REQUIREMENTS FOR EXTERNAL DEVELOPER — AI AGENT WORKFLOW FOR BEAUTY SALONS (n8n)
1. General Objective
Develop an advanced n8n workflow implementing a conversational AI Agent for beauty salons in Costa Rica.
The agent must answer questions, recommend services, schedule appointments, capture customer data, and generate useful business insights.
The workflow will be hosted on our own servers.
2. Project Scope
2.1 Workflow Architecture
The developer must build a modular and scalable workflow that includes:
- Receiving WhatsApp messages through the provider we choose (Meta Cloud API, Twilio, Gupshup, etc.).
- AI processing with the model we select (OpenAI or compatible alternative).
- A basic appointment-scheduling system (internal logic or integration with external platforms such as Google Calendar, Calendly, Notion Calendar, etc.).
- Integration with Notion to register customers, leads, and conversation logs.
- Integration with Google Sheets or Drive for reports and backups.
- Optional RAG layer for customized responses per beauty salon.
- Error handling, logging and retries.
- Outbound webhook ready for future integrations (CRM, invoicing, etc.).
3. AI Agent Features
3.1 Core Features
The AI Agent must:
- Answer queries about treatments, nails, lashes, facials, waxing and other services.
- Provide personalized recommendations based on customer needs.
- Provide pricing, estimated duration, and service details.
- Manage appointment scheduling: ask for date, time, confirm availability, and register the appointment.
- Automatically register new customers and leads in Notion.
- Detect user intent: booking, prices, location, hours, promotions, doubts.
- Generate weekly metrics and summaries.
4. Developer Recommendations
We are fully open to technical recommendations from the developer to optimize:
- WhatsApp provider platforms
- AI model selection
- Calendar and scheduling system
- External integrations
- Workflow architecture
- Data organization in Notion or Sheets
- Performance, cost optimization, and stability
We want the developer to guide us toward the best possible solution.
5. Technical Requirements
5.1 Infrastructure
The workflow will run on our VPS with Docker and Traefik. The developer must:
- Ensure compatibility with the latest stable version of n8n.
- Deliver the workflow exported as a JSON file.
- Document any required dependencies.
- Avoid deprecated nodes.
5.2 Security
- Credentials must be stored exclusively in the n8n Credentials section.
- No API keys or tokens inside nodes.
- Webhooks should be secured or validated.
6. Support and Assistance
The developer must provide:
- Full support during installation on our server.
- 30 days of bug-fixing and support at no extra cost.
- Optional monthly support plan (if they offer it).
- Complete documentation:
- Workflow diagram
- Module descriptions
- Instructions to add new beauty salons
- Instructions to update prices, schedules, and promotions
- Instructions to modify the appointment system
7. Professional Relationship
We are looking for a long-term working relationship that includes:
- Clear and consistent communication
- Scalability of the system
- Future automation projects
- Potential evolution into a SaaS product
8. Final Deliverables
The developer must deliver:
- Full, functional n8n workflow
- Exported .json file
- Technical manual
- Operating manual
- Credentials and webhook configuration
- Fully tested appointment-scheduling system
9. Work Plan
We require the developer to present:
- Complete timeline
- Milestones
- Partial deliveries
- Testing period
- Final adjustments
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