Automate call scheduling with Voice AI receptionist using Vapi, Google Calendar & Airtable
Needs changesNeeds changes. This template uses 1 thing(s) that n8n 3.0 removes: Item Lists (legacy). 1 breaking item(s) found. Static check, last run 2026-10-19.
What this workflow does
This workflow has 55 nodes and runs when an HTTP POST request hits its webhook URL (plus 4 other triggers). Along the way it connects Google Calendar and Airtable.
How it runs
Trigger: When an HTTP POST request hits its webhook URL (plus 4 other triggers).
- Input Arguments (Edit Fields (Set)): sets 5 fields: timeZone, endtime, starttime…
- Input Arguments from booking tools (Edit Fields (Set)): sets 10 fields: toolCallId, timeZone, name…
- Input Arguments from updateslot tool (Edit Fields (Set)): sets 9 fields: Calls[0].id, name, email…
- Input Arguments from cancelslot tool (Edit Fields (Set)): sets 7 fields: Calls[0].id, name, email…
- All Input Arguments (Edit Fields (Set)): sets 15 fields: transcript, recordingUrl, call.summary…
- Check Availability (Google Calendar): work with calendar
- Has all information (If): checks a condition and branches into true / false
- Checks if required info is provided. (If): checks a condition and branches into true / false
- Checks if required info is provided for cancelation (If): checks a condition and branches into true / false
- Save all information (Airtable): create or update
…plus 40 more steps. See the full node list below.
Services it uses
Before you upgrade to n8n 3.0
1 thing in this workflow is removed in n8n 3.0. Fix it before you upgrade:
- Item Lists (legacy) in Format response, Sort: replace with Split Out, Aggregate, Sort, Limit, Remove Duplicates or Summarize (match the operation used).
Rather not rewrite it? Many of these flows can be rebuilt in Make (free plan).
| Removed in 3.0 | Replace with |
|---|---|
| Item Lists (legacy) Format response, Sort | Split Out, Aggregate, Sort, Limit, Remove Duplicates or Summarize (match the operation used) |
Nodes used (8)
- Edit Fields (Set)
n8n-nodes-base.set - Item Lists
n8n-nodes-base.itemLists - Code
n8n-nodes-base.code - If
n8n-nodes-base.if - Respond to Webhook
n8n-nodes-base.respondToWebhook - Webhook
n8n-nodes-base.webhook - Google Calendar
n8n-nodes-base.googleCalendar - Airtable
n8n-nodes-base.airtable
From the author
Who is this template for? This template is ideal for small businesses, agencies, and solo professionals who want to automate appointment scheduling and caller follow-up through a voice-based AI receptionist. If you’re using tools like Google Calendar,…