Handle Spanish-speaking vet clinic bookings with GPT-4o, Sheets, Calendar and Gmail Workflow Solution

Workflow overview

Why this workflow matters

Helpful for business development and pipeline building. Improves internal consulting operations and productivity.

Overview Meet Maria, a sophisticated AI Booking Agent designed for Veterinary Clinics (but easily adaptable to any service business). This workflow transforms a simple chat interface into a full-scale administrative assistant that handles client lookups, lead generation, and scheduling without human intervention. Key Features Intelligent CRM Lookup: Automatically checks Google Sheets to see if a customer is a "New" or "Existing" client. Automated Lead Capture: If the client doesn't exist, the agent collects their details and creates a new entry in real-time. Full Calendar Management: Maria can Get, Create, Reschedule, and Delete appointments directly in Google Calendar. Smart Escalation: Uses a "Human-in-the-loop" logic; if a query is medical or complex, Maria triggers a Gmail notification to alert the professional staff. Dual-Model Reliability: Powered by OpenRouter, utilizing GPT-4o for complex reasoning with built-in fallback support. How it works Normalization: Incoming phone numbers are cleaned to ensure database consistency. The Brain: The AI Agent uses a Window Buffer Memory to maintain context throughout the conversation. Tooling: Maria is equipped with custom tools for Google Sheets (Database), Google Calendar (Booking), and Gmail (Escalation). Confirmation: No appointment is finalized until the agent confirms the date and time with the user in natural language. Setup Instructions Credentials: Connect your Google Sheets, Calendar, and Gmail accounts. API: Add your OpenRouter API key to the AI Agent node. Sheet ID: Update the Google Sheets nodes to point to your specific Spreadsheet. Timezone: Ensure your AlekSystem Workflow settings match your local clinic's timezone.

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