AI appointment booking

AI appointment booking lets Conversation AI book appointments inside a conversation. The bot checks the calendar, suggests open times and books the slot once the contact picks one. It can also cancel or reschedule existing appointments when you allow it.

If you offer several services, Multiple Calendars mode helps. You add a calendar for each service (for example, drain cleaning and water heater installs), and the AI routes each request to the right calendar based on calendar names, descriptions and any keywords you add. A fallback calendar catches requests that do not match.

Setup steps:

• Go to AI Agents > Conversation AI > Bot Goals and select Appointment Booking.
• Choose single or multiple calendars, then pick your calendars.
• Optionally add keywords and descriptions, and set a fallback calendar.
• Write the prompt. Calendar details are only used to choose the calendar, so put anything the bot should discuss in the prompt.
• Under advanced options, choose whether to pause the bot after booking, trigger workflows, transfer to an employee, and allow cancel or reschedule.
• Save, and use Bot Trial to test before going live.

New bookings go on the bot's configured calendar, while cancellations and reschedules work across calendars for that contact. Notifications for changes are set up separately in calendar settings.

You can also add the Appointment Booking Conversation AI action to a workflow. You set the calendar, personality, a message limit of 5 to 25, a timeout and the reply channel (SMS, WhatsApp, Facebook or Instagram). The workflow then branches on Appointment Was Booked, Appointment Was Not Booked or Timeout. Recurring calendars are not supported in this action.