SMS Appointment Scheduling Chatbot with Automated Follow-Ups

How it works

1. 1.A Twilio Trigger receives inbound SMS and a Switch node checks whether the body contains STOP.
2. 2.A STOP request updates the Airtable record status to STOP and sends a confirmation SMS.
3. 3.Otherwise the session is fetched from Airtable and passed with chat history to the Appointment Scheduling Agent.
4. 4.The agent calls Cal.com tools (Get Availability, Create/Find/Get/Reschedule/Cancel Booking) and returns structured output validated by an auto-fixing parser.
5. 5.The Create/Update Session node persists messages, appointment details, and summary in Airtable, then replies via Twilio.
6. 6.Every 24 hours the workflow searches Airtable for leads with no appointment, fewer than 3 follow-ups, and no follow-up in 3 days, generates an LLM follow-up message, updates the counter, and sends it with STOP instructions.

Use cases

• Booking PC and laptop repair appointments through an SMS conversation.
• Re-engaging prospective customers who did not complete a booking.
• Managing reschedule and cancel requests entirely over SMS.

Requirements

• Twilio credentials for the trigger and SMS nodes, an OpenAI credential, and an Airtable credential.
• A Cal.com Header Auth credential (generic) for most tools and a calApi credential for Get Existing Booking.
• An Airtable Lead Tracker table with the referenced fields, and replacing eventTypeId 648297 with your own.
• A Twilio number configured to send inbound message webhooks to the n8n trigger URL.

Setup and testing in n8n

1. Send a test SMS and verify a session is created or updated in Airtable and a reply arrives.
2. Ask the agent to book an appointment and confirm the Cal.com booking and Airtable appointment_id.
3. Send STOP and confirm the status changes, the confirmation SMS arrives, and follow-ups stop.
4. Manually run the follow-up branch and check the generated message and incremented followup_count.

Service Value

Ideal as a smart automation service combining integrations and AI to produce ready-to-use results.