Build an AI Appointment Setter: Step-by-Step Guide

In this step-by-step tutorial, I’ll show you how to create an AI-driven appointment setter using Vapi and make.com. This complete step-by-step guide will build an assistant that can take calls, schedule meetings, and neatly integrate everything with your Google Calendar.

Part 1: Introduction and Preparation

Welcome to the first part of our comprehensive guide to building an AI-powered appointment setter using VAPI and make.com. In this section, we will introduce the tools and resources you'll need to set the groundwork for your project.

Collect all necessary tools and resources before beginning the setup. This ensures a smooth and effective building process.

Actionable Steps:

1. Make sure you have access to VAPI and make.com accounts.
2. Review resources and background information available on the Resource Hub.
3. Familiarize yourself with the core functionalities of VAPI and make.com as this will be crucial in subsequent steps.
4. Bookmark the link to your previous video for any basic concepts you might need to revisit: @Build an AI Voice Assistant with Vapi Tutorial.

To get started, ensure that you are equipped with a stable internet connection, and have a workspace prepared for following along with the video.

Timestamps:

• Introduction to the video: [00:00:00]
• Discussion on necessary tools and setup: [00:02:14]

Part 2: Building Assistants

In this section, we delve into building the core components of your AI system: the Receptionist Assistant and the Appointment Setter Assistant. These will form the backbone of your AI-driven appointment solution.

Ensure each assistant is configured correctly to enable seamless call handling and appointment booking.

Actionable Steps:

1. Building the Receptionist Assistant:
   • Create a new assistant profile in VAPI for the receptionist.
   • Set up the key functionalities: greeting, noting messages, and call transfers.
   • Ensure you copy and paste the correct prompts and settings as shown in the video.
2. Creating the Appointment Setter Assistant:
   • Set up a separate assistant for managing appointment logistics.
   • Configure integration points with Google Calendar for appointment scheduling.
   • Customize prompts to capture essential details like date, time, and contact information.

Timestamps:

• Building the Receptionist Assistant: [00:02:14] - [00:09:07]
• Creating the Appointment Setter Assistant: [00:09:07] - [00:12:59]

Part 3: Integration Steps

This section focuses on linking your newly created assistants with external tools and platforms to enhance functionality. We'll guide you through using make.com for tool creation and integrating your system with Google Calendar for efficient scheduling.

Proper integration is crucial for seamless operation. Ensure each step is thoroughly followed to avoid disruptions in scheduling and communications.

Actionable Steps:

1. Using Make.com for Tool Creation:
   • Log into your make.com account and set up new scenarios for "Leave a Note," "Get Availability," and "Set a Meeting" tools.
   • Ensure each scenario is properly configured with the correct web hooks and modules as outlined in the video.
   • Test each scenario individually to confirm they are operational before linking them to your assistants.
2. Integrating Google Calendar:
   • Connect your Google Account to make.com to enable the creation and management of calendar events.
   • Customize settings to sync meetings directly from the assistant to your calendar, ensuring complete real-time integration.
   • Confirm integration by creating a test event and checking if it appears correctly in your Google Calendar.

Timestamps:

• Using Make.com for Tool Creation: [00:12:59] - [00:48:57]
• Integrating Google Calendar: [00:48:57] - [00:57:47]

Part 4: Testing, Engagement, and Conclusion

In this final section, we will test the fully integrated system to ensure everything functions smoothly. We'll also discuss how you can engage further with the community and wrap up with final thoughts.

Testing your setup thoroughly is crucial before going live. This ensures your users have a seamless experience.

Actionable Steps:

1. Running Initial Tests:
   • Simulate calls to your AI Squad to ensure the receptionist properly transfers to the appointment setter.
   • Test various scheduling scenarios to confirm that bookings are accurately reflected in your Google Calendar.
2. Common Issues and Fixes:
   • Check connectivity and web hook errors if the assistants fail to communicate with make.com.
   • Ensure that all API keys and tokens are correctly implemented for seamless tool integration.

Timestamps:

• Running Initial Tests: [00:57:47] - [01:13:04]

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Conclusion:

We hope this tutorial has empowered you to create a robust AI appointment setting system. Be sure to reach out if you have any questions or run into any issues—our community is here to help!