Conversation AI bots can guide your contacts towards a booking without you lifting a finger. If that's your goal, the Appointment Booking Action is the right way to configure a prompt-based bot. Here's how to set it up.
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 "Setup your Actions" section, select Appointment Booking.
Choose 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.
Click save and you're done. Your bots will now automatically route appointments to the correct calendar without any manual setup.