Voice AI Receptionist
Automated call scheduling
- Status
- Shipped
- Role
- Automation engineer
- Source
- Private
Overview
A voice receptionist that handles appointment scheduling, rescheduling, and cancellation 24/7. The agent understands intent from natural speech rather than driving the caller through a phone menu.
Every call is logged with its transcript, recording, duration, and API cost, so the operation is measurable rather than a black box.
The problem
Appointment calls arrive outside business hours, and a missed call is usually a lost booking. An answering machine converts almost none of them.
Phone trees convert badly too, and the moment a caller needs something the tree does not anticipate — a genuine emergency, an unusual reschedule — the automation has to know it is out of its depth.
What was built
- A natural conversational agent that resolves booking intent from speech, with no menu tree.
- Real-time Google Calendar availability checking, so offered slots are actually free at the moment they are offered.
- Smart rescheduling logic that verifies the caller against email and appointment time before moving anything.
- An emergency handoff protocol triggered by a secret phrase, routing straight to a human.
- Call analytics in Airtable — transcripts, recordings, duration, and per-call API cost tracking.
Tech stack
n8n
AirtableOutcomes
- Scheduling, rescheduling, and cancellation run 24/7 without human intervention.