AI agent for appointment scheduling
An agent that books, moves and cancels appointments by chat, phone, email or messaging app from your live calendar, sends reminders, and offers cancelled slots to the people on your waiting list.
- Today's schedule sent to 4 staff membersDone
- Booked 7 appointments from overnight messagesDone
- A cancelled 11:00 slot was filled from the waiting listDone
- A customer asks for a time outside working hoursAsks a person
An example. Your agent is built around your own work.
How it works
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Understand the request
A customer writes or calls to book, move or cancel. The agent works out which service they want and with whom, and for a returning customer it reads their history first.
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Check live availability
It reads the calendar for the right person, room and length of visit, including preparation time and the rules for that service, and offers only slots that are valid for that visit.
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Book and confirm
It writes the booking, checks the slot once more just before confirming so two people cannot take it, and sends a confirmation with the address and any preparation steps.
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Remind and fill gaps
Reminders go out before each visit, and one reply confirms, moves or cancels. A freed slot is offered to the waiting list, and staff get the day's schedule each morning. Anything clinical or urgent goes to a person.
New to AI agents? How they work, in plain words
Real examples, setup steps and tool connections for this agent
An example conversation
An example of how a conversation runs. The grey lines show what the agent does in your systems meanwhile.
- CustomerHello, I need a check-up with Dr Rahimi next week, preferably after 4pm.
- Recognised the patient by phone number. Read the appointment type: 20-minute check-up with Dr Rahimi. Checked the calendar: 3 free slots after 16:00 next week.
- AgentI have Monday at 4:20pm, Tuesday at 5:00pm or Thursday at 4:40pm. Which suits you?
- CustomerTuesday please.
- Re-checked that Tuesday 17:00 is still free. Booked it in the practice system. Queued reminders for Monday evening and Tuesday morning.
- AgentYou're booked for Tuesday at 5:00pm. I'll send a reminder the day before. Please bring your insurance card.
- CustomerOne more thing, I've had chest pain since yesterday. Should I wait until Tuesday?
- Matched "chest pain" to the urgent-symptoms list. Stopped giving booking advice. Alerted the duty nurse with the conversation and the patient's number.
- AgentI can't judge that, and it should not wait for a routine visit. I have alerted our duty nurse, who will phone you. If the pain is severe or you feel unwell, call the emergency services now.
How it is built
- Your calendar and your rules are the source
- The agent reads your appointment types (length, location, who can do them, what must happen first) and the staff calendars live, through Google Calendar, Microsoft 365, Calendly or your practice or booking software's API. Where a system has no API, it can work through that system's web screens using a dedicated account with limited rights.
- Requests arrive on the channels your customers use
- WhatsApp through Meta's official Business Platform, website chat, email, and phone calls through a telephony provider such as Twilio. Before showing any record details, the agent confirms who it is talking to, for example with a date of birth or a one-time code sent to the number on file.
- A language model reads, your rules decide
- The language model understands "after four, sometime next week". Your rules decide which slots are allowed: opening hours, buffer time, who is qualified for which service, how far ahead people can book.
- One writer to the calendar
- All bookings go through a single service that checks the slot and creates the booking in one step, and checks again before confirming. That prevents two channels taking the same slot. Times are stored in one standard form and shown in your local time, so clock changes do not produce slots that do not exist.
- A fixed list of actions
- The agent may find slots, book, move, cancel, add someone to the waiting list, send a reminder and alert staff. It gives no medical or professional advice. Urgent symptoms, new-patient triage and same-day cancellations go to a person by default.
- Reminders that protect privacy
- Reminder texts say when and where, and leave out the procedure or the reason for the visit, because the message lands on a phone that others may read. Outside WhatsApp's 24-hour reply window only approved templates can be sent, and we write those with you. If you want, the agent can flag likely no-shows from lead time, past attendance and reminder replies, so your staff can phone those people.
- Logs, review and where it runs
- Every call or chat is logged with its outcome. Each week you can see bookings made, moves, cancellations and no-shows by appointment type. The system runs in the cloud or on your own servers.
What you can connect to it
- Google Calendar
- Reads free and busy times for each person or room and creates, moves and cancels events.
- Microsoft 365 / Outlook calendar and Bookings
- Finds common free times across staff calendars and writes the bookings.
- Calendly
- Reads event types and invitees, and handles cancellations and moves.
- Practice, clinic or salon software
- Reads appointment types, authorised hours and client history, and writes bookings, through its API or its web screens.
- Odoo
- Reads and writes calendar events and contacts.
- Salesforce (Field Service, Health Cloud)
- Reads service resources and writes appointments for field visits and care teams.
- WhatsApp Business Platform
- Takes booking requests in the chat and sends reminder templates.
- Phone system (Twilio and others)
- Answers inbound calls, books by voice and transfers to a person when needed.
- Gmail and Outlook
- Reads booking requests by email and sends confirmations and the daily schedule to staff.
- Google Sheets or Excel
- Holds the waiting list and the appointment log if you have no other system.
Connects to your tools. You stay in control.
- Works with what you have
- Google Calendar, Microsoft 365 / Outlook calendar, Calendly, your practice or booking software, Odoo, Salesforce, WhatsApp Business Platform, phone system, email, website chat, spreadsheets.
- A person approves what matters
- Payments, orders, discounts or anything you choose wait for approval. Every action is logged.
- Can run on your own servers
- The agent, its data, its logs and even the language model (open models such as Llama, Qwen or Mistral) can run on your servers, so documents and customer data stay inside your network. How that works
What it does not do
- It does not give medical, therapeutic or other professional advice, and it does not triage symptoms.
- It does not book outside the rules you set: opening hours, eligibility, authorised hours or staff skills.
- It does not read back or send record details before it has confirmed who it is talking to.
- It does not override a member of staff. If a person blocks or moves a slot, the agent follows the calendar.
- It does not put the reason for a visit in reminder texts.
Questions
Can it work with our booking software?
Yes, if the software has an API or web screens the agent can use. Otherwise it works from a shared calendar. We check this in the first session, before anything is built.
Does it give medical or professional advice?
No. It handles bookings and practical questions. Anything clinical, urgent or personal goes to your staff, and urgent symptoms are passed on straight away.
How does it avoid double bookings?
Every booking goes through one service that checks the slot and creates the booking in a single step, and the agent checks again just before it confirms. Two chats asking for the same time cannot both succeed.
Do we need this, or is a booking page like Calendly enough?
It depends on your rules. A booking page handles standard visits well. An agent is worth it when requests arrive as free text on several channels, or when eligibility, locations, staff skills or insurer-authorised hours decide who can book what. It can also work in front of a booking page tool you already use.
Our schedule has special rules, such as therapy with authorised hours. Can it cope?
Yes, if the rules are written down and held somewhere the agent can read, such as authorised hours in your practice software. The agent handles the front end: asking for a slot, confirming it and sending reminders. It does not replace your practice management software.
What do reminders say?
The time, the place and any preparation steps, without the procedure or reason for the visit. Reminders can be sent on WhatsApp, SMS or email, and each one lets the customer confirm, move or cancel with one reply.
We only have Google Calendar or a spreadsheet. Is that enough?
Yes. Google Calendar has an API, and a spreadsheet can hold the waiting list and the log. You can move to booking software later without redoing the agent.
Will it reduce no-shows?
It can help: one-reply reminders and a waiting list mean a cancelled slot is more likely to be used. We do not promise a figure. We note your current no-show rate before launch so you can compare it with your own numbers afterwards.
How much does an agent like this cost?
It depends on the task and the systems it connects to. After a first call we give you a clear estimate of cost and time.
Want this agent built around your work?
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