Create an AMAZING AI Appointment Agent in MINUTES with N8N!

Summary

In this video by Luxe Automation, viewers learn how to create an AI Appointment Agent using n8n, a powerful automation tool. The process involves analyzing incoming client emails to identify requests for meetings or consultations, extracting dates and times, checking availability on a Google Calendar, and automatically scheduling the appointments. This process is made easy with n8n's workflow management, utilizing AI agents for email analysis and date extraction, and ensuring calendar synchronization. Viewers are encouraged to implement these steps to streamline their scheduling processes, enhancing efficiency and client satisfaction.

Highlights

• Discover how n8n simplifies automating your email responses. 🤩
• Learn to set up AI agents for efficient email analysis. 💻
• Master date and time extraction for calendar management. 📆
• Understand the integration of Google Calendar for smooth scheduling. 🔄
• See the workflow in action and its real-time benefits! 📈
• Automate and relax as meetings get scheduled effortlessly. 😎

Key Takeaways

• Learn to streamline scheduling with an AI agent using n8n! 🤖
• Automatically analyze emails to find meeting requests efficiently. 📧
• Extract and manage dates and times for seamless scheduling. 📅
• Ensure calendar availability checks to prevent double bookings. ✔️
• Receive automatic confirmation emails, boosting your productivity. 🚀
• Find out how to handle unavailable slots with ease. 📪

Overview

Luxe Automation's latest video dives into using n8n, a versatile automation tool, to create an AI appointment agent that manages your time more efficiently. This guide begins with setting up email triggers that activate when potential clients express interest in scheduling a consultation with you. By leveraging AI agents, your response time becomes instant and precise, ensuring no communication is missed.

The process continues with two main AI modules: the Email Analyzer and the Date Analyzer. The Email Analyzer interprets incoming messages for scheduling intent and time requests, while the Date Analyzer ensures the extracted information is compatible with your calendar. These steps include clear guidelines for AI prompt creation and output management, making the process seem like a walk in the park.

Finally, the tutorial illustrates how to handle availability checks and automate responses, providing flexibility if initial options are unavailable. Viewers are shown how to link their Google Calendar, check for free slots, and automatically send confirmation or rescheduling emails. This comprehensive approach not only decreases time spent on administration but also enhances client satisfaction by offering a seamless booking experience.

Chapters

• 00:00 - 00:30: Introduction The introduction begins with a casual greeting to the audience, setting a friendly tone. The host explains that the video will demonstrate the creation of an AI appointment agent on the Any 10 platform. The automation process starts when an email is received, for example, from a client expressing interest in the services offered, requesting a quick call next Wednesday at 10 p.m. or Thursday morning.
• 00:30 - 01:30: Setting up the AI Email Analyzer The chapter focuses on setting up an AI Email Analyzer. It begins by introducing an example email received from a client. The primary task is to configure an AI agent to analyze incoming emails. The agent is designed to determine if the sender is expressing interest in a call by examining email content for a meeting or consultation request, including checking for specific date and time references.
• 01:30 - 04:00: Date and Time Extraction This chapter focuses on extracting date and time information from given text. It discusses handling scenarios where no date or time is mentioned by returning a default response indicating their absence. An example email is provided to illustrate how to identify expressions of interest for scheduling. In cases where the content does not express an interest in scheduling, a specific 'no interest' message is returned. This demonstrates the process of parsing email content to detect expressions of interest in arranging a call or meeting, including the correct formatting of output responses in JSON.
• 04:00 - 06:30: Checking Calendar Availability and Event Creation This chapter discusses the process of checking calendar availability and creating events based on email input. Two agents are used: an email analyzer agent and a date analyzer agent. The email analyzer extracts service inquiries, while the date analyzer focuses on parsing dates and times to check calendar availability. It highlights the workflow of using automated agents to streamline scheduling tasks.
• 06:30 - 09:00: Testing the Workflow In this chapter titled 'Testing the Workflow', the instructions for extracting and handling dates and times from a transcript are outlined. It involves identifying explicit and relative dates, determining the next occurrence of mentioned weekdays, and handling phrases that include 'next'. For time references, it discusses converting ordinary time formats into ISO format. If no specific time is mentioned, a default time is assumed.
• 09:00 - 15:00: Setting up the Workflow from Scratch In this chapter, we discuss setting up a workflow from the ground up, focusing on eliminating the need for quotation marks in output generation. The outlined workflow emphasizes defining a clear output format with given examples of inputs and their corresponding outputs. We demonstrate scheduling scenarios where the input 'Let's schedule our call for next Wednesday at 3 P.M' produces a specific output, illustrating the transformation process. Additionally, other examples such as rescheduling to March 5th, and availability on a Friday morning (assuming today is Monday, February 19th, 2025), demonstrate various input-output mapping possibilities. These practical examples guide the user's understanding of creating automated, formatted responses within the workflow.
• 15:00 - 20:00: Final Workflow Test and Wrap-up The chapter titled 'Final Workflow Test and Wrap-up' discusses scheduling logistics, emphasizing date and time formatting. The scenario involves a proposed meeting next Friday at noon, given it's Monday, February 19th, 2025. The text outlines steps in processing inputs and outputs, mentioning specific conditions like afternoon availability and the importance of formatting outputs without using quotation marks. An email analyzer agent's role in processing emails to extract date and time in a specified format is highlighted. Additionally, it mentions calendar checking for availability.

Create an AMAZING AI Appointment Agent in MINUTES with N8N! Transcription

• 00:00 - 00:30 what is up guys welcome back to another video in this video I'm going to show you how you can create an AI appointment agent on any 10 let's get started this is a simple AI appointment agent that I'm going to show you how to create in this video this automation is triggered After we receive an email from our Cent so this could be the example email that we're receiving from a client hi came I came across your services and would love to learn more about how you can help I'm available for quick call next Wednesday 10 p.m. or Thursday morning let me know if that works so
• 00:30 - 01:00 that could be the example email that we receiving from my client over here and then the first agent that we setting up is an AI agent that analyzes the email we received over here so on this agent we are analyzing this email by writing this prompt over here so we telling the agent you're an AI assistant that analyzes email content to determine if the sender is expressing interest in a call your task is to check whether the email contains a request for a meeting call or consultation if the email includes a specific data time
• 01:00 - 01:30 extract it if no date of time is mentioned return no date of time provided and here we are adding example email content hey I'm I'm interested in discussing your services are you available next Tu at 3m. and then here we're writing a response format in Json and giving an example output in Json over here we're telling the agent that if the email do not indicate interest in a call return this and this is the message that we're going to Output no interest in the C then we attaching the Emil s over here you can see the output over here client is interested in a call
• 01:30 - 02:00 dates Wednesday time 10 p.m. and here we're also adding agent is outputting that the Cent wants to learn more about our services so that is the first agent we are setting the second agent is a date analyzer agent so with the input from our email analyzer agent over here we would like to Output only the date and time so we can see if we have availability on our calendar at that particular time so the pr for this agent is on the lines of your task is to analyze the provided tax and extract any mention
• 02:00 - 02:30 date and time here we outling the instructions extract the date and time identify any explicit date for example March 5th or relative dates like next Friday if only a weekday is mentioned for example Friday determine the next occurrence of that day if the phrase includes next for example next Friday return the date from the following week identify any exped time for example 3 p.m. 2: p.m. in 24 hours or noon if no time is mentioned default to this and then we're converting the time into ISO format which is this format over here
• 02:30 - 03:00 also telling the agent to not include quotation marks and here we are outlining the output format which will be this format over here also including example of inputs and outputs put number one let's schedule our call for next Wednesday at 3 P.M the output will be this the next input could be can redo the meeting on March 5th at this and then here can see we're giving an example output that input could be now available Friday morning assuming today is Monday February 19th 2025 this will be the output input number four be the L
• 03:00 - 03:30 of how about next Friday at noon assuming today is on Monday Fe 19th 2025 this will be the output and input number five could be I'm available in the afternoon no valid date detected and then here we are adding our email output from our email analyzer agent over here and then we telling the agent to ensure that the output strictly follows this format with no quotation marks you can see if we had an output from our email we're only going to Output our date and time in this format over here and then on our calendar we're checking if we have any availability
• 03:30 - 04:00 over here on that date and time including our start time which will be our output over here and then for the end time it will be one hour after the start time you can see the start time is 2200 while the end time is 2300 over here using this Json that we've written over here so if we have availability we're outputting true and then if it's true we're going ahead and creating an event on our calendar over here we're grabbing our data the client would like to schedule a call over here so we like for call to be
• 04:00 - 04:30 half an hour long if we schedule a call at 6:00 a.m. the end time of the call will be around 6:30 after we've created an event we're sending a confirmation email to the client telling them that great news we just scheduled a call for this date as your selection you receive a calendar invite shortly the details let me know if if anything changes or if you have any questions before our call looking forward to speaking with you best Dennis over here if we check on our calendar and we do not have any availability on the call we're going to send an email to our client telling them
• 04:30 - 05:00 that we do not have any availability at that date and time and asking them to recommend another time so we're going to send them the notification via this email right here we're telling them unfortunately the time selected is no longer available I apologize for the inconvenience please use this link to choose a new time that works for you and here we're going to attach this a scheduling link if you need any help finding inable slot let me know and I'll be able to assist looking forward to our conversation whereas Dennis test how to miss works I'm going to
• 05:00 - 05:30 click on test workflow you can see our workflow was executed successfully here we received an email from our client telling us that they would like to schedule a call with us at this date and time we're analyzing the email to check if the email has any date or time in it and then we analyzing the date then checking availability on our calendar and then creating an event on our calendar and sending a confirmation
• 05:30 - 06:00 email this is a simple AI appointment agent that I'm going to show you how to create in this video let's get started to set up the AI appointment agent I'm going to start from a blank canas here I'm going to add the first step I'm going to choose or email trigger so I'm going to search for Gmail on Gmail I'm going to click on the on message received node over here you'll need to create a connection between your N1 account and Gmail by clicking on create a new credential here
• 06:00 - 06:30 choose the O method then click on sign in with Google a new window will be prompted where you choose the account that you like to connect to since I already created my connection I'm going to close and choose my credential over here here you can choose the mode you can choose to trigger this node after every minute every hour every day every week every month or customize it for the event type will be message received can fet a test right here you can see we have an email right here that we just received this was a
• 06:30 - 07:00 confirmation email that we sent after we created this event I cck on back now that we see the word trigger works we can now analyze the email that we just received so here I'm going to search for AI agent click on AI agent right here for the agents I'm going to choose the tools agent so for the source of prompt I'm going to Define below over here since I had already written this prompt over here I'm going to open this prompt and copy this prompt over here here I'll click on expression
• 07:00 - 07:30 and come and paste our prompt over here click on okay so you can take a screenshot of this prompt I rename this agent to email analyzer agent name we can set up a chart model I'm going to use open the I chart model here I'm going to choose gbd 4.0 mini over here click on BL for the memory I'm going to choose window buffer now for a session ID I'm going to choose to Define below here we can add this ID over here can drag it right there click on back now to if our
• 07:30 - 08:00 email analyzer agent works properly I'm going to send myself an example email here similar to this one right here click on send to capture our email I'll click on test workflow can see here we captured our email which is this email right here we learing a date and time that we like to schedule for a call now on our email analy I'll open it and you can see it analyz our email and it's telling us that the prospect is interested in a the
• 08:00 - 08:30 day they would like to schedule for call is Wednesday at this time over here and then we're having a summary of the call which is the clent wants to learn more about Services over here now since the email analyzer agent works properly we can analyze the email to extract the date so we can check if we have any availability on our calendar so here I'll search for AI agent click on AI agent right here I'm going to choose the tools agent and then I'm going to choose to Define below I'm going to on expression then I
• 08:30 - 09:00 will add a prompt over here so another example I'll click on the date analyzer agent and open it to copy this prompt over here so I'll copy it come and paste it over here take a screenshot of this prompt and then after we've added our prompt over here we can rename our agent to date time analyzer
• 09:00 - 09:30 then click on theame we can test our agent it's giving us an error because we haven't yet set up our agent over here so here for the chart model we're going to use open I'm going to CH GPT 4.0 mini and then for the memory I'm going to choose window bar for memory I'm going choose to Define below then here we're going to add our ID over here we can open our
• 09:30 - 10:00 agent and test it say I onest setup here click on output you can see we're getting our date and time output over here which is exact same date and time our client would like to schedule a call so here we can check if we have any availability on our calendar so I'll search for calendar click on Google Calendar here we can see check if you have any
• 10:00 - 10:30 availability our calendar now here you also need to create a connection over here by clicking on new credential over here sign in with your Google account to create a connection between your calendar and any I'm going to close over here choose the account that I had created over here resource it's going to be calendar going to check availability the calendar I'm going to choose my calendar over here for the start time it's not going to be now but it will be the time that will be the time the CL would like to schedule for a call over here so that
• 10:30 - 11:00 will be the start time now for the end time on our example right here I have returned this Json over here so here I'm creating a new date which will be this date to here the Cent would like to schedule for a call and then we're getting the time and adding a few hours so for example here we only adding an hour over here to our start time and the new result will be the our end time over here in case you don't know how to write this
• 11:00 - 11:30 Json you can use charb and describe that this is the start time and you like the end time to be one hour after the start time and you can now instruct gbt or any tool to write the Json for you over here so now example I'm going to P our Jon over here so you can see if the client wants to schedule like 23 100 our end time is going to be midnight and then here I'm going to click on back to conver and then here if I have any availability I
• 11:30 - 12:00 would like to create an event on our calendar so on Flow I'm going to click the if node here we can execute the previous node over here first of all here we can open it now to check if we have any availability we can test it here can see we have availability on our calendar because we have an availability on our calendar we can proceed to create an event so on our if node I'll open it and
• 12:00 - 12:30 here we can say that if we have any availability then here instead of string we're going to use bullan and say if our availability is true we can test it can say it it's true now we can proceed to create an event on our calendar so here I'll search for calendar click on Google Calendar then here we going to choose the create an event node here we like to create an event so I'm going to choose my calendar for the
• 12:30 - 13:00 start time now the start time will be these one over here the time that the Cent would like to schedule for the call this time for the end time I'm going to copy the J sound that we created on the creat an event Noe over here here it's giving us an error because we are trying to refer to this node over here which is dat stroke time is not
• 13:00 - 13:30 finding the node so we're going to rename the node over here which is day time analyzer we like the duration of the call to be around 30 minutes to create the event now I'm going to click on test step you can see it created our event over here this is the start time and this will be the end time over here now after we've created an event on our calendar we can send a confirmation email to our client so so to do that here I'm going
• 13:30 - 14:00 to search for Gmail click on Gmail and here I'm going to send I'm going to click on the send a message node to can add the email address of our client over here for email t I'm going to choose text and here we can decide to use email copy from example so all open this node we're going to copy the message here click on
• 14:00 - 14:30 expression and here we're going to add our message at this time around we're going to call our previous no right here is this node right here now for the subject line will be this subject line over here line to the email to T say click on test tab can see we send our confirmation email to our CL telling them that we've
• 14:30 - 15:00 an event on the date and time that they selected over here now if we do not have any availability on our calendar we like to also send an email so here I'll duplicate this node over here and now if we do not have any availability on our calendar we like to send them this message over here so here I'll change the prompt so on our
• 15:00 - 15:30 schedule email I'll I'll open it and copy these email come and paste it right here go on back and for the subject line can add the subject L over here and add sub L over here I'm going to click on back to convert now to T if our automation works I'll send our this email instead of Wednesday we can choose
• 15:30 - 16:00 Friday at 8:00 p.m. and here we can see or Saturday now we can send ourselves this email now that we have received our email amount click on test workflow you can see our workflow was execut it successfully here I'll open you can see we sent ourselves this Z here I like to schedule a call on Friday at .m. you see or Saturday we went ahead
• 16:00 - 16:30 and analyze our agent over here can see uh the CL is interested in a call on Friday 800 p.m. yesterday we also analyze the date and time over here where we got our output over here then we check if we have any availability on our calendar turns out we have a spot available then we went ahead and created an event on our calendar over here at this time so this is the start time this is the end
• 16:30 - 17:00 time and then we send a confirmation email to our client over here and this is the confirmation email we just send ourselves over here can remove this notification on n10 simply by opening our node and click on ADD option then append n10 attribution then click turn this to off and then here we can test the step can see we send ourselves another email and this time around the email
• 17:00 - 17:30 doesn't have the any notification over here so here we're telling the clan that GRE news we schedule our call through this date as your selection receive shortly with all the details let me know if anything changes or if you have any questions available for a call looking forward to speaking with you best Dennis now when we open our Google Calendar you can see we created our event over here so on Saturday March 1st 4: a.m. to 426 a.m. is the same time that we created our event start time is 4 a.m. and time is 46 a.m. over here same on our
• 17:30 - 18:00 calendar over here on our availability node we open this and here we just chose chose a fixed date and time for example let say a date in a post and the end time can choose to the reset value right here and click on test tab can see the availability is false now if we try and test our workflow you can see our availability is false and now we are sending the
• 18:00 - 18:30 reschedule email to our client here you can see we sent our client the Emil notification right here them unfortunately the time you select is no longer available I apologize for the inconvenience please use this link to choose a new time the work here we to attach a calendly link for them to schedule for a Time on our calendar if you need any helpable slot let me know I'll be happy to assist you looking forward to our conversation Dennis right here so our AI appointment agent works
• 18:30 - 19:00 perfectly right here so here I'll choose to rename this to the schedu email right here and here ien name this to here I rename this node to create event over here here I rename this node to confirmation email click on rename can rename this not to check
• 19:00 - 19:30 availability then click on rename over here so here I'll open it and instead of uh adding ay end time we're going to add our end time over here and we going choose our expression just to delete this and add our output date and time over here click on B to test it one last time I'll click on test
• 19:30 - 20:00 workflow we can see that our AI appointment agent works perfectly here we are getting an email that our client sent to us in our inbox then we are analyzing the email using the email analyzer agent on the email we extracting the date and time which we are analyzing using the date and time analyzer agent then with our date and time we're checking if we have any availability on that date and time then if we have any availability we are creating an event and sending a confirmation email to our client then if
• 20:00 - 20:30 we do not have any availability on our calendar we are sending a reschedule email to our Cent now if you have an automation or an agent that you like for me to create on any 10 just comment Down Below in the comment section if I land on your comment and I find it intriguing I'll come back on a future video showing you how to create the entire automation or AI agent from scratch but for now thank you for watching and I'll see you in the next video goodbye