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description=Build a voice AI appointment scheduling workflow with calendar integration, availability checking, and automated confirmations using Vapi s workflow builder.;

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Text of the page (random words):
age search ask ai website status support dashboard documentation api reference mcp sdks cli new what s new documentation api reference mcp sdks cli new what s new get started introduction phone calls web calls vapi guides composer pre release cli quickstart assistants quickstart core concepts conversation behavior model configurations model intelligence tools custom keywords custom voices custom transcriber custom tts custom llms examples phone numbers free vapi number inbound sms telephony integrations sip integration phone number hooks calls place calls in call control call end reasons troubleshoot call errors call insights outbound campaigns quickstart overview chat quickstart streaming non streaming openai compatibility session management variable substitution sms chat web widget workflows migrate to squads quickstart overview examples appointment scheduling lead qualification medical triage order management property management multilingual support squads quickstart overview handoff tool passing data between assistants examples webhooks setting server urls server events spam call rejection developing locally server authentication observability evals simulations pre release boards structured outputs scorecard monitoring best practices prompting guide debugging voice agents enterprise environments dev uat prod ivr navigation testing resources faq how vapi works integrations community support security and privacy legal introduction phone calls web calls vapi guides composer cli quickstart quickstart transient vs permanent configurations variables multilingual support personalization with user information voice formatting plan flush syntax background messages idle messages assistant hooks background speech denoising pronunciation dictionaries email address reading speech configuration voice pipeline configuration voice fallback configuration transcriber fallback configuration openai realtime speech to speech provider keys overview model presets performance metrics understanding cost understanding latency tools built in call tools voicemail tool custom tools code tool client side tools web sdk tool rejection plan static variables and aliases custom tools troubleshooting google calendar google sheets slack gohighlevel knowledge retrieval query tool custom knowledge base argument encryption custom keywords custom voices elevenlabs playht cartesia custom transcriber custom tts fine tuned openai models bring your own server tool calling integration appointment scheduling lead qualification inbound support voice widget documentation agent support escalation multilingual agent free vapi number inbound sms twilio telnyx sip telephony sip trunking networking and firewall twilio telnyx zadarma plivo amazon chime sdk troubleshoot sip trunk credential errors troubleshoot sip response codes phone number hooks calls outbound calls websocket transport real time call control customer join timeout voicemail detection call forwarding assistant based warm transfer dynamic call transfers on hold specialist transfer debug forwarding drops call queue management call concurrency call end reasons troubleshoot call errors call analysis call recording retrieve call artifacts quickstart overview quickstart streaming non streaming openai compatibility session management variable substitution sms chat web widget migrate to squads quickstart overview appointment scheduling lead qualification medical triage order management property management multilingual support quickstart overview handoff tool passing data between assistants clinic triage scheduling handoff tool clinic triage scheduling e commerce order management property management routing multilingual support silent handoffs webhooks setting server urls server events spam call rejection developing locally server authentication quickstart advanced quickstart advanced boards quickstart examples quickstart quickstart prompting guide debugging voice agents enterprise environments dev uat prod ivr navigation test suites chat testing voice testing faq core models voices text to speech vapi voices legacy migration elevenlabs playht azure openai cartesia lmnt minimax rimeai deepgram inworld openai azure openai anthropic bedrock gemini groq deepinfra perplexity togetherai openrouter deepgram google gladia speechmatics soniox talkscriber assemblyai aws s3 gcp cloud storage cloudflare r2 supabase langfuse voiceflow chatdash vapify voicerr ai voiceaiwrapper sympana connector support how to report issues enterprise glossary rss feed data flow single sign on sso jwt authentication recording consent plan gdpr compliance hipaa compliance zero data retention zdr pci compliance proxy server guide static ip addresses tcpa consent guidelines website status support dashboard light on this page overview prerequisites scenario final workflow 1 create a knowledge base 2 create a workflow 3 build the workflow 4 configure phone number next steps scroll to top workflows examples appointment scheduling workflow copy page build an ai receptionist workflow that schedules reschedules and cancels appointments using vapi workflows workflows will be retired on august 18 2026 from august 19 2026 onward existing workflows will no longer run you will no longer be able to create new workflows on the dashboard migrate existing workflows to assistants or squads before the retirement date to avoid disruption see the assistant appointment scheduling equivalent or squads overview build an ai powered appointment scheduling workflow that handles inbound calls for booking rescheduling and canceling appointments the workflow uses visual nodes to create branching logic integrates with calendar systems checks availability in real time and sends confirmation messages what you ll build visual workflow with branching appointment logic real time calendar integration and availability checking customer database with automated confirmations global nodes for error handling and validation 24 7 phone booking with conditional routing prerequisites a vapi account a google calendar account or other calendar service scenario we will be creating an appointment scheduling workflow for tony s barbershop a traditional barbershop that wants to automate their phone booking process with sophisticated branching logic to handle different appointment scenarios final workflow complete appointment scheduling workflow with branching logic for booking rescheduling and canceling appointments 1 create a knowledge base dashboard typescript server sdk python server sdk curl 1 download the spreadsheets download services csv download customers csv download appointments csv 2 navigate to the files section in your vapi dashboard click files in the left sidebar 3 upload the spreadsheets click choose file upload all three csv files services csv customers csv and appointments csv note the file ids we ll need them later to create tools 2 create a workflow dashboard typescript server sdk python server sdk curl 1 open the vapi dashboard go to dashboard vapi ai and log in to your account 2 navigate to the workflows section click workflows in the left sidebar 3 create a new workflow click create workflow enter workflow name barbershop appointment workflow select the default template includes call start node click create workflow 4 configure workflow settings configure workflow variables for customer data and appointment information 3 build the workflow you ll start with a default template that includes a call start node we ll modify the existing nodes and add new ones to create our appointment scheduling workflow 1 configure the initial conversation node the default template includes a conversation node click on it and configure first message hello thank you for calling tony s barbershop this is sarah your booking assistant i can help you schedule reschedule or cancel appointments how can i help you today prompt you are sarah the friendly booking assistant for tony s barbershop listen to the customer s response and determine their intent schedule for new appointments reschedule for changing existing appointments cancel for canceling appointments status for checking appointment details other for anything else keep responses under 35 words ask clarifying questions if intent is unclear extract variables variable intent type string description the customer s primary intent enum values schedule reschedule cancel status other 2 add customer verification node click the button below the greeting node and add a new conversation node condition intent identified first message now i need to verify your information can you please provide your phone number or full name so i can look up your account prompt you are collecting customer identification information to look them up in the system if they provide a phone number extract it in a clean format numbers only if they provide a name extract their full name be friendly and reassuring about privacy keep responses under 25 words extract variables variable phone_number type string description customer s phone number if provided variable customer_name type string description customer s full name if provided 3 add customer lookup tool node add a tool node condition customer information collected select tool choose your pre configured customer lookup tool from the dropdown this tool will use the extracted phone_number and customer_name variables to find the customer in your database 4 add intent routing logic create branching paths based on the customer s intent add multiple conversation nodes schedule new appointment node condition customer verified and intent is schedule first message great i can help you schedule a new appointment what type of service would you like we offer haircuts beard trims shampoo and styling and full grooming packages prompt you are helping the customer schedule a new appointment listen for the service they want and any preferred dates times they mention be enthusiastic and helpful keep responses under 30 words if they re unsure about services briefly describe each option reschedule appointment node condition customer verified and intent is reschedule first message i can help you reschedule your appointment let me first look up your current booking details prompt you are helping the customer reschedule an existing appointment be understanding and accommodating look up their current appointment first keep responses under 25 words while being empathetic cancel appointment node condition customer verified and intent is cancel first message i can help you cancel your appointment let me look up your current booking to confirm the details prompt you are helping the customer cancel their appointment be understanding and offer to reschedule instead if appropriate confirm cancellation details before proceeding keep responses under 25 words 5 add global error handling node create a global conversation node that checks for errors after every step condition customer confused or error detected first message i apologize for any confusion let me transfer you to one of our human staff members who can better assist you please hold for just a moment prompt you are handling an error or confused customer situation be apologetic and professional prepare them for transfer to human staff keep the message brief and reassuring this global node will activate whenever there s an error or the customer becomes frustrated regardless of where they are in the workflow 6 add availability checking flow for the schedule appointment flow add these nodes service selection node conversation condition service type mentioned or requested first message perfect and when would you prefer to come in what date and time work best for you prompt you are collecting appointment preferences for scheduling listen for specific dates times or general preferences like morning or next week be flexible and offer to check availability keep responses under 25 words extract variables variable service_type type string description type of service requested variable preferred_date type string description customer s preferred date variable preferred_time type string description customer s preferred time availability check tool node condition preferences collected select tool choose check availability from the pre defined calendar tools this will automatically check available slots based on the extracted preferences availability results node conversation condition availability checked first message based on your preferences here are the available time slots which one works best for you prompt you are presenting available appointment times to the customer present 2 3 options clearly with dates and times if their preferred time isn t available offer the closest alternatives be helpful and accommodating keep responses under 35 words 7 add confirmation and booking flow booking confirmation node conversation condition time slot selected first message perfect let me confirm your appointment details service on date at time is this correct prompt you are confirming appointment details before booking read back the service type date and time clearly wait for their confirmation before proceeding be thorough but concise keep responses under 30 words extract variables variable confirmation_status type string description whether customer confirms the appointment details create appointment tool node condition appointment details confirmed select tool choose schedule event from the pre defined calendar tools this will book the appointment in your calendar system send confirmation node tool condition appointment created successfully select tool choose your pre configured sms email confirmation tool completion node conversation condition confirmation sent first message great your appointment is confirmed you ll receive a confirmation message shortly is there anything else i can help you with today prompt you are wrapping up a successful appointment booking be friendly and offer additional assistance if they say no prepare to end the call politely keep responses under 25 words 8 add transfer and hangup options transfer to human node condition customer requests human assistance node type transfer call phone to transfer to 1 555 barber 1 your barbershop number end call node condition customer satisfied and no further assistance needed node type end call first message thank you for calling tony s barbershop have a great day use when customer is satisfied and no further assistance needed 4 configure phone number dashboard typescript server sdk python server sdk curl 1 navigate to phone numbers click phone numbers in the left sidebar of your dashboard 2 create or import phone number click create phone number for a new vapi number or click import phone number to use your existing number from twilio telnyx 3 configure inbound settings workflow select your barbershop appointment workflow advanced settings enable call recording for quality assurance set maximum call duration e g 15 minutes configure voicemail d...