Project Description
Project Overview
We are building a production-ready AI WhatsApp receptionist system for a clinic.
The system must automate:
appointment booking
rescheduling
cancellations
appointment checking
reminders
The system must work reliably in both:
English
Arabic
This is an MVP version focused on:
ONE clinic
ONE doctor
WhatsApp only
Google Sheets database
Google Calendar integration
The system MUST be:
stable
scalable
conversational
typo tolerant
easy for real clinic patients
The freelancer MUST deploy and test everything directly on our production n8n instance and ensure the system is fully working without crashes, loops, duplicate bookings, or broken flows.
REQUIRED STACK
Developer MUST have strong experience with:
n8n
Twilio WhatsApp
OpenAI API
Google Sheets API
Google Calendar API
webhook workflows
conversational AI systems
session/state management
workflow debugging
SYSTEM FLOW
Patient → WhatsApp → Twilio → n8n webhook → NLP/AI logic → Google Sheets → Google Calendar → WhatsApp response
CORE SYSTEM REQUIREMENTS
1. MAIN MENU SYSTEM
Bot must use structured guided menu system.
Example:
Plain text
1️⃣ Book Appointment
2️⃣ Reschedule Appointment
3️⃣ Cancel Appointment
4️⃣ Check My Appointment
5️⃣ Talk to Receptionist
Arabic version also required.
The system must accept:
menu numbers
natural language
Arabic text
English text
Examples:
“1”
“book”
“ابي موعد”
“change booking”
“cancel appointment”
2. BOOKING FLOW
System must:
ask step-by-step questions
show available slots
prevent double booking
create appointment
save to Google Sheets
create Google Calendar event
confirm booking
3. RESCHEDULE FLOW
System must:
retrieve existing appointment
allow changing date/time
update calendar + sheets
confirm changes
4. CANCELLATION FLOW
System must:
confirm cancellation
update records
remove/update calendar event
5. CHECK APPOINTMENT FLOW
Patient can ask:
current appointment
time
date
clinic details
6. SESSION MEMORY
Workflow must remember:
current flow
selected option
pending confirmation
patient state
selected appointment time
Conversation state handling is REQUIRED.
7. SMART NLP + AI
System must support:
typos
Arabic/English mixed messages
natural sentences
contextual replies
Examples:
“reshedl it”
“change booking”
“ابي اغير الموعد”
“cancel no keep it”
Recommended approach:
rule-based/NLP first
OpenAI fallback only if confidence low
8. GOOGLE SHEETS STRUCTURE
Need proper sheets for:
Patients
Appointments
Conversation Logs
9. GOOGLE CALENDAR INTEGRATION
System must:
create events
update events
delete/update canceled bookings
prevent slot conflicts
10. REMINDERS
Need:
24h reminder
same-day reminder
via WhatsApp.
11. HUMAN ESCALATION
If AI confidence is low:
notify receptionist
allow manual takeover
12. LANGUAGE SUPPORT
System MUST support:
Arabic
English
mixed bilingual conversations
IMPORTANT REQUIREMENTS
Freelancer MUST:
build directly on our n8n server
use our Twilio setup
use our production webhook URLs
fully test all flows
fully debug workflows
prevent loops/errors
optimize OpenAI usage cost
create organized workflow structure
provide clean node naming
provide scalable structure
REQUIRED DELIVERABLES
Freelancer MUST deliver:
Fully working n8n workflow
Google Sheets integration
Google Calendar integration
Twilio WhatsApp integration
AI/NLP handling
Full testing completed
Error handling
No duplicate booking issues
Workflow JSON exports
Setup documentation
Conversation state management
Stable production-ready flow
VERY IMPORTANT
System must:
not break during long conversations
not lose session state
not create duplicate appointments
not crash on invalid user input
not enter workflow loops
BONUS SKILLS
Preferred if developer has experience with:
clinic booking systems
WhatsApp bots
Arabic AI systems
AI receptionists
healthcare automation