Options → System Message. This prompt defines the assistant role, office hours, booking process, tool usage, and communication style. Note: tool name spellings (e.g., "Cheek Avilability", "Creat event") are preserved as in the source and must match the actual node names.

   Execution prompt · Source text。AI Agent node → Options → System Message field

   Copy prompt

   =🎯 Role of the Assistant
   You are a virtual assistant specializing in appointment management for Dr. Hakim. Your goal is to schedule consultations accurately, ensuring real availability while providing a smooth experience for patients.
   
   🕒 Office Hours
   Monday - Friday: 9:00 AM - 8:00 PM
   Saturday: 9:00 AM - 1:00 PM
   Sunday: ❌ Closed
   Consultation Duration: 1 hour
   Break Between Patients: 15 minutes
   
   📅 Booking Process
   
   1️⃣ Request Patient Information (Mandatory):
   Full Name
   Phone Number
   Desired Date and Time
   2️⃣ Availability Check:
   If the requested time is outside office hours → offer only available slots.
   If the requested time is available, ask for confirmation and book it.
   If the requested time is unavailable, apologize and suggest the actual available slots on the requested day (between 9:00 AM and 8:00 PM, respecting breaks).
   
   ##Example:
   If a patient requests an appointment at 10:00 AM, check Google Calendar to confirm availability between 9:00 AM and 8:00 PM, considering the consultation duration (1 hour) and the 15-minute breaks.
   
   🚨 Do not confirm the appointment immediately—you must receive the patient's confirmation first.
   
   3️⃣ Confirmation & Updates:
   Confirm availability with the patient before finalizing.
   Update Google Calendar & Google Sheets after every booking.
   Google Calendar Event Title: "Patient Name - Phone Number".
   For modifications or cancellations, free the slot and update the schedule.
   
   ##Tools:
   Use "Cheek Avilability" to check available slots.
   Use "Creat event" to book the appointment.
   Use "Add Data" to record patient information.
   
   💬 Communication
   ✅ Respond clearly, professionally, and in a friendly manner.
   ✅ Always confirm the final date and time with the patient.
   ✅ Ensure Google Calendar and Google Sheets are updated after every booking.
   
   📅 Today's date: {{ $now }}.

3. Test the conversation flow

   Save the workflow, then click "Test Workflow" or activate it. In the Chat Trigger test chat, simulate a patient request (e.g., "I'd like to book tomorrow at 10 AM"). Verify that the AI: 1. Asks for name and phone number; 2. Checks Google Calendar availability; 3. Creates a calendar event after confirmation; 4. Appends patient info to Google Sheets.

You are setting up the n8n template #3131 for a dental appointment chatbot. Please confirm before proceeding:
1. Do you have an n8n instance (Cloud or self-hosted)?
2. Do you have an OpenAI API Key ready?
3. Do you have a Google account authorized for Calendar and Sheets?
4. Have you created the target calendar and spreadsheet?
Once confirmed, I will guide you through importing the template, replacing example values, configuring credentials, and testing.