The most logica Architecture Plan

To minimize costs, use Cal.com (which has a robust free tier and open-source foundation) paired with a Make.com Free/Core account.

Your Hosting account will act as the landing hub, serving your static website and hosting the booking widget without burning server processing power.

                  ┌───────────────────────┐
                  │   Incoming Call via   │
                  │   AI Phone / VOICE AI │
                  └───────────┬───────────┘
                              │
                              ▼
                  ┌───────────────────────┐
                  │ Voice AI Platform Core│
                  │ (Collects Name, Email,│
                  │  Date, & Time Slot)   │
                  └───────────┬───────────┘
                              │
                              ▼
                  ┌───────────────────────┐
                  │  Make.com Webhook     │
                  └───────────┬───────────┘
                              │
            ┌─────────────────┴─────────────────┐
            ▼                                   ▼
┌───────────────────────┐           ┌───────────────────────┐
│     Cal.com API       │           │  Hosting / SMTP       │
│ (Books & Reserves the │           │ (Sends Confirmation   │
│     Bench Spot)       │           │Email customer & Admin)│
└───────────────────────┘           └───────────────────────┘

Step-by-Step Implementation Guide

Step 1: Set Up Your Free Cal.com Account

1. Create a free account at Cal.com.
2. Connect your master calendar (Google Calendar or Outlook) so it automatically reads your availability.
3. Create an event type called “Free Bench Pass Studio Tour” or “Service Appointment”.
4. Go to your Account Settings ➔ API Keys and generate a live token. You will need this for Make.com.

Step 2: Configure Your Video AI PlatformAI Prompts

Your Video AI Platform agent needs strict instructions to harvest structured information from the caller. Update your agent’s system prompt to explicitly include the following data-gathering loop:

“You are an assistant for [School Name]. Your goal is to book a studio tour. You must collect the caller’s First and Last Name, their Email Address, and their Preferred Date and Time. Once you have all four pieces of information, tell them: ‘Perfect, please hold while I secure that spot on our calendar.’ Then, trigger the booking webhook.”

Ensure your Video AI Platform custom vocabulary includes jewelry terms like metalsmithing, bench, soldering, and cabochon so it does not misunderstand context.

Step 3: Build the Make.com Automation Pipeline

Create a new scenario in Make.com with three specific modules:

1. Module 1: Custom Webhook (Trigger)
   • Generate a unique webhook URL in Make and paste it into your Video AI Platform dashboard under the “End of Call Webhook” or “Tool Call” section.
   • Run a test call so Video AI Platform sends a test payload to Make.com containing the variables: {{name}}, {{email}}, {{date}}, and {{time}}.
2. Module 2: Cal.com (Create a Booking)
   • Map the incoming Video AI Platform fields directly to the Cal.com module fields.
   • Set the event ID to your specific studio tour event. Pass the phone number, email, and name dynamically.
3. Module 3: Email / SMTP (The Confirmation)
   • Select the SMTP module in Make.com.
   • Input your hosting email server details (e.g., ://yourdomain.com, Port 465, SSL) using an email account you create in your hosting cPanel (like admissions@yourdomain.com).
   • To Caller: Set the recipient as {{email}}. Write a welcoming message: “Hey {{name}}, your jeweler’s bench is reserved! See you on {{date}} at {{time}}.”
   • To Admin: Add a second router branch or CC your email (admin@yourdomain.com) so you instantly get a notification tracking the new lead.

Step 4: Hosting Integration

Because Video AI Platform and Make.com are handling the intensive data logic, your hosting shared hosting account stays completely lightweight.

1. Use hosting to build your fast HTML/CSS/WordPress landing page.
2. Embed the standard Cal.com embed widget code directly onto your site’s contact page. This ensures that web visitors and voice callers are pulling from the exact same real-time inventory pool of open student benches.