The Appointment Booking Conversation AI Bot action automates the appointment booking process using conversational AI. It guides contacts through booking an appointment, adapting its responses based on what they say. You can configure the bot with specific instructions, tone settings, and timeout options to create a personalised, natural interaction.

Open the workflow you want to use, then add the action.

Action Name

Give your action a clear, descriptive name.

Calendar

Use the dropdown to select which calendar appointments should be booked on.

Personality

Set the bot's interaction style, such as friendly or professional, to match your brand's tone.

Additional Instructions

Add any extra guidelines or conversational tips for the bot to follow during the interaction.

Message Limit

Set the maximum number of messages the bot will send before stopping its attempts to book the appointment.

Timeout (Value)

Set how long the bot will wait for a response from the contact before it times out.

Timeout (Unit)

Choose the timeout unit: minutes, hours, or days.

Channel

Choose the communication channel for the conversation, such as SMS, email, or chat.

Disable Confirmation Message

Disable the confirmation message that's normally sent after an appointment is booked.

Wait Time Before Responding

Set how long (in seconds) the bot should wait before responding to the contact.

📌Note: The maximum wait time is 300 seconds, with a default value of 10 seconds for convenience.

Save the action when you're happy with your settings.

With the right configuration, the Appointment Booking Conversation AI Bot can make your booking process much more efficient, giving contacts a smoother experience and reducing the chance of missed bookings.

Use Case

Say you're using the bot to book a consultation. You set it to use a friendly, persuasive tone to guide the contact towards scheduling. If the contact doesn't respond within 24 hours (based on your timeout setting), the bot stops the conversation and marks the appointment as "not booked."

✍️Important Notes

  • Make sure the bot's personality matches your business's tone and what your audience expects.
  • A higher message limit allows for longer conversations but may mean slower resolutions.
  • If the contact doesn't respond within the set time, the appointment is marked as "not booked" and the workflow continues as normal.