Calendar & booking
Let callers book straight into your calendar.
Open AI Receptionist → Calendar & Booking.
What it does
The assistant can check real availability and book an appointment during the call — not promise a callback to arrange one.
Connect a calendar
Connect your calendar under Settings → Scheduling or via Google Calendar.
The assistant reads free/busy from the connected calendar, so existing commitments are respected without you maintaining a separate availability list.
Booking rules
Which calendar to book into, when more than one is connected.
Appointment length — the default duration. Different call types can book different lengths, so a consultation and a quick check-in do not have to be the same.
Buffer — time either side of a booking. Without it, back-to-back appointments leave no room to travel, write up notes or take a breath.
Notice period — how soon someone can book. Setting this to two hours stops a caller booking a slot fifteen minutes from now that nobody can make.
How far ahead — the booking window. Too far and you fill your calendar with appointments people forget about.
Availability
Booking availability follows your business hours by default, and can be narrowed further — you may be open all day but only take appointments in the afternoons.
Each team member's own hours also apply if bookings go into individual calendars. See Hours.
What the caller gives you
Set the fields collected at booking. Name and contact details are the minimum; add whatever your team needs to prepare.
For call types set to Book into my calendar, the fields on that call type are collected too. See Scenarios & call types.
Confirmations
Set a confirmation to the caller by SMS or email when a booking is made, and a reminder before it.
Reminders reduce no-shows more than anything else you can configure here. A reminder the day before, and a short one on the day, is the standard pattern.
Rescheduling and cancelling
The assistant can reschedule or cancel an existing booking on request, if it can identify the caller and find the booking. Caller memory helps here — see Caller memory.
Double-booking
Because availability is read live at the moment of booking, two callers cannot take the same slot.
If you also book from elsewhere — a paper diary, a separate system — those bookings are invisible to the assistant unless they are on the connected calendar. Keep one source of truth.
Test it
Book a real appointment through the assistant and confirm it appears in the calendar with the right time, duration and details attached. Then cancel it.