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Appointment Booking Agent
Automate Scheduling, Reminders, and Follow-Ups — Hands-Free
Tired of manually confirming appointments, sending reminders, or chasing no-shows?
The Appointment Booking Agent, powered by n8n, automates your entire booking workflow — from intake to follow-up — so you can focus on delivering your service, not managing your calendar.
🤖 What It Is
This agent connects your booking system or form with your email, calendar, CRM, and messaging tools to streamline appointment handling.
It sends confirmations, reminders, and post-session follow-ups — all personalized and automatically logged where you need them.
IMPORTANT!
WHAT YOU NEED!
-You will either need
A. An N8N Account which will be shared for the time of production.This is for the purpose of you safely putting in your various credentials(Email,Website,A.I.,Social media,API’s,etc)
[You will be contacted to fill out simple credential data on you n8n account and will be given visual instructions.]{n8n has a 2 week trial for free and is $24 a month after.}
or
B. Receive the agent without the web credentials and you manually handle the input of the credentials.(A document will be given listing the credentials needed.)
If you do not respond to our emails inquiring of what platforms you want us to use we will send you what is simplest for us.
-YOU WILL LIKELY NEED CHATGPT API which will cost $5 minimum.
⚙️ What It Can Do for You
Capture new appointments from Calendly, TidyCal, or website forms
Instantly send confirmation emails or SMS messages to clients
Schedule reminders before the appointment (email, SMS, or Telegram)
Notify you or your team via Slack, Email, or Discord when someone books
Tag and organize appointments by type, source, or urgency
Track cancellations, no-shows, or reschedules
Log appointments into Notion, Airtable, or Google Sheets
💡 Who It’s For
🧠 Coaches and consultants managing 1-on-1 sessions
✂️ Service providers like barbers, therapists, stylists, or tutors
🧾 Freelancers and agencies scheduling discovery or client calls
🧍 Anyone who books appointments and wants less admin and more consistency
🧰 Tools & Platforms It Works With
| Category | Platforms |
|---|---|
| Booking | Calendly, TidyCal, WPForms, Typeform, Contact Form 7 |
| Notifications | Gmail, SMS, Telegram, Slack, Discord |
| Calendar | Google Calendar, Outlook |
| CRM & Dashboards | Notion, Airtable, Google Sheets, HubSpot |
| Video/Meeting | Zoom, Google Meet (auto-link generation and insertion into reminders) |
🎁 Optional Add-Ons (Premium Agent)
| Add-On | What It Does |
|---|---|
| Post-Appointment Follow-Up | Sends thank-you messages or review requests 1–2 hours after meeting |
| CRM Sync | Adds client info and tags to HubSpot, Notion, or Airtable |
| Payment Reminder Bot | Sends reminders if payment hasn’t been made prior to the appointment |
| Review Request System | Sends Google Review or feedback request links after appointments |
| Weekly Appointment Digest | Summary of all appointments, no-shows, and changes delivered weekly |
Hosting: Self-hosted or hosted by Gray Foxware LLC
💵 Pricing
Base Package — $199 $299 (limited time)
- Connect 1 booking platform
- Setup confirmation and reminder flows
- Log appointments to your CRM or spreadsheet
- Setup + walkthrough + 7-day support
Pro Package — $499
- Multi-channel reminders + post-appointment follow-ups
- CRM tagging, Zoom/Meet integration
- Review requests + weekly digest
- Video tutorial + 30-day support
- Bonus: No-show tracker dashboard in Sheets or Notion