Automate Appointment Booking
Scheduling eats up time, not because it is complicated, but because it keeps getting interrupted. With AI-powered appointment scheduling, the appointments agent coordinates requested times with everyone involved, books directly into your existing calendar and sends reminders in time, without anyone on your team having to call or send emails back and forth. Reschedules and cancellations run just as automatically, so the calendar stays current at all times. For businesses with many recurring appointments, such as consultations, treatments or site visits, this is often the most noticeable relief in day-to-day operations.
Who this module is for
- One appointment takes five emails back and forth before a time works for everyone.
- Customers call to reschedule an appointment, and someone has to update the calendar by hand and inform everyone involved.
- No-shows cost you time regularly, because nobody sends a reminder in time.
- Several people on your team keep their own calendars, and coordinating between them happens by word of mouth instead of through a system.
- Customers want to book outside business hours and only find a phone number that nobody picks up.
- Recurring appointments such as check-ups, follow-up consultations or maintenance visits are tracked by hand, and some slip through.
What you receive
Automatic scheduling
The agent checks requested times against the calendars of everyone involved and suggests matching time slots, without anyone having to look it up manually. This also works when several people from your team need to be part of the same appointment. Customers usually get a suggested time within a few minutes.
Direct booking in your existing calendar
Appointments are created in your existing calendar system, for example Outlook or Google Calendar, so no separate booking tool is added. Everyone involved sees the appointment where they would look anyway. That reduces the risk of an appointment being double-booked or missing from the calendar entirely.
Reminders and confirmations
Participants automatically receive a reminder before the appointment, which noticeably reduces the number of no-shows. You decide the timing and channel of the reminder, for example email or SMS. On request, the customer actively confirms the appointment, which adds extra certainty.
Handling reschedules
When an appointment is moved or cancelled, the agent updates the calendar and informs the other participants, without anyone having to chase it up by phone. If needed, it directly suggests a replacement time. That way a cancellation doesn't just become a gap in the calendar, it gets actively followed up.
Rules for your availability
You define which time slots, buffer times and exceptions apply, and the agent sticks to them strictly. This also covers different rules per person or appointment type, for example longer buffers after certain appointments. Public holidays and vacation periods can be stored as well.
Pre-qualification before the appointment
Where useful, the agent asks one or two short questions before booking to classify the appointment correctly, such as the nature of the request or how much time to plan for. That way the calendar entry carries not just a time slot but also the context your team needs to prepare. This especially cuts down on unnecessary follow-up questions for first appointments.
How it runs
Analysis
We look at how appointments are currently made, which participants typically need to be coordinated and which rules apply. We also clarify which appointment types are suited to fully automatic booking and which should still be confirmed.
Integration
The agent is connected to your existing calendar and, if needed, to a booking form on your website. Existing rules on availability and buffer times are carried over directly.
Test run
For a period, someone on your team confirms every booking before the agent books on its own. This lets us check before going live that the agent's suggestions actually fit your daily routine.
Go-live
The agent coordinates appointments on its own within the agreed scope, including reminders and rescheduling. We stay available afterward in case your availability rules or appointment types change.
Pricing
The build is fixed as a one-time price after a short discovery conversation, depending on the number of calendars involved and any special rules. Ongoing operation is optional and agreed separately.
We agree on concrete prices in the initial consultation. All amounts excl. VAT. The build is often up to 50% eligible for funding via KMU.DIGITAL.
What this costs to keep running is covered under operation & ongoing care, and where your data physically sits under hosting in Austria & the EU.
See all servicesFrequently asked questions about the appointments agent
Within the rules you set, yes, for example for standard appointments with clear time slots. For exceptions or particularly important appointments, the agent can be set up to only suggest a time while a person gives the final confirmation.
The agent detects the conflict from the calendar and suggests alternatives instead of double-booking a slot.
Usually yes, the agent connects to common systems such as Outlook, Google Calendar or industry-standard scheduling tools. We clarify which integration makes sense in the initial consultation.
It updates the calendar immediately, informs the participants and, if you want, can automatically ask for a replacement time.
That is your decision. Many customers deliberately phrase the communication to match their own tone, regardless of who handles the coordination in the background.
The price mainly depends on the number of calendars involved and on whether there are special rules such as different appointment types or buffer times. The build is fixed as a one-time price after a short discovery conversation, and ongoing operation is optional. We agree on a concrete figure in the free initial consultation, and the build is often up to 50% eligible for funding via KMU.DIGITAL.
Yes, such appointments can be stored as a rule, so the agent automatically suggests or directly books follow-up appointments, for example a check-up six months after the last treatment. This especially helps businesses with many predictable repeat appointments.
The agent offers further time slots or asks specifically for a preferred time of day to narrow the options down. If no matching time can be found within the stored rules, the request is handed to a person instead of leaving the customer at a dead end.
