🗓️Book calendar
Customize how the agent schedules an appointment
Allow your agent to schedule appointments directly in your calendar during a phone conversation. Once the user confirms their interest and provides the necessary information, the agent can automatically create the appointment without interrupting the call flow.
This feature works in conjunction with Check Availability to offer a complete scheduling experience: first it checks available times and then schedules the selected appointment.
Note: To obtain your Cal.com API Key and Event Type ID, check our documentation "How to Configure Cal.com".
Step-by-Step Guide
Step 1: Select Your Agent
Navigate to the agent list and select the agent you want to add the calendar booking action to
Step 2: Access Settings
Once inside the agent, go to the Settings tab.
Within Settings, find and click on Agent Actions to access the available actions for your agent.
Step 3: Add the Book on Calendar Function
A menu with available options will appear. Click Add and then select Book on the calendar from the list of options.
Step 4: Complete the Configuration
To obtain your Cal.com API Key and Event Type ID, check our documentation "How to Configure Cal.com".
Name: Assign a descriptive name (e.g., "book_appointment")
Instructions: Define how the agent should handle the scheduling process
API Key: Enter your Cal.com API key
Event Type ID: Specify the Cal.com event type ID
Timezone: Time zone for appointments
Important Instructions for the Agent
Remember that when referring to dates, you should always update the timezone of the location where you are. This is important to maintain clarity and consistency in communication.
To provide the AI with context about the current time, you must include the following variable in your prompt: {{current_time}}, which is a variable we introduce by default. This variable gives the agent context about the current time.
If you need a different time zone, you can specify it using {{current_time_[timezone]}}. For example: {{current_time_America/New_York}}.
Note: The [timezone] must be in IANA (Internet Assigned Numbers Authority) format.
Some of the available options are:
Bogotá, Colombia
America/Bogota
Santiago, Chile
America/Santiago
La Paz, Bolivia
America/La_Paz
Lima, Peru
America/Lima
Caracas, Venezuela
America/Caracas
Madrid, España
Europe/Madrid
Ciudad de Mexico, Mexico
America/Mexico_City
Multiple Calendar Configuration
If you need to schedule appointments in different calendars, you can create multiple actions by specifying in each one which specific calendar the appointment should be scheduled to. This is useful for separating different types of services or work teams.
Additional Examples for Book Appointment
For scheduling meetings: "Once the user selects a time slot, confirm all details (full name, phone, email, date and time) before creating the appointment. After successfully scheduling, confirm that the appointment has been scheduled and mention they will receive an email confirmation with all the details."
For Mental Health Services: "To schedule a therapy session, request: full name, phone, email, and whether it's their first session. Ask if they prefer in-person or virtual session. After confirming the appointment, mention our cancellation policies (24 hours notice) and that they will receive intake forms via email."
For Educational Services: "When scheduling a tutoring session, confirm: student's name, grade/level, specific subject, phone and contact email. Ask if they need special materials. After booking, inform them that the session will be 60 minutes long and they can reschedule with 12 hours notice."
For Real Estate Services: "To schedule a property viewing, collect: full name, phone, email, type of property of interest, and approximate budget. Confirm the address of the property to visit. After scheduling, mention that the visit will last approximately 30 minutes and they will receive the exact address via text message."
For Veterinary Services: "To schedule a veterinary appointment, confirm: owner's name, phone, email, pet's name and species, and reason for consultation. Ask for the animal's approximate age. After booking, remind them to bring vaccination records and to arrive 10 minutes early for check-in."
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