Your Conversation AI bots are a super helpful tool that can easily guide your contacts to any end goal you have. So, if that goal is having them book an appointment, the “Appointment Booking Action” is the best way to set up your prompt-based bots for success. Let’s learn how.
To start, navigate to the Conversation AI tab inside the AI Agents section and create a Prompt-Based Bot.
Select your preferred bot type to access the builder, then switch to the Bot Goals tab.
In the “Set Up Your Actions” section, select Appointment Booking.
Choose to use either a Single Calendar, Multiple Calendars, or Service Bookings.
Single Calendar #
If using a single calendar, pick your desired calendar, then click Proceed.
Multiple Calendars #
If using multiple calendars, check the box next to your desired calendars, then click Proceed.
In the AI Configuration step, enter an AI description that helps your bot match users with the correct calendar.
Enter an additional description and any keywords that help further explain when the AI bot should assign the calendar to a contact.
If you want to add a default calendar in case the bot can’t match the contact with one of your selected calendars, check the box to enable it, then select which calendar to redirect them to.
Service Bookings #
Select the services you want the AI to handle.
Your current preferences will be applied to the bot by default. If they are correct, click “Proceed” (1). Otherwise, you can click “Change Preferences” to modify them (2).
In the AI Configuration step, enter an AI description that helps your bot match users with the correct calendar.
Advanced Options Tab #
Once the calendars have been set, continue to the Advanced Options Tab to define the logic for booking an appointment. This will consist of:
- Don’t book appointment: Selecting this option will limit the bot to only sending the booking link to the contact instead of booking the appointment for them.
- Pause bot responses after booking: Selecting this option will stop further bot responses after an appointment is successfully booked.
- Trigger workflow after booking: This option adds the contact to a selected workflow upon booking.
- Transfer employee post appointment booking: This option lets you connect the contact with one of your team members once they book an appointment.
- Allow bot to cancel the appointment: Enable this option to allow the AI bot to cancel any existing appointments.
- Allow bot to reschedule the appointment: Enable this option to allow the AI bot to reschedule any existing appointments.
Finally, click Save, and you’re done. Now, your bots can automatically route appointments to the correct calendar without requiring manual setup, helping you easily book appointments and ensure customers are satisfied.
Frequently Asked Questions #
Where do I add the Appointment Booking action? #
Navigate to the Conversation AI tab in the AI Agents section, create or edit a Prompt-Based Bot, open the Bot Goals tab, and select Appointment Booking under Set Up Your Actions.
What calendar options can the bot use? #
You can configure the action to use a Single Calendar, Multiple Calendars, or Service Bookings, depending on how you schedule appointments.
How does the bot pick the right calendar when I use multiple? #
You provide an AI description and keywords that help the bot match each user to the correct calendar, and you can set a default calendar as a fallback.
Can the bot only share a booking link instead of booking directly? #
Yes. Enable the “Don’t book appointment” option to limit the bot to sending the booking link rather than completing the booking.
Can the bot cancel or reschedule appointments? #
Yes. In the Advanced Options Tab you can allow the bot to cancel or reschedule existing appointments.
What can happen automatically after a booking? #
You can pause bot responses, trigger a workflow, or transfer the contact to a team member once an appointment is booked.
