Qualifying Appointment Requests with AI & n8n Forms n8n Workflow Template

Try it out!

This n8n template is a simple appointment scheduling workflow using n8n forms with AI thrown in the mix for good measure. It also uses n8n's wait for approval feature which allows the ability to confirm appointment requests and create events in Google Calendar.

How it works

• We start with a form trigger which asks for the purpose of the appointment.
• Instantly, we can qualify this by using a text classifier node which uses AI's contextual understanding to ensure the appointment is worthwhile. If not, an alternative is suggested instead.
• Multi-page forms are then used to set the terms of the appointment and ask the user for a desired date and time.
• An acknowledgement is sent to the user while an approval by email process is triggered in the background.
• In a subworkflow, we use Gmail with the wait for approval operation to send an approval form to the admin user who can either confirm or decline the appointment request.
• When approved, a Google Calendar event is created. When declined, the user is notified via email that the appointment request was declined.

Need Help?

Join the Discord or ask in the Forum!

1. Qualify Enquiries Using AI

Learn more about the text classifier

With n8n's multi-forms, you’re no longer stuck creating long, overwhelming forms. Instead, you have more flexibility and control to design smarter, more engaging form experiences.

In this demo, we’ll explore an appointment request scenario where a user wants to schedule a call to discuss their inquiry. However, not all inquiries require a meeting, making it a perfect use case for AI to pre-qualify the request. We can handle this validation using the text classifier node.

2. Split Form For Better User Experience

Learn more about the forms

Onboarding is a great reason to split your big form into smaller ones. Taking the user through a step by step process ensures a smooth experience and keeps them engaged throughout.

Here, we take the opportunity of the extra context space to display a terms and conditions which the user must agree to making their request. The next form then asks for desired date and time of the event.

3. Send Acknowledgement to User and Start Approval Process

Learn more about the Gmail node

Once all form steps are concluded, we can send a notification to the requester via email and in the background, trigger another email to the admin to initiate the approval process. The approval process works in a separate execution so doesn't interrupt the user's form experience.

4. Approve or Decline Appointment

Learn more about the Waiting for Approval

The Wait for Approval feature for Gmail is a special operation which allows for human-in-the-loop interaction in n8n workflows. In this example, the human interaction is the approval of the appointment request. The feature will put the workflow in a waiting state where a message is sent to the admin with 2 buttons: confirm and decline.

When the admin clicks on the confirm button, the workflow resumes from the Gmail node and a meeting event is created for the requesting user in Google Calendar.

When declined, a rejection email is sent to the requester instead.

Set your admin email here!