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Conversation AI

How to have the AI book appointments on your calendar

In AI Agents › Conversation AI, edit the agent, turn on appointment booking in the goals and pick one or more calendars. You can also let the AI cancel and reschedule.

Updated on

Before you start

  • Create and set up your calendars in Calendars (hours, duration and availability). The AI only offers open slots from those calendars.
  • Give each calendar a clear name and description (for example, "Dental cleaning – hygiene visit"). The AI uses them to pick the right calendar.
  • You need a Conversation AI agent already created.
Where to find it

AI Agents › Conversation AI › (your agent) › Bot Goals › Appointment Booking

Step by step

With a single calendar

  1. Open AI Agents › Conversation AI and click Edit on the agent.
  2. Go to Bot Goals and open Appointment Booking (in the guided form, the Appointment Details section).
  3. Turn on appointment booking.
  4. Pick the calendar the agent should use.
  5. Optional: in Trigger Workflows After Appointment Booking, pick a Workflows automation to run after each booking.
  6. Click Save.

With multiple calendars (several services or providers)

  1. In appointment booking, choose the Multiple Calendars option.
  2. In Calendar Selection, pick the calendars. Each one's name and description are pulled in automatically.
  3. Optional: in Additional Keywords & Descriptions, add words your customers use (for example, "toothache", "braces").
  4. Choose a Fallback Calendar: it's used when the AI can't tell which service the customer wants. You can uncheck it if you don't want one.
  5. In the AI configuration, write the booking question (for example, "What kind of appointment would you like to book?").
  6. Click Save.

Advanced options

  1. Pause bot response after booking: the AI stops after booking.
  2. Allow bot to cancel the appointment: the customer can cancel in the conversation.
  3. Allow bot to reschedule the appointment: the customer can change the date in the conversation.
  4. Click Save and test with the bot's test button.

Tips

  • Calendar descriptions are only used to pick the calendar. If you want the AI to explain your services to customers, put that information in the instructions or the knowledge base.
  • Keep the calendar list short: the AI is more accurate.
  • After booking, the conversation shows the confirmation. Click View Appointment to see which calendar it landed on.
  • New appointments are created on the calendar set in the agent. Cancelling and rescheduling work on the contact's appointments on any calendar.

Common problems

  • The AI says there are no slots → Check the calendar's availability and hours in Calendars and whether there are open slots in the coming days.
  • The appointment went to the wrong calendar → Improve the calendars' names and descriptions and add keywords. Check which one is the fallback calendar.
  • The customer asks to cancel and the AI can't → Turn on Allow bot to cancel the appointment in the agent's options.
  • The customer didn't get a confirmation → Notifications depend on the calendar's notification settings and your automations. Review them in Calendars and Workflows.

Frequently asked questions

Will my reminder automations still work?

Yes. Automations tied to the calendar keep running for appointments booked by the AI.

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