Automate Salon Appointment Management with WhatsApp, GPT & Google Calendar

📚 WhatsApp Booking & Customer Engagement

▪️ What This System Does.

→ Appointment Management - Book, update, and cancel appointments directly through WhatsApp.

→ AI-Powered Intelligence - 5 specialized agents automatically understand customer intent and respond accurately.

→ Real-Time Calendar Sync - Integrated with Google Calendar to prevent double bookings.

→ Automatic Reminders - Sends daily appointment reminders at (Any Time) to your clients.

→ Multi-Format Support - Handles text, voice messages, images, and PDF files seamlessly.

→ Intent Recognition - Understands booking, cancellation, updates, and general inquiries.

→ Complete Data Management - Automatic logging and storage in Airtable.

** Perfect For:

▪️ Any Appointment-Based Business.

Reproducing the Workflow from Scratch

1. Create WhatsApp Trigger Node

• Type: WhatsApp Trigger
• Set webhook ID and connect WhatsApp account credentials.
• This is the entry point for all inbound WhatsApp messages.
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1. Add Airtable Node to Fetch Configuration

• Type: Airtable (read)
• Connect to Airtable credentials and base for configuration data.
• Connect output of WhatsApp Trigger to this node.

1. Add Set Node "Set Initial Data"

• Initialize flags or variables to track message types.
• Connect output of Fetch Configuration to this node.

1. Add If Node "Is Audio Message?"

• Condition: Check if message type is audio.
• Connect output of Set Initial Data to this node.

1. Add If Node "Is User Text Message?"

• Condition: Check if message is plain text.
• Connect False output of "Is Audio Message?" to this node.

1. Add Switch Node "Input type

• Configure cases for 'image', 'file', and default unsupported media.
• Connect False output of "Is User Text Message?" to this node.

1. Add WhatsApp nodes to Get URLs

• Get Audio Url, Get Image Url, Get File Url nodes.
• Connect corresponding Switch outputs to these nodes.

1. Add HTTP Request nodes to Download media

• Download Audio, Download Image, Download File nodes.
• Connect from respective Get URL nodes.

1. Add AI nodes for media processing

• Transcribe Audio (OpenAI) connected after Download Audio.
• Analyze Image (OpenAI) after Download Image.
• Extract from File after Download File.

1. Add Set nodes for normalized data

• Text, Audio, Image, File nodes to standardize output.
• Connect respective AI or extraction nodes.

1. Add If Node "Only PDF File" to filter files.

• Connect from Switch Input type → File branch.
• Route non-PDFs to "Incorrect format" WhatsApp node.

1. Add WhatsApp nodes for error notifications

• Incorrect format, Not supported, Send Media/File Warning Owner, Send User Notification.
• Connect from appropriate branches in "Input type".

1. Add Code Node "Fix mimeType for Audio"

• Adjust audio MIME types for WhatsApp compatibility.
• Connect from Generate Audio Response node (see below).

1. Add WhatsApp Send nodes for audio and text responses

• Send audio and Send message nodes.
• Connect outputs from processing nodes.

1. Add Intent Recognition Agent (LangChain Agent)

• Configure AI model credentials (OpenAI or Google Gemini).
• Connect outputs of all Set nodes (Text, Audio, Image, File) to this node.

1. Add Code Node "Parse Intent JSON"

• Parse AI response JSON output.
• Connect output of Intent Recognition Agent to this node.

1. Add Switch Node "Switch Route"

• Create cases for Booking, Cancellation, Update, General Inquiry intents.
• Connect output of Parse Intent JSON to Switch Route.

1. Create Booking Agent, Cancellation Agent, Update Agent, General Inquiry Agent nodes

• AI agent nodes configured with respective prompts and AI credentials.
• Backup agents configured as fallback with retry logic.

1. Add Max Iterations? If nodes for retry limits on agents.

• Connect agents through these nodes to prevent infinite retries.

1. Build Booking Flow:

• list_services (Airtable Tool) → check_availability (Google Calendar Tool) → Create Event (Google Calendar) → Send Confirmation (Gmail) → Information to be Saved in Airtable1 (Set) → Logs the confirmed booking details1 (Airtable) → Parse Confirmation Message (Code) → Send Booking Message (WhatsApp)
• Include error handling nodes (Send Error Notification2, Notify Client Error2).

1. Build Update Flow:

• Extract JSON from Agent (Code) → Update Ready? (If) → Update Event (Google Calendar) → Search Airtable Record → Update Airtable Record → Send Update Message1 (Gmail) → Customer Confirmation Message (Code) → Send Update Message (WhatsApp)
• Include error handling nodes.

1. Build Cancellation Flow:

• Extract JSON from Cancellation Agent (Code) → Delete Ready? (If) → Delete Event (Google Calendar) → Send Cancellation1 (Gmail) → Search Delete Record (Airtable) → Cancel Appointment (Airtable) → Prepare Cancel Appointment1 (Code) → Send Cancel Message (WhatsApp)
• Include error handling nodes.

1. Build General Inquiry Flow:

• Parse General Inquiry Output (Code) → Send General Message (WhatsApp)
• Use General Inquiry and backup agents.

1. Add Scheduled Trigger nodes for reminders:

• Schedule Trigger → Calculate Tomorrow (Code) → Get Schedule Events (Google Calendar) → Format Reminder Data (Code) → Search Schedule Events (Airtable) → Send Client Reminder (WhatsApp).

1. Implement Rate Limiting and Batching:

• Rate Limiter (Code) → Redis Hourly → Increment Counter Hourly → Check Limit (Code) → Check Rate Limited (If) → Send Mesage? (If) → Send User Message (WhatsApp) → Send Owner Message (WhatsApp) → Send Rate Limit Email (Gmail).

1. Add Error Handling Nodes:

• Multiple Send Error Notification (Gmail) nodes linked to corresponding error paths.
• Notify Client Error (Set) nodes prepare client error messages.
• WhatsApp nodes send error or status messages to clients.

1. Set up Redis nodes for Locks and Message Queue:

• Set Processing Lock → Wait → Get Current Processing Lock → Am I the Processor? → Pop All Batched Messages → Delete Message List → Delete Processing Lock → Combine Messages → Package Data → Input type.

1. Configure all credentials:

• WhatsApp API credentials for triggers and messages.
• OpenAI and Google Gemini API keys for AI nodes.
• Google Calendar OAuth2 credentials.
• Airtable API credentials.
• Gmail OAuth2 credentials for sending emails.
• Redis connection for caching and rate limiting.

1. Test each branch independently and monitor logs for errors.