A next-generation AI-powered front desk automation system for seamless customer engagement and smart workflow integration.
The AI Receptionist is your 24/7 intelligent assistant that automates customer communication, appointment scheduling, emergency logging, and general inquiry handling — all without human intervention.
It understands natural language, detects user intent, and connects with tools like Google Sheets, Calendar, and more to deliver a full-service experience.
Perfect for:
- 🧰 Service centers (garages, clinics, salons, etc.)
- 💬 Support desks and customer help centers
- 🚨 Emergency management coordination
The system cross-verifies customer details (name or phone number) using book_appointment in Google Sheets to prevent double bookings.
If no duplicate exists, the AI:
- Collects customer details (name, email, phone)
- Checks availability in Google Calendar
- Creates an event + adds entry to Google Sheets
- Sends a confirmation message instantly
When urgent keywords like “accident”, “breakdown”, or “overheating” are detected:
- AI logs details in Emergency Sheet via
log_emergency - Captures timestamp + location
- Sends an instant alert to the emergency team
For general questions or feedback:
- Captures user details + message
- Stores them in Inquiry Sheet through
log_inquiry - Timestamps data with IST accuracy
| Component | Description |
|---|---|
| 🤖 Vapi AI | Powers the conversation and intent detection engine |
| 🔄 n8n | Workflow automation orchestrator |
| 📊 Google Sheets | Data storage for all logs |
| 🗓️ Google Calendar | Appointment management and scheduling |
| Function | Purpose | Output |
|---|---|---|
check_availability |
Checks open time slots | Returns available times |
book_appointment |
Books & logs an appointment | Calendar event ID |
log_inquiry |
Records customer questions | Inquiry Sheet entry |
log_emergency |
Handles emergencies | Alerts response team |
{
"fullName": "Riya Patel",
"email": "[email protected]",
"phone": "9876543210",
"serviceType": "oil change",
"preferredDateTime": "2025-10-19T15:00:00+04:00",
"locationType": "pickup",
"calendarEventId": "1a2b3c4d5e6f",
"source": "AI Receptionist",
"timestamp": "2025-10-19T11:30:00+05:30"
}✅ Smart intent recognition (Book / Inquiry / Emergency) ✅ Instant Google Calendar sync ✅ Auto-detect & prevent duplicates ✅ Logs every action with timestamp ✅ Multi-channel support — web, WhatsApp, or phone ✅ Works across multiple time zones (IST, UAE, etc.)
Embed AI Receptionist to:
- Schedule appointments directly from chat
- Answer FAQs in real-time
- Handle urgent messages instantly
Connect via Twilio API to enable:
- Conversational booking via text or voice
- Emergency reports with one message
Use internally to:
- Manage customer inflow
- Coordinate team schedules
- Maintain clean, timestamped digital records
- 🔗 CRM Integration (HubSpot, Zoho, etc.)
- 🔔 Smart reminders + feedback collection
- 🗣️ Voice call support for multilingual users
- 📱 Admin dashboard for live booking monitoring
Developed & Designed by Darshan Rajput 🗓️ Version: 3.0 | 📅 Date: 19 October 2025
Built for intelligent, scalable, and human-like customer experiences.