Clinic Lead Qualification & Booking — n8n Template
Instagram/Web Form → AI Qualify → Calendar + Sheet
The problem
Clinic enquiries do not arrive neatly between 9 and 5. They land at night, on weekends, mid-treatment — and most clinics reply hours later, to everyone in the order the messages came in.
Two things go wrong:
- The ready-to-book lead waits. A person who asked about veneers, with a budget, wanting to start this month, sits in the same queue as someone idly browsing. By the time the team replies, she has booked somewhere else.
- The team’s time goes to the wrong conversations. Staff spend the morning chasing enquiries that were never qualified — no budget, no timeline, sometimes not even the right service — while real consultations wait.
The fix is not replying faster by hand. It is qualifying every enquiry the moment it arrives, and booking the good ones before a human ever touches them.
What this workflow does
- A short enquiry form (n8n Form Trigger) collects name, email, phone (optional), service interested in, budget range, timeline, a preferred consultation time (optional), and a free-text message. Put the form link in your Instagram bio and on your website.
- An AI qualification step (OpenAI) reads the enquiry against your approved clinic info — your services, prices, hours and policies — and returns:
- a temperature: Hot, Warm or Cold, with clear rules (Hot = clear service + budget stated + timeline of ASAP or within 1 month);
- a short summary your team can act on;
- missing-info flags (no budget? no timeline? unclear service?);
- a human flag if the message touches anything medical, sensitive, or outside the approved info.
- Bookable leads — Hot or Warm with nothing important missing — get a consultation booked straight into Google Calendar (at the lead’s preferred time if they gave one in ISO format, otherwise the next weekday at 10:00 UTC), are logged to a Google Sheet with status Booked, and trigger an email alert to your team.
- Everyone else — Cold leads, or anyone with a key detail missing — is logged with status Follow-up and receives a polite email asking for the missing piece. Nobody is deleted, nobody is ignored. Cold today books next month if the follow-up lands.
Your team starts the day with a qualified, prioritised lead sheet and consultations already on the calendar — not a pile of raw enquiries.
What you need to configure
This is a template: it runs on your own accounts. After importing workflow.json:
- Your clinic info — open the “Add your clinic’s approved info” node and replace the placeholder with your real services, starting prices, opening hours and policies. The AI qualifies and answers only from this text.
- Your OpenAI API key — in the “AI: qualify the lead” node, replace
OPENAI_API_KEY_PLACEHOLDERin the Authorization header. - A Google Sheet — create one with a tab named Leads and these headers:
receivedAt, leadName, leadEmail, leadPhone, service, budget, timeline, temperature, summary, missingInfo, needsHuman, status. Connect your Google account in both Sheets nodes and select the Sheet (replacesGOOGLE_SHEET_ID_PLACEHOLDER). - Your Google Calendar — in the booking node, connect your account and pick the calendar consultations should land on (replaces
GOOGLE_CALENDAR_ID_PLACEHOLDER). - Your Gmail — connect it in both Gmail nodes, and set
TEAM_EMAIL_PLACEHOLDERin the team alert to the inbox your team reads. - Your form — edit the service and budget dropdowns to match your clinic, then put the form’s production URL in your Instagram bio link and/or on your website.
- Activate the workflow, and test it with a fictional enquiry before real leads touch it.
Full setup notes are also inside the workflow itself — open the sticky notes.
Honest limits
- It is a template, not a finished system. It becomes yours when your accounts, your clinic info and your rules go in. Expect to adjust the qualification rules, the form fields and the email wording to your clinic.
- The AI only knows what you tell it. It works from your approved info and never invents prices, availability or treatment outcomes. If your info sheet is vague, the qualification will be vague.
- Humans stay in charge of the sensitive stuff. Medical questions, complaints and anything outside the approved info are flagged for a person — the workflow does not try to handle them.
- It books the slot; it does not confirm attendance. Reminders, no-show follow-up, rescheduling rules and CRM sync are production additions on top of this foundation.
- The qualification is a single pass over the enquiry form. In a full build, the same logic sits behind Instagram DMs and website chat too, qualifying mid-conversation.
Why I built it this way
Most “AI chatbot” templates start with the chat. I start with the leak: enquiries that were never answered, never qualified, or never followed up. Qualification first, booking second, follow-up always — that order is what turns a form into consultations instead of a nicer inbox.
Built by Temitope Akinola — AI systems for cosmetic dentistry, aesthetic clinics & luxury real estate (temitope-akinola.pages.dev)