This project showcases a real-world AI voice assistant designed to automatically handle appointment bookings for a gym’s personal training sessions. The goal was to replicate the behavior of a real receptionist or secretary, allowing users to book training sessions simply by speaking — without forms, manual emails, or human intervention.

The entire system is powered by n8n, combined with an AI voice agent built with ElevenLabs, and connected to real business tools such as Airtable, Google Calendar, and Gmail.

The AI Voice Booking Agent allows users to:

Call a WhatsApp number (it can be also a regular Phone Number, or implement the voice chat via website)

Speak naturally with an AI receptionist

Provide their name and preferred booking time

Automatically confirm their appointment

Once the conversation is completed, the automation:

Identifies the customer in the database

Retrieves the associated email address

Creates the booking in Google Calendar

Sends a confirmation email to the client

The entire process happens in real time, without manual intervention.

n8n – Automation engine and workflow orchestration

ElevenLabs Voice AI – Conversational voice agent (speech-to-text + text-to-speech)

OpenAI Chat Model – Intent detection, data extraction, conversation logic

Airtable – Customer database (name, surname, email)

Google Calendar – Appointment scheduling

Gmail API – Automated booking confirmation emails

WhatsApp Voice Channel – Entry point for the user

Users interact entirely through voice, simulating a real phone or WhatsApp call with a human receptionist. The AI guides the conversation step by step, asking only for the necessary information.

The AI agent extracts structured data from natural language, including:

First name

Last name

Preferred booking date

Time or time range

This information is then passed to the automation logic.

Once the user provides their name and surname, the system:

Searches the Airtable database

Matches the customer record

Retrieves the associated email address automatically

This avoids asking the user to spell or repeat their email during the call.

After validating the booking details, the system:

Creates a new event in Google Calendar

Assigns the correct title and description

Logs all relevant information for internal use

Once the appointment is created, the customer receives a confirmation email including:

Training session details

Date and time

Confirmation that the booking was successful

From the initial voice interaction to the final email confirmation, the entire process is fully automated — no human involvement required.

User calls the WhatsApp number

ElevenLabs voice agent starts the conversation

Voice input is transcribed and sent to n8n via webhook

AI agent processes intent and extracts booking data

Airtable is queried to identify the customer

Google Calendar event is created

Confirmation email is sent via Gmail

Final voice response confirms the booking

The same backend logic can easily be adapted to other industries such as:

Medical clinics

Hair salons

Fitness centers

Consultants and freelancers

This project demonstrates how AI voice agents can replace repetitive front-desk tasks and drastically reduce manual workload.

Key results:

Zero manual booking management

Faster response times

Improved customer experience

Scalable system usable across multiple businesses

The architecture is modular and can be extended to support:

Appointment rescheduling

Cancellations

Multi-location calendars

SMS or WhatsApp confirmations

Human handoff when needed

This automation goes beyond a simple chatbot.

It represents a real AI-powered business assistant, capable of interacting naturally with customers, understanding intent, accessing company data, and executing real actions.

It is a concrete example of how AI, when combined with automation platforms like n8n, can be transformed into practical, revenue-generating systems for modern businesses.