Enabling Appointments and Calendar

Appointments Help Guide

The Appointments feature lets your chatbot help visitors book a meeting (demo, consultation, appointment) and saves those requests in your Appointment Records. You can connect a scheduling provider (Calendly) or a calendar (Google/Microsoft) so the bot can offer available times.

Where to find it:
My Chatbots → (Select a Chatbot) → Appointments

What Appointments does

• Allows your chatbot to start a booking flow when users ask to book

• Connects to a scheduling/calendar provider to support time-slot selection

• Saves bookings in Appointment Records so your team can follow up

Page overview (what each part means)

1) Enable Appointments (toggle)

• ON: The bot can detect booking intent and start the appointment flow.

• OFF: Booking is disabled.

Tip: Turn this ON before testing the booking flow on your website.

2) Authorization Buttons (Connect a provider)

You can connect one scheduling provider/calendar to power appointment booking:

Calendly Authorization

Connects your chatbot to Calendly so users can book via your Calendly setup.

Use this if:

• You already manage availability, buffers, and event types in Calendly

• You want the simplest setup (Calendly handles scheduling rules)

Google Calendar Authorization

Connects your chatbot to Google Calendar to support availability-based booking.

Use this if:

• You schedule in Google Calendar

• You want bookings based on calendar availability

Microsoft Calendar Authorization

Connects your chatbot to Microsoft calendar (e.g., Outlook/Office 365) to support booking.

Use this if:

• Your team schedules in Outlook/Office 365

• You want bookings based on Microsoft calendar availability

Best practice

• Choose the platform you actually use for scheduling daily (Calendly OR Google OR Microsoft).

• If you switch platforms later, re-authorize the new one and test again.

3) View Appointment Records

Click “View Appointment Records >>>” to see the bookings your chatbot has captured (who booked and when).
This is your “log” of appointment submissions.

4) Suggested Messages / Custom Trigger Keywords (textbox)

This tells the chatbot what user phrases should trigger the appointment flow.

• Enter one trigger phrase per line

• Keep phrases short and natural

Good examples (copy/paste list):

• Book a demo

• Book an appointment

• Schedule a call

• Talk to sales

• Consultation

• Book now

• Set a meeting

• Meet with your team

• Can I book?

• I want to schedule

Tip: Add both “formal” and “casual” phrases. Users don’t always type the same wording.

5) Save

Click Save after any changes (toggle, triggers, provider authorization).
If you don’t save, your triggers/settings may not apply.

Recommended setup (fast + reliable)

1. Turn Enable Appointments ON

2. Click one authorization button (Calendly OR Google OR Microsoft) and complete login/permission steps

3. Add at least 5–10 trigger phrases (one per line)

4. Click Save

5. Test on your chatbot (embedded site) by typing: “Book a demo” or “Schedule a call”

Common workflows

A) You already use Calendly

• Authorize Calendly

• Add triggers like “Book a demo” / “Schedule a call”

• Save → test booking in chat

B) You schedule directly in Google Calendar

• Authorize Google Calendar

• Add triggers

• Save → test booking in chat

C) Your team uses Outlook/Microsoft 365

• Authorize Microsoft Calendar

• Add triggers

• Save → test booking in chat

Troubleshooting

Booking doesn’t trigger in chat

• Confirm Enable Appointments is ON

• Add more trigger phrases (one per line)

• Click Save

• Use simple phrases like “book”, “schedule”, “appointment”, “demo”

Authorization button worked, but booking still doesn’t show

• Re-check that you clicked Save

• Try logging out/in and authorizing again

• If you connected multiple providers, pick one and stick to it (avoid conflicts)

No appointment records are appearing

• Confirm users completed the booking flow

• Test it yourself using the triggers

• Check that the chatbot is properly embedded on your site and receiving traffic

Best practices (conversion + fewer no-shows)

• Use a clear primary trigger like “Book a demo”

• Add “high-intent” triggers: pricing, quote, consultation, call

• Follow up quickly using Appointment Records (same-day response boosts conversion)

Privacy reminder

Appointments can include personal information (name, email, phone). Limit access to authorized staff and treat exports/records securely.

Settings explained

1) Enable Appointments (toggle)

• ON: The chatbot can offer booking and create appointment records.

• OFF: Booking is disabled (no slots shown).

2) Google Calendar connection

Appointments sync with your connected Google account.

Google Calendar List (dropdown)

Choose which calendar to use for availability checks (example: “EasyAssistAI”, “Work”, “Bookings”).

Tip: Use a dedicated “Bookings” calendar for cleaner scheduling.

Cancel Google Calendar Authorize (button)

Disconnects Google Calendar authorization.
Use this if you want to switch accounts or re-authenticate.

3) Duration (dropdown)

Sets the length of each appointment slot (e.g., 15, 30, 45, 60 minutes).

Best practice

• Demos/consultations: 30–45 min

• Quick inquiries: 15–30 min

4) Hourly system (dropdown)

Choose how times display:

• 12 Hours (e.g., 3:30 PM)

• 24 Hours (e.g., 15:30)

5) Available Time (weekly schedule)

This defines the working hours your bot can offer.

• Each day has a checkbox to enable that day.

• Time ranges (e.g., 10:30 – 11:30) define when appointments may be booked.

• “+” (plus) adds an additional time range for that day (useful for breaks).

• “x” removes a time range.

Example schedule

• Wed: 10:30–11:30, 13:30–14:30, 15:30–16:30

• Sat: 10:00–18:00

How availability works

• The bot only offers slots inside your Available Time windows

• It should also avoid times already marked busy in your selected Google Calendar

6) View Appointment Records

Click View Appointment Records >>> to see saved bookings (who booked, what they requested, and when it was created).

7) Suggested Messages / Custom Trigger Keywords

This tells the chatbot what phrases should trigger the booking flow.

• Enter one trigger per line

• Keep triggers short and common

Good examples

• Book a demo

• Schedule a call

• Book an appointment

• Talk to sales

• Consultation

Tip: Add both “formal” and “casual” phrases users actually type.

8) Save

Always click Save after changes—availability, calendar selection, and triggers won’t apply until saved.

Best practices (to prevent missed bookings)

• Use a dedicated calendar (e.g., Bookings) and keep it clean

• Add breaks using multiple time ranges (morning + afternoon)

• Keep duration realistic (don’t over-tighten slots)

• Add 5–10 trigger phrases so users naturally hit the booking flow

• Test from your website chat: type “book a demo” and confirm slots appear

Troubleshooting

No slots are showing

• Confirm Enable Appointments is ON

• Confirm you selected a Google Calendar List

• Ensure at least one day has Available Time enabled and saved

• Widen your available windows (for testing)

• Check your calendar isn’t fully blocked by existing events

Slots show but bookings conflict

• Make sure you chose the correct calendar (the one that contains your real busy events)

• Consider using one calendar strictly for booking conflicts (and ensure all busy events are there)

Times look off (timezone issues)

• Your availability typically follows your Google Calendar timezone.

• Verify the timezone in Google Calendar settings and your device/browser.

Triggers aren’t working

• Add more trigger phrases (one per line)

• Make sure you clicked Save

• Use simple phrases users will type (“book”, “appointment”, “schedule”)

Privacy reminder

Appointment records can include personal information (name, email, phone, message). Limit access to authorized staff and avoid sharing exports publicly.