A complete appointment booking system for a dental practice — built in n8n, powered by OpenAI, connected to HubSpot. This is the workflow we delivered in 5 days.
How it works
Case study
Smile Dental received 40–60 booking requests per week via phone, email, and their website form. Reception staff spent an average of 4+ hours daily manually entering appointments, sending confirmation emails, and chasing no-shows. Cancellation requests were handled inconsistently — sometimes the slot was filled, often it wasn't.
We built a single n8n workflow that handles the entire booking lifecycle end-to-end. When a patient submits the website form, OpenAI classifies the intent (new booking, question, cancellation) and routes the request accordingly. HubSpot creates or updates the contact record automatically. For new bookings, the system checks Google Calendar for available slots, sends a confirmation SMS via Twilio, and schedules reminder messages for 24h and 1h before the appointment.
Questions get an AI-generated response within minutes. Cancellation requests trigger the rescheduling flow — patients receive three alternative time slots via SMS and can confirm with a simple reply.
No-shows dropped from 18% to 12.4% in the first month. Reception staff now spends their time on patient care, not admin. The practice manager sees daily stats on a shared dashboard — appointments booked, confirmations sent, cancellations handled — without asking the team for a report.
Under the hood
Patient fills out the booking form on the website. n8n receives the payload via webhook — name, preferred date/time, contact details, reason for visit.
Before any calendar logic runs, OpenAI reads the form data and classifies it: new booking, question, cancellation, or reschedule. This single decision branches the entire workflow.
The patient's record is created or enriched in HubSpot automatically. Every interaction — booking, confirmation, cancellation — is logged, so the practice has a full patient history with no manual data entry.
For new bookings, the system queries the practice calendar (Google Calendar or Acuity) and checks available slots. If the requested slot is free, a confirmation SMS goes out via Twilio within 90 seconds of form submission.
When a patient replies to a confirmation SMS or sends a follow-up question, Claude reads the message and generates an appropriate response — confirming, answering, or escalating to the reception team if needed.
Two automated reminders per appointment: 24 hours before and 1 hour before. Patients can confirm or reschedule by replying to the SMS. Unconfirmed appointments surface on the dashboard for reception follow-up.
Build yours
We build automation workflows for dental practices, law firms, recruiters, and real estate agencies. Setup takes 5–10 days. Monthly maintenance starts at €500. No surprise fees.
Tell us about your practice. We'll send a workflow proposal within 24 hours.