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Automation system

Booking & Info Chatbot

A website agent that answers questions, qualifies visitors and books appointments.

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Skip the demo and read every step

Who it is for
Appointment-based businesses, such as a salon or a clinic front desk, where questions arrive after hours and nobody is there to reply.
The problem
Slow replies and missed after-hours enquiries.
What you get
A chat agent on your website that answers from your own information, books into your calendar and passes the rest to a person.
Simulated run, sample data
Ready

This step

Visitor message

A visitor types a question into the chat box on your website, at any hour.

Run log

OutputSimulated, sample data

The workflow, explained

Every step in plain words

The demo above runs through these same stages. Here is what starts the workflow, what happens at each step, who or what does it, and what you get from it.

  1. What starts it

    Visitor message

    What sets it off

    A visitor types a question into the chat box on your website, at any hour.

    Who does it

    Your website visitor.

    What you get

    People get a reply while they are still on your site, not the next morning.

  2. Step 1

    Answer

    What happens

    The agent replies using the information you gave it, such as your services and opening hours. It does not need you to be online.

    Who does it

    An AI model from OpenAI or Anthropic, trained on your own details.

    What you get

    Quick, correct answers at any hour. Without it, after-hours enquiries wait, and some go elsewhere.

  3. Step 2

    Classify

    What happens

    The agent works out what kind of message this is: customer service, a general question or a consultation request.

    Who does it

    The AI agent, inside an n8n workflow.

    What you get

    Each message takes the right path. Without this, a booking request gets treated like a passing question.

  4. Step 3

    Qualify

    What happens

    If the visitor is a potential customer, the agent asks the questions you would ask, then records the lead in your CRM, the place you keep customer details.

    Who does it

    The AI agent asks. The workflow saves the answers, for example in Notion.

    What you get

    You get names and details, not just a chat that ended. Without it, an interested visitor leaves no trace.

  5. Step 4

    Book

    What happens

    The agent books a time straight into your calendar. If the request needs a human, it hands the conversation to your team instead.

    Who does it

    The agent books through Calendly. Your staff take over any hand-off.

    What you get

    Appointments fill without back-and-forth, and difficult requests still reach a real person.

  6. What you end up with

    Calendar booking

    What lands with you

    A confirmed appointment appears in your calendar, or a callback request reaches your team.

    Who does it

    The agent creates it. You or your staff see it when you next check.

    What you get

    You start the day with bookings and clear requests, not a list of missed messages.

Sample runs

Two examples, start to finish

These are the same two runs as the demo above. The names and details are made up to show how the workflow behaves.

Book a consultation

Illustrative simulation, not live data

Starts with chat: "Do you do consultations?"

  1. Answered from your information
  2. Sorted as: consultation
  3. Questions asked, lead recorded
  4. Booked into the calendar

Result

Hi, do you do consultations?

We do. They run by appointment, and I can set one up now.

Classified: consultation

What is the best name and email for the booking?

Ana, ana@example.com

Done, Ana. You are booked for Tuesday at 10:00.

Consultation with Ana

Tuesday, 10:00 (sample)

Booked
Source
Website chat
CRM
Lead recorded

After-hours question

Illustrative simulation, not live data

Starts with chat: "Are you open Saturdays?"

  1. Answered from your information
  2. Sorted as: general question
  3. No qualification needed
  4. Handed to a person for the morning

Result

Are you open on Saturdays?

Yes, Saturdays from 9:00 to 14:00.

Classified: general question

Can someone call me about pricing?

Of course. I have passed this to the team, and they will call you when they open.

Callback request

Next opening (sample)

Escalated
Source
Website chat
Hand-off
To a person

What you get

  • Custom-trained web chat agentThe chat agent learns your business from your own information.
  • Calendar bookingVisitors pick a time without phoning.
  • Lead routingEach enquiry goes to the right place.
  • Human escalationAnything the agent should not handle goes to a person.
  • Tone and personality matched to your brandIt sounds like your business, not a generic bot.

Built with

n8n
Connects the chat to your calendar and records.
Notion
Stores your business information or lead records.
OpenAI
AI models that can write the replies.
Anthropic
AI models that can write the replies.
Calendly
Handles the booking calendar.

Exact tools depend on what you already use.

FAQ

Common questions

What is Booking & Info Chatbot?

A website agent that answers questions, qualifies visitors and books appointments.

What problem does Booking & Info Chatbot solve?

Slow replies and missed after-hours enquiries.

What if the chatbot cannot answer?

It hands the conversation to a person. Human escalation is part of the setup.

Can it sound like our brand?

Yes. Tone and personality are matched to your brand.

Do we need to replace our current tools?

Usually not. We connect to the tools you already use, and scope any changes with you first.

Next: AI Customer Service

Put Booking & Info Chatbot to work

Answer a few questions and send them to us. We will tell you what we would build, and what you do not need.

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