AI Appointment Assistant: Booking and Reminders
Calling AI answers customers who call to book, 24/7: it finds a free slot in your calendar, books the appointment and takes changes and cancellations. Before the day, it calls your list with a reminder and asks whether they'll come. On WhatsApp and web chat it answers booking questions and passes requests to your team. It connects to Google Calendar from the panel.
What does it do for appointments?
Booking by phone
Asks for the service and day, finds a free slot in your calendar and books it.
Changes and cancellations
Takes a change or cancellation from customers who can't make it and records the outcome.
Reminder calls
Calls your list on the days and hours you set, reminds them of the appointment and asks whether they'll come.
Reaching the unreachable
Retries unanswered calls after the interval you set, then follows up by WhatsApp or e-mail.
WhatsApp reminders
Sends reminders as Meta-approved templates; the number's assistant answers the replies.
Requests on WhatsApp and web chat
Answers service, price and availability questions and passes the booking request to your team.
87%
Fiba Emeklilik · of calls completed by the assistant
Fiba Emeklilik runs its customer calls and set call flows with the Calling AI phone assistant; 87% of calls were completed by the assistant.
Online booking systems and an appointment assistant
Online booking systems let customers pick a slot themselves, which works well for people who prefer to book online. Many customers still call or message, and those calls take staff time. The assistant handles them: it completes phone bookings itself and collects requests on WhatsApp and web chat. You keep your online booking system; the two work side by side.
If your booking software syncs with Google Calendar, the assistant looks at the same calendar. Otherwise it connects to your software through the REST API and webhooks, and we build custom integrations for in-house systems.
Who uses it
Clinics keep their booking line open 24/7, remind patients ahead of the day and take cancellations, while medical questions go to the doctor. Beauty centres, car and repair services and schools use the same flow for sessions, service visits and open days.
How it works
- 1
Connect your calendar
Connect Google Calendar from the panel; the assistant sees free slots there and books into it.
- 2
Set up the assistant
Describe which services it books and what it asks, or start from a ready-made example.
- 3
Connect your number and channels
Forward your number or connect your PBX over SIP; add WhatsApp and web chat from the same panel.
- 4
Plan reminders
Choose the days and hours for reminder calls and upload your list.
Questions about the appointment assistant
Does it replace our online booking system?
No, it works next to it. Your online system keeps serving people who book online; the assistant takes the calls and messages.
Which calendar does it work with?
Google Calendar, connected from the panel. Other booking software connects through the REST API and webhooks, or a custom integration.
Can customers book on WhatsApp?
On WhatsApp and web chat the assistant answers questions and passes the booking request to your team. You can also send reminders as Meta-approved templates.
How much does it cost?
Phone, WhatsApp, web chat and e-mail are included in the ready-made packages, and every package can be tried free for 14 days.
Last updated: 9 November 2026
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