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Voice AI

How to have Voice AI book appointments on your calendar during the call

In AI Agents › Voice AI, open the agent, click New Action › Appointment Booking and choose Single Calendar (set offering days, slots per day and hours between slots) or Multiple Calendars (one per service, with a description and trigger keywords). Save and test with a call.

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Before you start

  • Have your voice agent created in AI Agents › Voice AI.
  • Have at least one calendar in Calendars with availability, duration, buffers and booking rules set up. If you use Google or Outlook, connect them first.
  • If you offer several services (consultation, quote, first visit), have one calendar per service.
Where to find it

AI Agents › Voice AI › Agent List › (open the agent) › New Action › Appointment Booking

Step by step

Single calendar (one service)

  1. Open AI Agents › Voice AI › Agent List and click the agent.
  2. In the Actions section, click New Action and choose Appointment Booking.
  3. Choose Single Calendar and select the calendar.
  4. Set:
    • Offering Days: how many future days the AI proposes;
    • Appointment slots per day: how many time options it presents each day;
    • Hours between slots: the spacing between offered times.
  5. Save the action and the agent.

Multiple calendars (several services)

  1. In the same action, choose Multiple Calendars.
  2. Add the eligible calendars (for example, "Consultation", "Quote", "First Visit").
  3. For each one, write a clear description and the trigger keywords that point to that service (you can accept the AI-generated suggestions or write your own). Avoid similar phrasing across calendars.
  4. Optionally, set a fallback behavior for requests that don't clearly match any calendar.
  5. Save the action and the agent.

Test it

  1. In the Test Your Agent panel, make a call and ask to book.
  2. Confirm the AI picks the right calendar, offers valid times and completes the booking.
  3. Check the appointment in Calendars and the call details in the call logs.

Tips

  • The AI honors calendar rules: availability, buffers, minimum notice and conflicts. If the offered times are wrong, fix the calendar, not the agent.
  • Agent working hours and calendar availability are separate: the first controls when the AI answers; the second, which times can be booked.
  • The AI asks for anything missing to complete the booking (for example, an email), and those details are saved to the contact record.
  • The booking confirmation to the client follows the notifications of the calendar used; the AI's post-call summary email is a separate thing and doesn't replace it.

Common problems

  • The AI says there are no available times → The calendar has no availability in the period or the minimum notice blocks everything. Review availability in Calendars and increase Offering Days.
  • The AI books on the wrong calendar → The calendar descriptions or keywords overlap. Make them more specific and distinct.
  • The appointment doesn't show in Google/Outlook → Calendar sync isn't connected. Turn it on in the calendar settings.
  • The AI offers too many options and the caller gets lost → Reduce Appointment slots per day and Offering Days.

Frequently asked questions

Where do the answers the AI collected during booking end up?

Recordings, transcripts and summaries stay in the call logs; mapped qualification answers go to contact custom fields; notes for the meeting can be sent through a workflow.

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