Appointments & Calendar
Your bot can book appointments for customers during chat or phone conversations, then sync them to Google Calendar or Microsoft Outlook. Customers never leave the conversation — the bot handles scheduling end to end.
How Booking Works
The customer says something like "I'd like to schedule a consultation" or "Can I book an appointment?"
The bot asks for the customer's name, email, phone number, and preferred date/time.
Your configured business hours and available slots are checked to make sure the requested time works.
The bot presents the appointment details and asks the customer to confirm. Once confirmed, the appointment is created.
If you have Google Calendar or Microsoft Outlook connected, the appointment is automatically synced as a calendar event with all customer details.
Setting Up
Configure Business Hours
Go to Settings → Time Settings and configure:
- Timezone — Your business timezone (e.g., America/New_York)
- Open hours per day — Set start and end times for each day of the week
- Holidays — Mark days when appointments should not be booked
Connect a Calendar
Go to Settings → Integrations → Connected Apps and connect either:
- Google Calendar — One-click OAuth connection
- Microsoft 365 — One-click OAuth connection for Outlook Calendar
See the Integrations guide for detailed setup instructions.
Add Booking Instructions to Your System Prompt
Tell your bot when and how to offer appointments. Add a line like this to your system prompt:
"Offer to book appointments for interested customers.
When a customer asks about pricing, availability,
or wants to learn more, suggest scheduling a consultation."Calendar Sync
Google Calendar
OAuth connection — events are created automatically with customer name, email, phone, and appointment notes. Updates and cancellations sync in real time.
Microsoft Outlook
OAuth connection — same automatic sync to your Outlook Calendar. Events include all customer details and appointment metadata.
Sync Statuses
Each appointment shows its current sync status:
Managing Appointments
Go to Dashboard → Appointments to view and manage all booked appointments.
Available Filters
Filter by Status
- Pending
- Confirmed
- Cancelled
- Completed
- No-Show
Filter by Sync Status
- Not Connected
- Queued
- Synced
- Failed
You can also view delivery logs for each appointment to debug sync issues.
Lead Scoring
Each appointment gets an automatic lead score from 0 to 100 to help you prioritize follow-up.
Scoring Factors
Example: A customer who provides their name, email, and confirms an appointment scores 65/100 (30 + 25 + 10).
Webhook Events
Appointment events can be sent to Zapier, Make, or your own server via webhooks. See the Integrations guide for setup instructions.
| Event | Description |
|---|---|
| appointment.requested | Customer requested a booking (not yet confirmed) |
| appointment.created | Appointment confirmed and scheduled |
| appointment.updated | Appointment time or details changed |
| appointment.cancelled | Appointment was cancelled |