Inbound
An AI appointment setter that books against your real calendar
It reads the free slots during the call, offers only what is actually open, and writes the booking back before the caller hangs up.
Incoming call
What this is for
Booking by phone breaks in the gap between the conversation and the calendar. Somebody writes a time on a pad. The diary is open on another screen. The slot they just promised went twenty minutes ago, and nobody finds out until the customer turns up. A faster receptionist does not fix that. An agent holding the calendar open while it talks does.
How a booking gets made
- 01
Reads the live calendar mid-call
It queries the real diary during the conversation, not a copy that synced overnight. Every slot it offers is open at the moment it offers it.
- 02
Offers only what is genuinely free
Two or three concrete times, filtered by your rules: how long the service takes, what buffer you keep, which staff member can do that job, which days you do not take bookings at all.
- 03
Confirms out loud before writing
It reads the date, the time and the reason back to the caller. A misheard Tuesday gets caught in the call rather than at the door.
- 04
Writes the booking back
The event is created with the caller's name, number and reason on it. Confirmation goes out by text or email before they hang up.
Related
- Appointment remindersIt calls ahead of the appointment, confirms or rebooks on the spot, and updates the calendar either way.
- AI receptionistIt answers on the first ring, works out what the caller needs, and either handles it or puts them through to the right person. Every call leaves a transcript.
- AI lead qualificationIt calls people who have already raised their hand, asks what they are trying to do, and records the answers as fields rather than notes.
- AI voice agentLay the conversation out node by node, hear every branch in the browser, then point a phone number at it. The agent that answers is the one you tested.
AI appointment setter: common questions
Which calendars does it work with?
It books against the calendar and scheduling tools you already run, through the integrations set up on your account. The agent reads availability and writes the event. You do not keep a second diary in sync.
Can it reschedule and cancel too?
Yes, on the same call. Somebody who rings to move an appointment gets the old slot released and the new one written, both against the live calendar.
What stops it double-booking?
It checks availability at the moment of the call and writes the event immediately. The window between offering a slot and reserving it is a sentence long.
Can it handle different appointment types?
You define them. Duration, buffer, who is qualified to take them, and which questions have to be answered first are all part of the flow. A fifteen-minute check and a two-hour job are not offered the same slots.
Does the caller get a confirmation?
Yes, by text or email, sent during the call. Nobody works through a list of them afterwards.
Still stuck? Talk to our team.