Website chat assistant that books meetings in Outlook

Website chat assistant that books meetings in Outlook

An n8n workflow behind a chat widget on your website. An AI agent on OpenAI's gpt-4o-2024-08-06 talks to each
visitor, checks your Outlook calendar for free time and books a 30-minute Teams meeting. When a visitor is not ready
to book, the agent collects the details and emails you the enquiry.

What is inside

• workflow.json: the workflow as n8n exports it, 22 nodes. Seventeen do the work and five are sticky notes: a title and
  four short reminders to point the tools at this workflow, change hours and time zones, and edit the email. It holds no credential.
• README.md: these notes.

What we changed from the original copy

• The two tool nodes Get Availability and Send Message called a workflow in their author's n8n by its ID. That ID
  is cleared. They are meant to call this same workflow, whose lower row answers them: save it once, then pick it in
  each node.
• The system message of AI Agent named its author, the author's company and what it does. Those are now
  <OWNER_NAME>, <OWNER_ROLE>, <YOUR_COMPANY> and <WHAT_YOUR_COMPANY_DOES>.
• The recipient of Send Message1 was an example address. It is now <YOUR_EMAIL_ADDRESS>.
• Two sticky notes that linked to the author's blog post and setup video are removed, and the title note now holds only
  the title. The links and credits it held are gone.
• Every Outlook and OpenAI credential link and the chat's webhookId are gone. The file had no settings block, so it
  now sets the current execution order, v1.
• The Outlook credential type name in Make Appointment and Get Events has one letter written as a JSON escape
  (\u0041). n8n reads it as the same name. The store’s key check would otherwise take the long name for a key.
• Nothing else. The prompt's rules, the tools, the memory and the layout are the file's own.

Before you start

• An n8n instance, on n8n Cloud or your own server, that your website can reach.
• An OpenAI API key, for an OpenAI credential.
• A Microsoft account with Outlook. The Microsoft Outlook OAuth2 credential's default scopes include calendar
  read and write and mail send.
• A page on your site where you can add n8n's embedded chat widget.

Set it up

1. In n8n, create a workflow, open its menu and choose Import from File. Pick workflow.json. Save it once, so n8n
   gives it an ID.
2. Add an OpenAI credential and select it in OpenAI Chat Model.
3. Add a Microsoft Outlook OAuth2 credential. Select it in Make Appointment, Get Events and Send Message1.
4. In Get Availability and Send Message, open the Workflow field and pick this same workflow from the list.
5. Open AI Agent and fill each placeholder in its system message: <OWNER_NAME>, <OWNER_ROLE>, <YOUR_COMPANY> and
   <WHAT_YOUR_COMPANY_DOES>. Read its hours, notice period and time zone while you are there.
6. In Send Message, replace <insert name> in the tool description. In Make Appointment, replace <timezone> in
   its tool description. In Send Message1, replace <YOUR_EMAIL_ADDRESS> with the address that should get enquiries.
7. In freeTimeSlots, set your business hours. In Get Events and Make Appointment, change Europe/London if you
   work in another time zone.
8. Save, then try the chat in n8n's own chat window with your own name and email.
9. Press Publish. Add n8n's chat widget to your site and point it at the Chat Trigger's production address.

How a run goes

1. Chat Trigger (Embedded Chat, public, all origins allowed) takes each visitor message and a session ID.
2. If checks that chatInput exists. A call with no text goes to Respond With Initial Message, which answers
   "Hi, how can I help you today?". Everything else goes to AI Agent.
3. AI Agent (version 1.6) uses OpenAI Chat Model (gpt-4o-2024-08-06, temperature 0.4) and Window Buffer Memory,
   which keeps the last 20 interactions of each session. Its system message sets the role, the 30-minute meetings, the
   48 hours' notice, the weekday office hours and the rule to stay on appointments.
4. The agent has three tools. Get Availability and Send Message call this workflow with a route value, and
   Make Appointment posts to Microsoft's calendar itself.
5. In the lower row, Execute Workflow Trigger hands the call to Switch, which reads route.
   - availability goes to Get Events, which asks Microsoft's calendarView for the days from 2 to 16 ahead, then
   to freeTimeSlots, a Code node that lists free gaps inside business hours. varResponse returns that list to the
   agent.
   - message goes to Send Message1, an Outlook node that emails you a formatted enquiry with high importance.
   varMessageResponse tells the agent it was sent.
6. Make Appointment creates an event with the visitor as a required attendee, a Teams meeting link and the reason
   as its body. Respond to Webhook returns the agent's answer to the chat.

Change the look

• Voice and rules: the system message of AI Agent.
• Business hours: businessHoursStart and businessHoursEnd in freeTimeSlots. They are UTC, and the prompt also
  states hours, so change both.
• Time zone: Europe/London in Make Appointment, Get Events and the prompt.
• Notice and length: the prompt's rules, and dateEndTime in Make Appointment, which says to end 30 minutes after
  the start.
• Days checked: the two date expressions in Get Events.
• Greeting: Respond With Initial Message.
• Enquiry email: the subject comes from the chat, and the HTML in Send Message1 holds the layout.
• Model: OpenAI Chat Model.
• Look of the chat: set it in the widget on your site, not in this file.

Good to know

• The agent books real meetings from what a stranger types. The visitor's email address goes into the event's
  attendee list, so anyone can type an address and send an invite to it. Test with your own calendar first.
• The Chat Trigger is public and allows every origin. Limiting the allowed origins to your site stops other web pages
  but not a script, so watch your OpenAI spend.
• freeTimeSlots reads its hours as UTC, while the prompt speaks of London hours. It lists only days that already hold
  an event, so a day with an empty calendar is never offered. A day with events but none marked busy stops
  the code with an error, since it reads the first busy event of a day that has none.
• Get Events asks for at most 50 events and does not follow further pages.
• The event's subject is the literal text Meetings with <name> at <company>. To fill it from the chat, write {name}
  and add a company placeholder to the tool.
• The prompt stamps the current London time with an expression that ends :00.000Z after the seconds. It is not a
  clean ISO time, and Z names UTC even in summer.
• OpenAI's deprecations page, read on 12 November 2026, gives 14 January 2027 as the shutdown of gpt-4o-2024-08-06,
  with gpt-6-luna as the replacement.
• Each visitor message is at least one OpenAI call, and more when a tool runs.
• Chat messages go to OpenAI, and the visitor's details go to Microsoft. The agent sees free slots, not your event
  titles.
• The file holds no credential and no key.