Turn reservation calls into calendar events

An n8n flow reads finished call transcripts, pulls out booking details, and writes them into calendar, spreadsheet, and message tools.

Done with n8nยท Intermediate

What they did
They set Vapi to send each completed call transcript to an n8n webhook, then used an IF step so only ended calls were handled. A Groq-hosted Llama model converted the transcript into fixed fields: name, phone, email, guest count, date, time, requests, and a confirmation draft. n8n then created a Google Calendar booking, added the record to Sheets and Supabase, and sent confirmation email and SMS messages through Gmail and Twilio.
How it went
They did not share booking totals or trial results. They estimated monthly running costs at about $60 to $100 and said one recovered reservation a week could cover that. They also noted a double-booking risk if availability is not checked first.
Tips
Add an availability lookup before creating the calendar entry, or two callers may land on the same slot. Expect roughly $0.10 to $0.12 per call minute.

Try it yourself with n8n

Set up an n8n workflow for [my reservation calls] that watches for finished transcripts from [my voice agent tool]. Extract [name, phone, email, guest count, date, time, special requests] into fixed JSON, then prepare a calendar booking, a spreadsheet row, and a message draft. Before any event is created, message is sent, or record is submitted, stop and show me the parsed details plus the draft for approval. After I approve, create the calendar event on [my calendar], add the row to [my sheet/database], and send the confirmation by [email and SMS].

Fill in the [brackets]. Agents can make mistakes, so review anything before it is sent, paid or deleted.

Read the original on clixlogix.com โ†—

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