n8n AI appointment booking agent with Google Calendar
Clients chat with a bot that collects name, email, purpose and time, checks Google Calendar, suggests 3 alternatives if busy, then books, reschedules or cancels and sends a Gmail confirmation. A daily flow refreshes a Sheet and emails an admin summary.
Setup steps
- Client messages the bot
- Agent collects details
- Check calendar availability
- Create/update/delete event
- Send Gmail confirmation
- Daily: refresh Sheet and email admin summary
Steps summarized from the original n8n template source ↗. Use “Copy” to grab them with the tools and source link, or copy an AI prompt.
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Help me set up this automation using n8n + Groq (Llama 4 Scout) + Google Calendar + Gmail + Sheets: "n8n AI appointment booking agent with Google Calendar". Goal: replace Calendly-style booking pages and back-and-forth emails. How it should work: - Trigger: Client chats with the bot - Then: Collects name, email, time - Then: Checks Google Calendar - Then: Books, moves or cancels - Result: Gmail confirmation sent Setup steps (summarized from the original source): 1. Client messages the bot 2. Agent collects details 3. Check calendar availability 4. Create/update/delete event 5. Send Gmail confirmation 6. Daily: refresh Sheet and email admin summary Guide me one step at a time. Ask me for anything you need (accounts, sheet or channel names) before you start. Safety rules: - Build and test with sample data first, and show me a sample result before anything goes live. - Keep anything that goes to other people (emails, posts, replies, record updates) as drafts for my review until I say otherwise. - Never send, post, buy, pay, delete or change records without my approval. - Tell me about any cost (paid plans, API usage) before I'd incur it, and help me set a spending limit. - Keep API keys and passwords out of shared docs and chats. - Privacy: Client names, emails and meeting purposes go to Groq. Based on: https://n8n.io/workflows/13905-schedule-and-manage-appointments-with-groq-google-calendar-gmail-and-sheets/
Tool names link to each official site (opens in a new tab).
App you replace: Calendly Standard lists at $10/seat/mo (vendor pricing page, list price as of Oct 2026, checked 2026-10-16). Your saving depends on what the bot costs you; see “Cost after”.
Running cost: Not reported Running cost not reported (Groq free tier supported, per template). No-code How we sort costs
Stack: n8n · Google Sheets · Gmail · Google Calendar
Replace an app: AI bots that replace Calendly
App vs bot, side by side
| Old app / habit | Bot | |
|---|---|---|
| Tool | Calendly-style scheduler or manual email scheduling | n8n AI chat agent + Groq + Google Calendar + Gmail + Sheets |
| Monthly cost | Not reported | Not reported (Groq free tier supported, per template) |
| Setup | None (already in use) | Not reported · Intermediate |
| Your time | Baseline | Not reported |
| Maintenance | Handled by vendor/you as before | Change the hard-coded IST timezone; monitor for double bookings. |
| Privacy | Data stays with the app vendor | Client names, emails and meeting purposes go to Groq. |
Full comparison
| Replaces | Calendly-style scheduler or manual email scheduling |
|---|---|
| Bot / agent stack | n8n AI chat agent + Groq + Google Calendar + Gmail + Sheets |
| Monthly cost before | Not reported |
| Monthly cost after | Not reported (Groq free tier supported, per template) |
| Setup time | Not reported |
| Time saved | Not reported |
| Skill level | Intermediate |
| Reliability | 3/5: detailed template; LLM-driven booking can misread dates and there's no long-term data. Timezone is hard-set to IST and must be changed. |
| Maintenance | Change the hard-coded IST timezone; monitor for double bookings. |
| Privacy & data | Client names, emails and meeting purposes go to Groq. |
| Best for | Solo consultants and small service businesses |
| Not for | High-volume clinics needing compliance |
Pros and cons
Pros
- Handles booking, rescheduling and cancelling
- Offers 3 alternatives
- Groq free tier works
Cons
- Timezone set to IST by default
- Needs both Sheets OAuth and a service account
Source and evidence
n8n community template (BytezTech, updated about 7 months before our check).
Read the original n8n template source ↗
“Not reported” means the source doesn't say. We never fill gaps with guesses. Numbers marked “per author” or “vendor claim” are the source's own and weren't independently tested. Source last checked Oct 16, 2026.
Our rating is an editorial opinion based on the public source above, not lab testing. Spot an error? Request a correction.
Plain-text summary (for search and AI assistants)
n8n AI appointment booking agent with Google Calendar. Replaces Calendly-style scheduler or manual email scheduling with n8n AI chat agent + Groq + Google Calendar + Gmail + Sheets. Cost before: Not reported. Cost after: Not reported (Groq free tier supported, per template). Setup: Not reported, Intermediate. Time saved: Not reported. Reliability 3/5: 3/5: detailed template; LLM-driven booking can misread dates and there's no long-term data. Timezone is hard-set to IST and must be changed. Best for: Solo consultants and small service businesses. Not for: High-volume clinics needing compliance. Source: https://n8n.io/workflows/13905-schedule-and-manage-appointments-with-groq-google-calendar-gmail-and-sheets/
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