Let your AI agent book appointments

Your AI agent can book appointments straight into one of your calendars. It offers times that are really free, books one when the visitor agrees, and later moves or cancels it if they ask.

It works on your web chat and on WhatsApp.

#Connect a calendar

Automation›Prompts

For example, with a calendar called Discovery Call — 30 min:

[calendar:Discovery Call — 30 min]

Capital letters do not matter. Only active calendars appear as badges.

If you built the agent with the AI Builder and your description was about booking, the calendar is already connected. See Calendars the AI Builder creates for you.

#How the agent books

• It offers real times. The agent sees your free times for about the next two weeks, following your hours, notice period and existing bookings. It offers a few at a time instead of a long list, and says which time zone they are in. If the visitor asks for a date further ahead, it looks that day up.
• It needs a name and a way to reach the person. It books only once it has their name and an email or phone number. On WhatsApp, their number already counts. If something is missing, it asks.
• It says “booked” only after the booking worked. If someone else took that time a moment earlier, the agent says so and offers other times on the same day.

The booking is the same as one made on your booking page. It appears in View Schedules, blocks that time everywhere, and the host is notified.

#Move or cancel an appointment

People can ask the agent to change or cancel an appointment they made. The agent first makes sure the appointment is theirs:

• On WhatsApp, the number they are writing from proves it. They can change appointments booked under that number straight away.
• Everywhere else, the agent sends a 6-digit code to the email or phone already saved for that person, and asks them to type it. The code works for 10 minutes, with 3 tries.

The agent gives the same answer whether or not the email or phone it was given belongs to anyone, so nobody can use it to find out who has an appointment with you. Codes are limited to 5 per address in 15 minutes.

#Limits

• One calendar per agent. If a prompt holds more than one [calendar:…], only the first one counts. For two kinds of appointment, use two agents, or one calendar.
• No voice agents. The calendar works in chat only, not on phone calls.
• Each agent uses its own prompts. When you run several agents, each one answers with the prompts that belong to it, so each can connect a different calendar.

#Renaming a calendar

When you rename a calendar in Apps > Calendar and save, Tayon updates [calendar:Old name] to the new name in all your prompts. You do not need to edit them.

#If the agent does not offer times