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Automate HVAC Service Scheduling with AI Agent, Google Calendar and Gmail

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Created by: Bhuvanesh R || bhuvanesh

Bhuvanesh R

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Automate Service Scheduling with AI Agent, Google Calendar and Gmail

This n8n template provides a robust, end-to-end solution for automating service appointment management using a conversational AI agent with advanced tool-calling capabilities.

🎯 Problem Statement

Traditional call center or online booking systems often lack the flexibility to handle complex, multi-step customer requests like rescheduling, checking dynamic availability across multiple time slots, or handling context-aware conversational booking. This leads to friction, missed bookings, and high administrative overhead for service companies like HVAC providers.

✨ Solution

This workflow deploys a sophisticated AI Scheduling Agent that acts as a virtual receptionist. It uses the Language Model's (LLM) "tool-use" capability to intelligently execute complex, sequential business logic (e.g., check availability before booking, find existing events before rescheduling) and manages the entire lifecycle of a service appointment, from initial inquiry to final confirmation.

⚙️ How It Works (Multi-Step Execution)

  1. Trigger: A customer request (e.g., from an external voice or text platform) hits the Webhook Trigger with intent details (e.g., tool_request: 'reschedule_appointment').

  2. Agent Logic: The Receptionist Agent uses a strict system prompt and its internal tools to formulate an execution plan. It maintains conversational state via the simple-memory node.

  3. Tool Execution (Example: Reschedule): The Agent executes a predefined sequence of private tools:

    • find_old_event: Locates the existing booking ID using the customer's email.

    • check_calendar: Verifies the proposed new time is available (2-hour window).

    • reschedule_appointment: Updates the calendar event.

    • log_lead: Updates the central Google Sheet.

  4. Synchronous Response: The Agent sends a confirmation or follow-up question via the respond_to_webhook node.

  5. Asynchronous Confirmation: The log_lead action triggers a secondary workflow that composes a professional email via a second LLM (Anthropic) and sends it to the customer via Gmail, followed by an internal alert via Google Chat.

🛠️ Setup Steps

  1. Credentials:

    • AI/LLM: Configure credentials for the Language Model used (OpenAI or Gemini) for the core Agent.

    • Google Services: Set up OAuth2 credentials for Google Calendar (for booking/checking), Google Sheets (for logging), and Gmail (for customer confirmation).

  2. Google Calendar: Specify the technician's calendar ID ([email protected] in the template) in all Calendar nodes.

  3. Google Sheets: Create a new Google Sheet to serve as the Lead Log and update the Document ID and Sheet Name in the log_lead and log_lead_trigger nodes.

  4. Tool Configuration: Review and customize the Agent's system prompt in the Receptionist node to align time zone rules (currently Asia/Kolkata - IST) and business hours (9:00 AM to 6:00 PM) with your operations.

✅ Benefits

  1. Increased Efficiency: Fully automates complex scheduling and rescheduling, freeing up human staff.

  2. Contextual Service: AI handles multi-turn conversations and adheres to strict business rules (e.g., 2-hour slots, maximum tool usage).

  3. Data Integrity: Ensures all bookings are immediately logged to Google Sheets, maintaining a centralized record (CRM).

  4. Professional Flow: Provides immediate confirmation to the customer via email and instant notification to the internal team via chat.

🚀 Other Use Cases

The underlying multi-step, tool-execution pattern is highly versatile and can be adapted for any service industry requiring complex, rules-based scheduling:

  • Real Estate: Scheduling property viewings (Check agent availability → Book viewing → Send directions).

  • HVAC Services: Managing maintenance and repair visits (Diagnose issue type → Match with qualified technician → Check part availability → Schedule visit → Send service confirmation).

  • Medical/Dental: Booking patient appointments (Check insurance eligibility → Check doctor availability → Book → Send pre-visit forms).

  • Legal Services: Intake for consultations (Collect client issue → Check specialist availability → Book → Send retainer agreement).

  • Automotive Repair: Scheduling service bays (Check bay and mechanic availability → Book → Update internal service board).