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Glow Dental Clinic — AI Appointment Booking Assistant

Tech Stack
n8nOpenRouterDeepSeekGoogle CalendarGmailGoogle SheetsTally
Date

2026

Link

Private Project

Glow Dental Clinic — AI Appointment Booking Assistant
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The Problem

Dental clinics lose bookings and waste staff time manually handling appointment requests, sending confirmations, and following up with patients. Every step was done by hand — form submissions checked, calendars opened, emails typed, reminders set one by one.

The Solution

A single Tally form submission triggers a 49-node n8n workflow that handles everything autonomously: validates clinic hours, checks for duplicate bookings, queries live calendar availability, generates a personalised AI reply, sends the right email, logs the booking, and queues reminders and follow-ups — all before the staff even sees the submission.

01 // ARCHITECTURE

Workflow Architecture

Path 1 — Booking Intake (Webhook trigger)

  1. Tally Form Webhook
  2. Webhook Response (immediate acknowledgement)
  3. Extract Form Fields
  4. Clinic Hours Validation → branches: out-of-hours email if invalid
  5. Duplicate Check (lookup Google Sheets) → branches: reject if duplicate
  6. OpenRouter AI (DeepSeek) — generates personalised reply
  7. Parse AI Response
  8. Check Google Calendar (real-time availability)
  9. Branch: Slot Available?
    • YES → Create Calendar Event → Send Confirmation Email → Log to Sheets (Confirmed)
    • NO → Send Alternative Slot Email → Log to Sheets (Pending)

Path 2 — 24h Reminder (Scheduled: 6 PM daily)

  1. Daily Reminder Trigger
  2. Get All Appointments from Sheets
  3. Filter Tomorrow's Appointments
  4. Merge Event + Patient Data
  5. Send Reminder Email

Path 3 — Post-Visit Follow-up (Scheduled: 10 AM daily)

  1. Follow-up Trigger
  2. Get Appointments for Follow-up
  3. Filter Yesterday's Appointments
  4. Send Follow-up Email
  5. Update row status in Sheets

Path 4 — Owner Summary (Scheduled: 7:30 AM daily)

  1. Owner Summary Trigger
  2. Get Today's Appointments
  3. Build Owner Summary (code node)
  4. Send Owner Daily Summary Email
02 // OUTCOMES

Key Results / What This Solves

  • Zero manual steps from form submission to confirmed booking
  • AI-generated replies personalised to each patient
  • Duplicate and out-of-hours submissions handled gracefully
  • Clinic owner gets a daily summary every morning without asking
  • 24h reminders and post-visit follow-ups run on schedule with no intervention
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