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Your AI receptionist can book callers straight into your calendar. It reads the real open times of a booking event you pick, offers them, takes the caller’s name and email, and books the one they choose, with the same confirmation emails and reminders as an online booking. This guide lets Northwind’s receptionist book the Wholesale tasting call and tries it with a practice call.

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Before you start

You need a booking event with open times: see Create a Meeting Type People Can Book and Set Your Weekly Hours and Days Off. Your number’s calls must go to the receptionist: see Let the AI Receptionist Answer Your Phone.

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Switch on booking

1

Open the receptionist

Click Communications in the left rail, then Agent at the top, then AI agent. Scroll to Appointment booking.
2

Let it book, and pick the event

Tick Let the AI book appointments, and under Booking event pick what callers book. It says who the appointments are booked with. Tick any Other meeting types callers can book if callers may ask for those instead. Then click Save changes.
Appointment booking: Let the AI book appointments, ticked and outlined; Booking event Wholesale tasting call (30 min), outlined, booked with Jamie Holloway; and Other meeting types callers can book, with 30 Minute Meeting unticked

Booking on, for the Wholesale tasting call

The receptionist only offers times that are really open, and only for the events you picked.

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Try it with a practice call

Click Simulate call (under Status), choose Receptionist and click Start call. Ask to book as a customer would.
The practice call: You: Hi, I'd like to book a wholesale tasting call for Monday at 9 a.m. My name is Dana Example, and my email is dana at example dot com, outlined. Agent: Got it, thanks Dana. I'll check what's available for that time Monday so we can pick the right slot. And the microphone and red hang-up buttons

Asking for a tasting call on Monday

Here the receptionist checked the calendar, read Dana’s email back to confirm it, and said it would have booked the tasting call for Monday at 9:00 AM. When a caller asks for a time that isn’t open, it offers the nearest ones, such as Monday at 9:00 or 9:30 AM. A practice call books nothing. A real caller gets the booking, a confirmation email and reminders, and it shows on your calendar like any other.

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Good to know

  • Switch it off by unticking Let the AI book appointments and saving.
  • Who it books with follows the booking event’s hosts. Change them on the event: see Create a Meeting Type People Can Book.
  • Your website chat can book too: in Helpdesk, Setup, Chat widget, the Assistant tab has Book appointments.