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Demonstration build

Voice AI Receptionist & Scheduling System

A voice receptionist demonstration that identifies new and returning callers, checks live availability, manages appointments, and records the outcome without manual front-desk data entry.

Home-service operations
Workflow evidenceDemonstration build / not deployed
n8n MCP server workflow exposing client lookup, client CRM, availability, appointment booking, lookup, update, and deletion tools to a voice assistant
The source canvas is shown as technical evidence. Browser chrome and account URLs are excluded while the n8n editor remains visible.

Demonstration walkthrough

See the system in action.

Concept inspiration: Nate Herk.

01 / Challenge

Where the manual work enters

Phone enquiries need fast recognition of returning clients, accurate appointment handling, and a reliable record of what was agreed. Treating those as separate manual tasks makes follow-up inconsistent.

02 / System

How the workflow responds

VAPI handles the live voice conversation. An n8n MCP server exposes focused tools for client lookup, new-contact creation, availability checks, booking, appointment lookup, rescheduling, and cancellation. Google Sheets holds client, appointment, and end-of-call records, while Google Calendar is the scheduling source of truth. A separate VAPI end-of-call webhook records the call summary and outcome.

03 / Functional result

What the demonstration proves

The demonstration can identify a caller by email, create a new client record when needed, check calendar availability, create or modify an event, update the appointment log, and record a VAPI end-of-call summary and outcome.

Signal path

One record, four controlled stages.

  1. 01

    Identify

    Look up the caller by email and check appointment history.

  2. 02

    Coordinate

    Check availability and retrieve a booking when a change is requested.

  3. 03

    Act

    Create, reschedule, or cancel the Calendar event and keep the appointment log aligned.

  4. 04

    Record

    Capture the end-of-call summary and outcome in the call log through a VAPI webhook.

Tools in the system

  • VAPI
  • n8n MCP Server
  • Google Sheets
  • Google Calendar
  • Webhook

Demonstrated capabilities

  • Voice AI tool calling
  • MCP-based workflow orchestration
  • Calendar booking, rescheduling, and cancellation
  • CRM and appointment record management
  • End-of-call reporting
Claim boundary

This project is a portfolio demonstration. It is not presented as a client deployment and makes no claim about production use, revenue, time saved, or business performance.

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