Appointment Booking Agent

Configure the AI booking agent to handle appointment scheduling, cancellations, and rescheduling with Google Calendar sync.

Appointment Booking Agent

The booking agent handles appointment scheduling through natural conversation. Users can book, cancel, or reschedule appointments directly in the chat — no forms or external links needed.

Features

  • Natural language scheduling — Users say "book me in for tomorrow at 2pm" and the agent handles it
  • Google Calendar sync — Appointments automatically appear in your Google Calendar
  • Smart availability — Only offers time slots within your configured business hours
  • Confirmation emails — Sends booking confirmation to the customer (requires email service setup)
  • Cancellation and rescheduling — Handles changes to existing appointments

Setup

1

Enable the Agent

  1. Go to Agents in the left sidebar
  2. Click the Appointment Booking Agent tab
  3. Toggle Enabled in the top-right corner
2

Configure Business Hours

Switch to the Business Hours tab to set your availability:

  • Enable/disable specific days
  • Set start and end times for each day
  • Select your timezone
3

Add Services (Optional)

In the Services tab, define the services you offer:

  • Service name and description
  • Duration (in minutes)
  • Price
  • Enable/disable individual services
4

Connect Google Calendar

In the Calendar Integration tab:

  1. Enter your Google Service Account email
  2. Enter your Calendar ID (usually your Gmail address)
  3. Paste your private key from the service account JSON file
  4. Click Test Connection to verify

How to get credentials:

  1. Go to Google Cloud Console
  2. Enable the Google Calendar API
  3. Create a service account
  4. Download the JSON key file
  5. Copy the email and private key
  6. Share your calendar with the service account email
5

Save Configuration

Click Save Configuration at the top of the page. Your booking agent is now ready.

How Users Interact

When a user asks to book an appointment, the agent will:

  1. Ask for their name and email
  2. Ask for their preferred date and time
  3. Check availability against your business hours
  4. Confirm the booking details
  5. Create the appointment in your database (and Google Calendar if connected)
  6. Send a confirmation email (if configured)

Appointment Management

The Appointments tab shows all upcoming, completed, and cancelled appointments. You can:

  • View appointment details
  • Track booking statistics (upcoming, completed, cancelled, total)

Important:

The booking agent uses your chatbot's configured LLM model. Make sure you have a valid API key set in Settings → LLM.