AI-Powered Calendar Appointment Scheduler

This workflow acts as an intelligent personal assistant to automatically manage appointment scheduling via a website chatbot. It uses OpenAI’s conversational AI with Microsoft Outlook Calendar to check availability, propose time slots, and confirm bookings—all while ensuring no double-bookings. Customers can also leave enquiries, which are forwarded by email if they’re not ready to schedule a meeting.

Features

• 🤖 AI-powered chatbot assistant – Converses naturally with customers to collect availability, meeting purpose, and contact details.
• 📅 Microsoft Outlook Calendar integration – Fetches upcoming events, checks availability, and books appointments directly in Outlook.
• ⏰ Smart scheduling rules – Enforces business hours (8:00–18:00 UK time), avoids weekends, ensures 48h notice, and prevents double bookings.
• 📧 Fallback to email – If customers prefer not to book immediately, the workflow gathers enquiry details and sends them to the team by email.
• 🗂 Automatic free slot detection – Processes calendar events to find suitable open times within working hours.
• 🌍 Timezone handling – Confirms the customer’s timezone while ensuring meetings are booked in Europe/London time.
• 📝 Customizable business logic – Easily adjust business hours, meeting duration, email templates, and timezone rules.
• 🔗 Webchat integration – Provides a friendly chatbot interface that can be embedded on your website.