WhatsApp appointment booking AI agent
Customers book appointments on WhatsApp in their own dialect — the agent checks your calendar, books the slot and tells your team.
How it works
Trigger: WhatsApp — a customer sends a message
- A customer asks to book on WhatsApp.
- The agent checks your calendar and offers 2–3 free slots within opening hours.
- It repeats the day, time and service, then books the appointment.
- It alerts your team on Telegram about the new booking.
What it can do
Unlike a fixed flow, an agent decides which of its tools to use, in what order — and remembers the conversation.
- Books in Egyptian, Gulf or Standard Arabic — or English
- Offers only real free slots from your calendar
- Answers questions about your services and prices
- Saves the customer's phone in the booking, so the WhatsApp reminder flow works automatically
- Passes cancellations and changes to your team
System prompt
The instructions that shape the agent. It's already inside the n8n template — copy it into Make or Zapier, and adjust the YOUR_… parts.
You are the WhatsApp booking assistant for YOUR_BUSINESS (a clinic, salon or studio).
Today is {{ $now.toFormat('cccc d LLLL yyyy, HH:mm') }}. Our timezone is YOUR_TIMEZONE. Opening hours: YOUR_OPENING_HOURS. Each appointment is YOUR_DURATION minutes. Services and prices: YOUR_SERVICES.
Reply in the customer's language and dialect (Egyptian Arabic, Gulf Arabic, Modern Standard Arabic or English). Be warm and brief.
Tools:
- "Check free slots": lists booked appointments in a time range. Use it to find free slots within opening hours, then offer 2–3 options.
- "Book appointment": books a confirmed slot. Use it only after the customer picks a time and gives their name and the service.
- "Notify team": alerts our team about every new booking, cancellation request, or question you can't answer.
Rules:
- Never invent services, prices or free slots — always check the calendar first.
- Never give medical, legal or other professional advice; offer to book an appointment instead.
- Repeat the day, time and service back to the customer before booking.
- For cancellations or changes, use "Notify team" and tell the customer the team will confirm.Safety rules
Built into the prompt and the tools:
- Never invents services, prices or free slots
- Never gives medical or professional advice
- Confirms day, time and service before booking
Uses your own AI key (Claude, OpenAI or another model). Cost depends on the model and conversation length — a small, fast model keeps most conversations to a fraction of a cent.
Diagram
Trigger App Code AI Agent tool
Code
JavaScript used in the Code step — already included in the template below.
// Keeps only text messages and pulls out who sent it and what they asked.
const msg = $input.first().json.messages?.[0];
if (!msg || msg.type !== "text") return [];
return [{ json: { from: msg.from, question: msg.text.body } }];Build it
Pick your tool — same automation, step by step.
Copy and paste straight into an n8n canvas (Ctrl+V), or download and use Import from File. Then connect your own credentials and replace every YOUR_… placeholder. AI steps use a Claude model node — swap it for OpenAI, Gemini or Ollama if you prefer.
Show code (284 lines)
{
"name": "WhatsApp appointment booking AI agent (Flowngn)",
"nodes": [
{
"parameters": {
"content": "## WhatsApp appointment booking AI agent\nCustomers book appointments on WhatsApp in their own dialect — the agent checks your calendar, books the slot and tells your team.\n\n**Setup**\n1. Open each node and connect your own credentials.\n2. Replace every YOUR_… placeholder.\n3. Test once, then activate.\n\nFree template from Flowngn",
"height": 260,
"width": 340
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Setup notes",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-420,
-60
]
},
{
"parameters": {
"updates": [
"messages"
]
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Incoming message",
"type": "n8n-nodes-base.whatsAppTrigger",
"typeVersion": 1,
"position": [
0,
0
],
"webhookId": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1"
},
{
"parameters": {
"jsCode": "// Keeps only text messages and pulls out who sent it and what they asked.\nconst msg = $input.first().json.messages?.[0];\nif (!msg || msg.type !== \"text\") return [];\n\nreturn [{ json: { from: msg.from, question: msg.text.body } }];"
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Get question",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
300,
0
]
},
{
"parameters": {
"promptType": "define",
"text": "={{ $json.question }}",
"options": {
"systemMessage": "=You are the WhatsApp booking assistant for YOUR_BUSINESS (a clinic, salon or studio).\n\nToday is {{ $now.toFormat('cccc d LLLL yyyy, HH:mm') }}. Our timezone is YOUR_TIMEZONE. Opening hours: YOUR_OPENING_HOURS. Each appointment is YOUR_DURATION minutes. Services and prices: YOUR_SERVICES.\n\nReply in the customer's language and dialect (Egyptian Arabic, Gulf Arabic, Modern Standard Arabic or English). Be warm and brief.\n\nTools:\n- \"Check free slots\": lists booked appointments in a time range. Use it to find free slots within opening hours, then offer 2–3 options.\n- \"Book appointment\": books a confirmed slot. Use it only after the customer picks a time and gives their name and the service.\n- \"Notify team\": alerts our team about every new booking, cancellation request, or question you can't answer.\n\nRules:\n- Never invent services, prices or free slots — always check the calendar first.\n- Never give medical, legal or other professional advice; offer to book an appointment instead.\n- Repeat the day, time and service back to the customer before booking.\n- For cancellations or changes, use \"Notify team\" and tell the customer the team will confirm."
}
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Booking agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 1.9,
"position": [
600,
0
]
},
{
"parameters": {
"model": {
"__rl": true,
"value": "claude-sonnet-5",
"mode": "list"
},
"options": {}
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Claude model",
"type": "@n8n/n8n-nodes-langchain.lmChatAnthropic",
"typeVersion": 1.3,
"position": [
260,
220
]
},
{
"parameters": {
"sessionIdType": "customKey",
"sessionKey": "={{ $('Get question').item.json.from }}",
"contextWindowLength": 10
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"typeVersion": 1.3,
"position": [
430,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Lists booked appointments between two dates, so you can find free slots within opening hours.",
"operation": "getAll",
"calendar": {
"__rl": true,
"value": "primary",
"mode": "id"
},
"returnAll": true,
"timeMin": "={{ $fromAI('start', \"Start of the time range, ISO 8601\", 'string') }}",
"timeMax": "={{ $fromAI('end', \"End of the time range, ISO 8601\", 'string') }}",
"options": {
"singleEvents": true,
"orderBy": "startTime"
}
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Check free slots",
"type": "n8n-nodes-base.googleCalendarTool",
"typeVersion": 1.3,
"position": [
600,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Books a confirmed appointment in the calendar.",
"calendar": {
"__rl": true,
"value": "primary",
"mode": "id"
},
"start": "={{ $fromAI('start', \"Appointment start, ISO 8601 with timezone\", 'string') }}",
"end": "={{ $fromAI('end', \"Appointment end, ISO 8601 with timezone\", 'string') }}",
"additionalFields": {
"summary": "={{ $fromAI('title', \"Customer name - service, e.g. Sara - Haircut\", 'string') }}",
"description": "=Phone: +{{ $('Get question').item.json.from }}\nBooked via WhatsApp agent"
}
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Book appointment",
"type": "n8n-nodes-base.googleCalendarTool",
"typeVersion": 1.3,
"position": [
770,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Sends a message to our team's Telegram group: new bookings, cancellation requests, or questions you can't answer.",
"chatId": "YOUR_TEAM_CHAT_ID",
"text": "={{ $fromAI('message', \"What the team needs to know, including the customer's phone\", 'string') }}",
"additionalFields": {
"appendAttribution": false
}
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Notify team",
"type": "n8n-nodes-base.telegramTool",
"typeVersion": 1.2,
"position": [
940,
220
]
},
{
"parameters": {
"operation": "send",
"phoneNumberId": "YOUR_PHONE_NUMBER_ID",
"recipientPhoneNumber": "={{ $('Get question').item.json.from }}",
"textBody": "={{ $json.output }}"
},
"id": "3f36c28d-dcaa-4fe7-afb0-dde2cffcb7d1",
"name": "Reply on WhatsApp",
"type": "n8n-nodes-base.whatsApp",
"typeVersion": 1,
"position": [
900,
0
]
}
],
"connections": {
"Incoming message": {
"main": [
[
{
"node": "Get question",
"type": "main",
"index": 0
}
]
]
},
"Get question": {
"main": [
[
{
"node": "Booking agent",
"type": "main",
"index": 0
}
]
]
},
"Booking agent": {
"main": [
[
{
"node": "Reply on WhatsApp",
"type": "main",
"index": 0
}
]
]
},
"Claude model": {
"ai_languageModel": [
[
{
"node": "Booking agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Memory": {
"ai_memory": [
[
{
"node": "Booking agent",
"type": "ai_memory",
"index": 0
}
]
]
},
"Check free slots": {
"ai_tool": [
[
{
"node": "Booking agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Book appointment": {
"ai_tool": [
[
{
"node": "Booking agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Notify team": {
"ai_tool": [
[
{
"node": "Booking agent",
"type": "ai_tool",
"index": 0
}
]
]
}
},
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"meta": {
"templateCredsSetupCompleted": false
},
"tags": []
}In Make, create a new scenario and add these modules in order:
- WhatsApp Business Cloud › Watch Events (messages)
- Tools › Set variable / Iterator + Array aggregator (same logic as the Code step)
- Make AI Agents › Run an agent — give it these tools: “Check free slots” (Google Calendar), “Book appointment” (Google Calendar), “Notify team” (Telegram Bot); paste the system prompt as the agent's instructions
- WhatsApp Business Cloud › Send a Message
- Every module run uses Make operations — the free plan includes a monthly quota.
- Make's built-in functions (map, sum, formatDate…) can replace most Code steps; for complex logic use a code module.
- Module and step names can differ slightly as Make and Zapier update their apps.
In Zapier, create a new Zap and add these steps in order:
- WhatsApp — New Message
- Code by Zapier — Run JavaScript (paste the code from the Code section)
- Zapier Agents — create an agent (or AI by Zapier for a single step) — give it these tools: “Check free slots” (Google Calendar), “Book appointment” (Google Calendar), “Notify team” (Telegram); paste the system prompt as the agent's instructions
- WhatsApp — Send Message
- Zaps with more than two steps need a paid Zapier plan.
- Webhooks, Filters/Paths and Code by Zapier are premium features on some Zapier plans.
- Code by Zapier runs JavaScript: reuse the code shown above, reading inputs from inputData instead of $json.
- Module and step names can differ slightly as Make and Zapier update their apps.
Tips
- Pair it with the "WhatsApp reminders for tomorrow's appointments" flow to cut no-shows.
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