Develop a virtual Ai appointment scheduler suing Ivr - Make - Calendar - Twilio

Project Title
vapi ivr  (or your best choice instewad of vapi). Assistant for Automated Appointment Management (Legal/Accounting)
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Project Overview
You need a voice-based IVR (Interactive Voice Response) assistant that integrates with VAPI, Make.com, Google Calendar, and Google Sheets to handle incoming calls for a legal/tax office. The system will greet callers, ask for the desired department (e.g., Legal or Accounting), and manage the creation, modification, or cancellation of appointments. All details will be recorded in a Google Sheet, and automated email confirmations will be sent to the caller.
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Scope of Work
1.    Initial Consultation & Requirements Gathering
o    Review existing credentials for Google Calendar, Google Sheets, Gmail, Make.com, and vapi (or your best choice instewad of vapi).
O    Understand the current workflow and finalize the call flow logic (English prompts ).
O    Determine any additional fields or customizations needed.
2.    Call Flow & IVR Setup (VAPI + Make.com)
o    Configure the VAPI number to greet callers.
O    Implement a menu that routes calls to different “assistants” (e.g., Legal vs. Accounting).
O    For each assistant, build the IVR logic to create new appointments, modify existing ones, or cancel. (Only need to do one, legal for example)
o    Capture caller details (name, phone, email) and store them for appointment booking.
O    Set the assistant instructions.
O    Voice es-spain and female.
3.    Google Calendar Integration
o    Connect the IVR flow in Make.com to Google Calendar for scheduling, or canceling appointments.
O    It is important to 1st check calendar availability: Ensure correct date/time slots are verified and confirmed.
O    Each appointment is 60 min
o    Appointments in europe/madrid time.
4.    Google Sheets Integration
o    Log every call transaction in Google Sheets with fields such as:
    Appointment_ID (5 digits, ramdom)
    date_time_call
    caller_phonenumber
    caller_fullname
    call_transaction (create, cancel)
    department (legal, accounting)
    email
5.    Test cases:
    1. ✅ **Create Appointment on Weekday (Valid)**
      - Input: Thursday, 4 April 2025 at 10:00 AM Friday
      - Expected: Appointment created in Calendar, confirmed by assistant and logged in Google Sheet
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    2. ❌  **Create Appointment on Weekend (Valid)**
      - Input: Saturday, 6 April 2025 at 11:00 AM
      - Expected: Assistant responds with unavailability or requests another time
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    3. ❌ **Create Appointment After Hours (Invalid)**
      - Input: Wednesday, 3 April 2025 at 9:00 PM
      - Expected: Assistant responds with unavailability or requests another time that day
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    4. ✅ **Cancel Existing Appointment**
      - Input: Appointment previously set for Friday, 5 April 2025 at 3:00 PM
      - Expected: Appointment removed from Calendar, cancellation logged in Google Sheet
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    5. ❌ **Cancel Nonexistent Appointment**
      - Input: Attempt to cancel appointment for Sunday, 7 April 2025 at 1:00 PM (not booked)
      - Expected: Assistant responds “No appointment found,” no change to Calendar, logged in Sheet
6.    Not in scope
o    Modify appointments, instead cancel and rebook
o    Send email as appointment confirmation.
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Deliverables
1.    Configured IVR Flow
o    A fully functioning IVR system in Make.com, integrated with VAPI (or your alternative best choice), that answers calls, greets callers, and handles appointment scheduling tasks.
2.    Google Calendar Integration
o    Automated appointment creation, and cancellation in your specified calendar.
3.    Google Sheets Logging
o    Automatic logging of each call’s data in a Google Sheet, with all required fields.
4.    Testing & Demonstration
o    Live demonstration of the system’s end-to-end functionality and troubleshooting using the test cases.
5.    Documentation
o    Any if required