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Goal: Automate the end-to-end customer booking process using AI to interpret form submissions, prevent double bookings, create calendar events, and send confirmation emails — all without human intervention.

Problem: Manual appointment handling is slow, prone to double bookings, and lacks real-time confirmation for the customer. Businesses lose time managing calendars, and customers are left waiting for replies.

Solution:

🔹 Step 1 – Trigger: Webhook by Zapier catches incoming booking data from a POST request (sent from a form or Postman test).

🔹 Step 2 – Action: AI by Zapier (GPT-4o Mini) interprets the raw JSON text to determine if the user successfully requested an appointment.

🔹 Step 3 – Action: Filter by Zapier ensures that only valid appointment requests (where the AI confirms "yes") continue.

🔹 Step 4 – Action: A second AI by Zapier step extracts structured data like appointment name, start time, end time, location, email, and description.

🔹 Step 5 – Action: Google Calendar - Find Event searches the calendar for any overlapping events. If none are found, it proceeds.

🔹 Step 6 – Action: Gmail - Send Email sends a dynamic confirmation message to the client using the extracted email and details.

🔹 Step 7 – Action: Google Calendar - Create Event creates the appointment in the calendar, only if no conflict was found.

Tools Used:

• Zapier
• OpenAI GPT-4o Mini
• Gmail
• Google Calendar
• Postman (for testing webhook input)
• JSON Prompt Builder

Impact:

• Reduced booking processing time from hours to seconds
• Eliminated double bookings with real-time checks
• Improved customer experience with instant confirmations
• Built a scalable, reusable automation framework for service-based businesses </aside>

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https://zapier.com/shared/5aefe412fc1c3d2dc4736d22f63f6625a93f7e42

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