Background
High no-show rates and last-minute meeting cancellations can significantly reduce productivity for sales and client-facing teams. Manually confirming attendance, reissuing booking links, and validating lead information consumes valuable time and creates operational inefficiencies.
Coaldev designed and implemented an automated scheduling assistant that integrates Calendly, Vapi.ai, OpenAI, and Gmail APIs to manage meeting confirmations and rescheduling intelligently. The system continuously checks upcoming meetings, validates lead data, and utilizes AI-powered voice calls to confirm attendance or automate rescheduling—all without requiring human intervention.
Challenges
Automating a full scheduling workflow meant coordinating multiple APIs, real-time updates, and AI-driven voice interactions without missing critical time windows. The system needed to interpret human intent accurately, react instantly to meeting changes, and maintain reliability across every integration point. Below are the main challenges Coaldev solved while building this always-on scheduling assistant.
Achieving high accuracy in AI-driven call interpretation.
Handling time-sensitive meeting updates with frequent polling.
Managing error recovery in API communications.
Synchronizing reschedules and notifications in real time.
Solution
Coaldev addressed these challenges by developing custom n8n workflows for reliability, fine-tuning GPT-4 prompts for enhanced voice comprehension, and implementing cron-based scheduling to ensure updates every 15 minutes.
Coaldev developed an intelligent automation pipeline that orchestrates real-time communication between scheduling tools, email systems, and AI voice services.
Key solution components included:
1. Brilliant Call Interpretation
Vapi.ai’s voice AI was trained using GPT-4 tuned prompts to handle natural conversation flow and confirm meeting intent.
2. Automated Lead Validation
The assistant cross-checked lead details against internal systems and verified URLs through automated website checks.
3. Dynamic Rescheduling
Integrated Calendly and Gmail APIs to auto-detect cancellations and trigger new booking links in real time.
4. Error Recovery & Monitoring
Implemented fallback workflows within n8n to handle API failures gracefully and ensure uninterrupted service.
By unifying voice AI, scheduling, and email automation, Coaldev’s system ensured seamless 24/7 operation with minimal latency and maximum reliability.
Results
The automated scheduling assistant reduced manual workload and ensured seamless meeting coordination through continuous, intelligent checks.
Key outcomes
- Significant reduction in no-shows via automated pre-meeting confirmations.
- Real-time detection and rescheduling of cancelled appointments.
- Automated email alerts and validated website checks for lead verification
- Complete 24/7 oversight of the scheduling pipeline with zero manual input.
Technology Overview
- Automation: n8n
- Scheduling: Calendly API
- AI Voice Calls: Vapi.ai + GPT-4o
- Email Client: Gmail API
- Integration: JavaScript, JSON, HTTP Requests
