ScheduleGPT - Voice Scheduling With Vapi and Google Calendar
Rishad Al Islam
System Overview
What it is: ScheduleGPT is a voice-powered scheduling assistant built with Vapi and integrated with Google Calendar. It enables users to book, reschedule and cancel meetings using natural voice prompts. The system checks calendar availability in real time, confirms booking details and sends reminders automatically.
Core capabilities
- Voice-based meeting booking and rescheduling
- Real-time Google Calendar availability checks
- Automatic creation and updates of calendar events
- Voice confirmation of appointments and changes
- SMS/email reminders to participants
- Escalation to human assistant if required
- Analytics dashboard for scheduling activity and usage patterns
Business problems solved
- Eliminate back-and-forth emails for scheduling
- Reduce no-shows with automatic reminders
- Save staff time spent on manual booking
- Provide hands-free accessibility for users who prefer voice
- Ensure schedules stay accurate and up to date
Industries served
Professional services, healthcare, education, agencies, sales teams, customer support.
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Actor Identification
- Primary actor: User booking a meeting via voice command.
- Secondary actors: Vapi voice agent, Google Calendar API, notification system (email/SMS), human assistant (if escalated).
Actor Goals
- User: Book, reschedule, or cancel appointments quickly and easily.
- Business Staff: Save time and avoid double-bookings.
- Voice Agent: Capture details, confirm slot availability, and finalize bookings. Calendar System: Maintain accurate and synchronized schedules.
Context and Preconditions
- Vapi integrated with Google Calendar API
- Permissions configured for event creation and updates
- Notification system set up for confirmations and reminders
- Escalation workflow defined for human assistance if booking fails
- Predefined meeting templates for consistency
Basic Flow (Successful Scenario)
- User says: “Schedule a meeting with John tomorrow at 10 AM.”
- Vapi parses the request and checks availability in Google Calendar.
- If slot is available, Vapi confirms and creates the event. Confirmation email/SMS is sent to both user and John.
- Reminders are sent automatically prior to the meeting.
Outcome: Users schedule meetings hands-free, staff workloads are reduced and scheduling becomes faster and more reliable.
Alternate Flows
A1: Slot unavailable: If requested slot is booked, Vapi suggests the next available time.
A2: User changes mind: If user modifies details mid-conversation, Vapi updates the booking accordingly.
A3: API downtime: If Google Calendar API is unavailable, Vapi queues the request and retries later.
A4: Escalation request: If user asks for help, Vapi transfers the request to a human assistant.