How to Build an AI Appointment Setter with Reschedule and Cancel Functionality

Want to build an AI voice assistant that can schedule, reschedule, and cancel appointments — all automatically?

In this step-by-step tutorial, I’ll walk you through how to build a powerful AI scheduling system using:
🔊 Vapi.ai for voice AI automation
📅 Cal.com as the booking platform
⚙️ Make.com to handle workflows
📋 Airtable as the CRM

This AI assistant will:
✅ Answer calls and collect user intent (book, reschedule, cancel)
✅ Check availability in real time via Cal.com
✅ Trigger appointment actions through Make.com
✅ Log call details and appointment data into Airtable

Whether you're an agency owner, developer, or automation enthusiast, this tutorial is perfect if you're looking to save time and deliver automated scheduling solutions to your clients.

🧠 What You’ll Learn:
How to use Vapi workflows to power intelligent voice conversations
Setting up Cal.com APIs for seamless appointment control
Automating booking logic using Make.com
Storing and syncing CRM data with Airtable

💡 Perfect for developers building with Vapi.ai, Make.com, and other voice automation tools!

👉 Don’t forget to like, comment, and subscribe for more tutorials on Voice AI development and automation.

🎯 Perfect for beginners looking to level up their Voice AI and API skills.
💡 Subscribe for more tutorials on Voice AI, Vapi, Make.com, and low-code automation!

Check my other helpful resources:
🎯 Want to understand deeper on API’s and how they work? Check out this video:
   • Understanding APIs for Voice AI Developmen...  

🎯 Not sure what JSON is? Check out this video:
   • JSON for Voice AI Development Explained | ...  

🎯 Want to learn how to set up vapi to call leads? Check out this video:
   • How to Build an Outbound AI Lead Qualifica...  

🔗 Resources Mentioned:
🛠️ Access Appointment Setter Resources Here: https://goodlookin-ai.kit.com/9ece66b9fb

My favorite Voice AI tool (Vapi.ai): https://vapi.ai/?aff=quincy

Don’t have a Cal.com account? Sign up here - ​​https://refer.cal.com/quincy-mccants-...

Don’t have a Make.com account? Sign up here and get 1000 Free of monthly operations - https://www.make.com/en/register?pc=q...

Don’t have a Airtable account? Sign up here - ​​https://www.airtable.com/

💬 Are you stuck following the tutorial? Schedule a consultation call with me here:
https://cal.com/quincy-mccants-sptkgb...

💬 Are you a business that wants to automate appointment scheduling with a system like this one? Schedule a call with me here:
https://cal.com/quincy-mccants-sptkgb...

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#VapiAI #VoiceAI #AIAssistant #AppointmentScheduler #MakeDotCom #CalDotCom #Airtable #NoCodeAutomation #VoiceAutomation #AITutorial #BuildInPublic #AutomationAgency #VoiceBotDevelopment #OpenAI #GPT4 #BusinessAutomation


Time stamps:
00:00 - Introduction
00:54 - Solution Overview
10:01 - Configuring AI Assistant on VAPI
14:47 - Setting up VAPI Tools
22:23 - Setting up Make Scenario Environment
31:31 - Setting up Cal.com
33:00 - Starting Check Availability Flow
1:00:16 - Starting Book Appointment Flow
1:07:56 - Setting up Airtable CRM
1:15:23 - Starting Reschedule Booking Flow
1:27:00 - Starting Cancel Booking Flow
1:34:36 - Adjusting Filters for Check Availability, Reschedule, and Cancel Flow
1:40:00 - Final Test Run Through
1:44:07 - Conclusion