How to build an Voice AI appointment setter using VAPI, Calendly, and Google Calendar

Introduction

In this tutorial, you will learn how to build a Voice AI appointment setter using VAPI, Calendly, and Google Calendar. This setup is ideal for businesses such as dental clinics, law offices, and agencies, as it automates appointment scheduling, enhances efficiency, and saves valuable time. By following this step-by-step guide, you will create an AI-driven appointment system from scratch.

Step 1: Understand the Appointment Booking Workflow

Before diving into the technical aspects, familiarize yourself with the overall workflow for the appointment booking system.

• Components:

  • VAPI Voice AI for voice interactions
  • Calendly for scheduling appointments
  • Google Calendar for managing appointments

• Key Workflow Steps:

  1. User initiates a request via voice.
  2. VAPI processes the request and checks availability.
  3. Appointment is scheduled through Calendly.
  4. Confirmation is sent to the user.

Step 2: Set Up VAPI Voice AI

To create your Voice AI assistant, you need to configure VAPI:

• Create a VAPI Account:

  • Go to the VAPI website and sign up for an account.

• Build Your Voice Assistant:

  1. Log in to your VAPI dashboard.
  2. Use the provided tools to create dialogue flows that handle appointment requests.
  3. Test the voice interactions to ensure they work as intended.

• Common Pitfalls:

  • Ensure all voice prompts are clear and concise.
  • Test your assistant thoroughly to identify any confusing dialogue.

Step 3: Integrate Calendly

Integrate Calendly into your workflow to manage appointments.

• Create a Calendly Account:

  • Sign up or log in to Calendly.

• Set Up Event Types:

  1. Define the types of appointments you want to offer (e.g., consultations, follow-ups).
  2. Set availability for each event type.

• Obtain Calendly API Key:

  • Navigate to the API section in your Calendly account to retrieve your API key.

Step 4: Connect Google Calendar

Integrate Google Calendar to ensure appointments are saved properly.

• Authorize Google Calendar:

  1. Log in to your Google account and navigate to Google Calendar.
  2. Allow access for Calendly to sync appointments.

• Set Up Calendar Preferences:

  • Ensure that all appointments booked through Calendly appear on your Google Calendar.

Step 5: Automate Appointment Scheduling

Utilize Make.com for automation.

• Create a Make.com Account:

  • Sign up for an account on Make.com.

• Set Up Automation Scenarios:

  1. Create a new scenario that triggers when a user books an appointment via Calendly.
  2. Use the VAPI API to send confirmation messages back to the user.

• Testing Automation:

  • Run several test bookings to ensure that the automation works seamlessly and that confirmations are sent correctly.

Step 6: Final Testing and Optimization

Conduct comprehensive testing to ensure everything functions smoothly.

• End-to-End Testing:

  • Simulate the entire booking process from voice request to confirmation.

• Optimize User Experience:

  • Gather feedback from users and refine dialogue flows and scheduling processes based on their input.

Conclusion

By following these steps, you can effectively build a Voice AI appointment setter using VAPI, Calendly, and Google Calendar. This system will streamline your appointment scheduling process, making it more efficient and user-friendly. Consider exploring additional features of VAPI and automation tools to enhance your setup further. Happy scheduling!