Workflows · 2 min read
Appointment Booking Conversation AI Action
The Appointment Booking Conversation AI action lets AI chat with a contact, suggest open times from a calendar you choose, and book the appointment once they pick one. The workflow then follows a different path depending on whether the appointment was booked.
Step 1: Set the trigger
- Go to Automation > Workflows and create or open a workflow.
- Add a trigger. For example, choose Customer Replied with the Reply Channel filter set to SMS. Use whatever trigger fits your process.
- Save the trigger.
Step 2: Add and set up the action
- Click + and choose Appointment Booking Conversation AI Bot. Give it a clear name.
- Choose the calendar to book on. Recurring calendars aren't supported and don't appear in the list.
- Fill in Personality to set the tone and how the AI represents your business.
- Add Additional Instructions, such as what to ask or which details matter.
- Set the Maximum Messages Limit, between 5 and 25. If no booking happens within that many messages, the contact goes down the Appointment Was Not Booked path.
- Set the Timeout in minutes, hours, or days. If the contact doesn't reply in time, they go down the Timeout path.
- Choose the reply channel: Facebook, Instagram, SMS, or WhatsApp.
- The AI sends a confirmation after booking by default. To send your own, turn on Don't let the bot send confirmation message and add a confirmation step on the booked path.
- Set Wait time before responding in seconds. A short delay lets the AI read several quick messages, such as "Hi" then "I want to book a consultation," before it replies.
- Click Save Action.
Step 3: Add steps to each path
Saving adds three paths:
- Appointment Was Booked: for example, send a confirmation or notify your team.
- Appointment Was Not Booked: the AI hit its message limit without booking. For example, have someone follow up.
- Timeout: the contact stopped replying. For example, send a reminder later.