* Plan to Build Scheduler AI Worker *

 Plan to Build Inbound Receptionist 

AI Worker Scheduler 


YouTube search prompt is "Voice Receptionist", "AI Voice Assistant".

--------------------------------------------

VAPI AI

1a) Feb 18, 2025  https://www.youtube.com/watch?v=Wu5MdqGeefE&ab_channel=SandeepKaistha%7CFlipbytes  .  Sandeep uses Vapi AI ( https://vapi.ai/ ) for AI piece. Calendly and Google Calendar.

1b) Dec 12, 2024 https://www.youtube.com/watch?v=rF5fhzYeapg&ab_channel=CraigRobinson . Craig uses Vapi AI ( https://vapi.ai/ ) for AI piece. Make.com to build tools and link.  Google Calendar. He makes a bunch of VAPI/Make tools.

1c) Nov 29, 2024  https://www.youtube.com/watch?v=w_31odHUUxA&ab_channel=Matt%7CAIAutomation shows demo.  Overall it shows build process at the same URL. Matt uses Vapi AI ( https://vapi.ai/ ) for AI piece. Make.com to build tools and link.  Google Calendar. He makes a bunch of VAPI/Make tools.  Matt does 1) Get calendar availability and 2) Book calendar event . He shows how to hand make each.

1d) Jul 14, 2024 https://youtu.be/wJ_TUZ6-Myo  Michele uses Vapi AI ( https://vapi.ai/ ) for AI piece. Make.com to build tools and link.  Google Calendar.  Michele does 1) Check calendar availability and 2) Schedule calendar event and provides the JSON scripts for Make.com .

* New Vapi Google Calendar tool - https://docs.vapi.ai/tools/google-calendar * around March 2025.

* New Vapi GHL Calendar tool  - https://docs.vapi.ai/tools/go-high-level * created on 5/19/2025. See https://youtu.be/18iapASQkVw for Vapi to GHL.

Vapi has integration to other tools such as n8n via "Custom Tool" under Tools that you connect :  https://docs.vapi.ai/tools/custom-tools . Also in the Messages section of the Tool - put dash in the Request Start section (space does not work). See near end of  https://www.youtube.com/watch?v=APnRljus0qg&t=820s&ab_channel=Henryk%7CAIAutomation .

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GO HIGH LEVEL

Remember that GHL wants Epoch time.

2a) https://youtu.be/1gKg--D3c7E?t=6 shows demo with actual phone.  Overall it shows build process  ( https://www.youtube.com/watch?v=1gKg--D3c7E&ab_channel=LeadGenJay ).  GoHighLevel.Com ( https://www.gohighlevel.com/ ) (a.k.a. ghl) for calendar and AI. on Dec 27, 2024 .

2b) https://www.youtube.com/watch?v=UrI7AvODW6E&ab_channel=TinRovic%7CNoCodeAIAutomations shows build process.  GoHighLevel.Com ( https://www.gohighlevel.com/ ) for calendar and AI.  

2c) https://www.youtube.com/watch?v=vaCTaUEpqvE&ab_channel=BlakeBasuel shows build process.  GoHighLevel.Com ( https://www.gohighlevel.com/ ) for calendar and AI. 

2d) https://www.youtube.com/watch?v=ihJQQeXPUq8&ab_channel=GHLForNerds on Mar 5, 2025 uses Kalend-r.com and https://www.youtube.com/watch?v=nTgbzK32xnw&ab_channel=GHLForNerds .

--------------------------------------------

BLAND AI

Conversational Pathways > Pathways Showcase > "Full AI Receptionist" by Leighlin. Has some "GoHighLevel" tools (create appointment, cancel appointment, create contact, update contact) (I do not see find appointment or find contact). Has some "Google Calendar" tools (find available, create event, cancel event).

3) https://youtu.be/bwhBlqhbUrY?t=1072 on Apr 18, 2024 shows demo with actual phone.  Overall it shows build process  ( https://www.youtube.com/watch?v=bwhBlqhbUrY&ab_channel=Tech-At-Work ). It uses Bland AI ( https://www.bland.ai/ ) for the AI using blandie8 voice. Uses Make.com to connect things to Google calendar.  

Files:

https://drive.google.com/file/d/1P5e-Z-ZTsTFDL9IKcFUGIVHvJ-P7S7yQ/view

https://drive.google.com/file/d/1EAHjbWEYh2tUxizDQ4iIfKEJXpT_Rgct/view

and has prompt.

--------------------------------------------

SYNTHFLOW AI

4) https://youtu.be/V83zTOADdJM?t=28 shows demo with actual phone - Dec 31, 2024.  Overall it shows build process.   Charlie uses SynthFlow AI ( synthflow.ai ) using Quick Templates - Inbound Assistant. Use Twilio for phone number. GoHighLevel.Com ( gohighlevel.com ) for calendar.  I would use the other option cal.com ( cal.com ) because it is cheaper. What is unusual is that Charlie uses their Agency and thus you become under "his agency" with each client as different subaccount.  Charlie Barber charges $117/month. He covers the software costs of GoHighLevel.

https://www.youtube.com/watch?v=V83zTOADdJM&ab_channel=CharlieBarber

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11ELEVENLABS

11ElevenLabs - 

      Conversational AI menu option > Agents menu option > scroll down on first tab to Tool > click Custom Tool > then do your Make.com webhook connections here according to the API documentation.  Workspace is located at:  elevenlabs.io/app/conversational-ai . Twilio integration for importing phone numbers: elevenlabs.io/docs/conversational-ai/guides/twilio/native-integration .  Cal.com integration at elevenlabs.io/docs/conversational-ai/guides/integrations/cal-com .:

5a) ElevenLabs on Mar 9, 2025 has  youtube.com/watch?v=dqPJeec029I&ab_channel=ElevenLabs  with Cal.com for automated meeting scheduling into Google Calendar.  

5b) https://youtu.be/nvdQ2lap6MY?t=121 shows demo with website link using computer headphones - Feb 24, 2025.  Overall it shows build process.  Uses 11ElevenLabs ( elevenlabs.io ) for the AI  and Make.com for the connection, and Airtable.  business-automated.com to start the demo.

Terrible video on 12 Dec 2024. Just for AI on website.: https://youtu.be/OcwU5REpVus

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VOICEFLOW

7) Another choice is Voiceflow ( https://www.voiceflow.com/ ) for AI with cal.com calendar integration.

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RETELL AI

8a) Retell ( https://www.retellai.com/ ) for voice AI, n8n (https://n8n.io/), Google Calendar & Airtable

https://www.youtube.com/watch?v=lEvClHR8YLs&ab_channel=DementryAutomates . The nice thing is cancel, reschedule, etc.


8b) Retell ( https://www.retellai.com/ ) for voice AI, n8n (https://n8n.io/), GHL Calendar 

https://www.youtube.com/watch?v=JPzzob6BY90&ab_channel=JustinMelendez . The nice thing is cancel, reschedule, etc.


--------------------------------------------


9) Manual way is best done via Katch ( https://gokatch.ai/  which is https://www.linkedin.com/company/gokatch/about/ ) at moment. Katch has Google calendar and WhatsApp phone voice integration.  Katch's only current AI piece is transcribing and acting on voice via WhatsApp. GoKatch was formed 2021.


10)  I then explored Trillet AI ( https://www.trillet.ai/ ), which has a significant advantage: its integrated Cal functionality which automatically handles date recognition for the current day and the next two weeks, streamlining the scheduling process. This seems fake comment.

11) n8n and Google Calendar integration: https://www.youtube.com/watch?v=BRczrOTEefw&ab_channel=IfanClarke%7COdenix . Identical video is: https://www.youtube.com/watch?v=uVQDCzQlNGY&ab_channel=JosephMadrinkian . However these videos involves only chat.


VAPI - changed its "Tools" to now you must make an "API". Removed "Properties", Async, and couple other features.

VAPI - Imports phone numbers from Twilio and Vonage.


Look at Lindy.

========================================

Different but related:

Team agency calendar via https://www.youtube.com/watch?v=ZfoteXtNrDo&ab_channel=BusinessAutomated%21 shows build process of going into Google Calendar.  He uses additional Notion database integration.

========================================

Suggested format of prompt is:

#role

context

#task

#guidelines


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