Let an AI Booking Bot Schedule Appointments from a Workflow

The Appointment Booking Conversation AI action chats with a contact, offers open times from a calendar you choose, and books the slot they pick. The workflow then continues based on what happened.

Settings

• Calendar: where availability is read and the appointment is created. Recurring calendars are not supported and will not appear.
• Personality and Additional Instructions: tone and any booking rules.
• Maximum Messages Limit: between 5 and 25 AI messages before the contact counts as not booked.
• Timeout Value and Timeout Unit: how long to wait for a reply, in minutes, hours or days.
• Channel: Facebook, Instagram, SMS or WhatsApp.
• Don't let the bot send confirmation message: turn on if a separate workflow step should confirm instead.
• Wait time before responding: a short delay so rapid messages are answered together.

Built-in outcomes

After you save, three branches appear:

• Timeout: the contact stopped replying.
• Appointment Was Booked: add confirmations, reminders or a team alert.
• Appointment Was Not Booked: the message limit was hit first, so add nurture or a task for a person.

Set it up

1. Choose a trigger, such as Customer Replied with an SMS filter.
2. Click + and select the booking bot action.
3. Pick the calendar, write the personality, and set limits and channel.
4. Click Save Action and fill in each outcome branch.
5. Test, then publish.

Good to know: If you switch off the bot's confirmation message, make sure the Appointment Was Booked branch sends one, or the contact will not hear back.