Create and manage Appointment Scheduling

Appointment Scheduling lets you create appointment calendars and allow customers to choose a suitable time. Use it for consultations, product demos, customer support, or online meetings. Each calendar can have its own working hours, timezone, location, notifications, and booking limits. Customers can also book, cancel, or check available times directly in a conversation.

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Open Appointment Scheduling

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Create and manage a Calendar

The Calendars tab lists the calendars you have created. You can search by name, check a calendar’s status, or click Add to create one. The management table contains the following items: The Actions menu lets you edit, duplicate, copy the Booking Link, or delete a Calendar. The Booking Link must be added to a Flow and sent to the customer from that Flow. This allows ChatbotX to identify the contact who opens the link and books the appointment.

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Enter the appointment details

In What is your appointment, enter information that helps you identify the Calendar and tells customers what the appointment is about.

• Name: The appointment name, for example ChatbotX solution consultation.
• Description (optional): The purpose of the appointment and any information customers should prepare in advance.

Use a short and clear name. The description should tell customers what you will discuss and what they need to prepare.

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Set the available booking times

The When can people book? section defines the days and times when you accept appointments. Each day of the week can use different hours. Click Edit under a day to change its start and end times. Select the correct Timezone so appointment times are displayed consistently. In the day editor, each row contains a Start Time and End Time. Click Add Interval to create multiple booking periods on the same day. For example, accept appointments from 9:00 AM to 12:00 PM, take a lunch break, and continue from 1:30 PM to 5:00 PM. Click the trash icon to remove a time period, then click Save.

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Choose the appointment location

The Where will the appointment happen? section lets you choose how the appointment takes place and provide the details customers need to join. Location Type has three options:

• In-Person Meeting: Meet in person. Enter the address in Detail (optional).
• Phone Call: Meet by phone. Enter a phone number or contact instructions.
• Online Meeting: Meet online. Enter a Google Meet, Zoom, or another meeting link.

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Configure confirmation and reminder messages

When you create an Appointment Calendar, ChatbotX automatically creates two Flows, which are automated message sequences, using the appointment name: These sequences appear in Flows. You can open each one and edit its message before selecting it in Notifications. When customers use Open booking page or Open availability page, ChatbotX automatically sends the selected Flow after they finish booking or checking available times. If you select None, ChatbotX does not send the corresponding notification. Change the selection in the Appointment Calendar’s Notifications section. The Notifications section controls what customers receive after booking, after cancellation, or before the appointment begins:

• Confirmation Message (optional): The message shown on the confirmation page after a successful booking. It is not an automatic chat message.
• Confirmation Flow (optional): Select Booking confirmation - [Appointment name], another Flow, or None. The selected Flow runs after the appointment is confirmed.
• Cancellation Flow (optional): Select the Flow used after an appointment is canceled, or select None if no notification is needed.
• Reminders: Select Reminder - [Appointment name], another Flow, or None. If you use a Flow, enter an amount and choose Minutes before, Hours before, or Days before.

Click + to add multiple reminder times. For example, send one reminder a day before, another an hour before, and a final reminder 10 minutes before the appointment. Click the trash icon to remove a reminder you no longer need.

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Set booking limits

The Restrictions section controls appointment duration, booking limits, and how far in advance customers can book. In the example above, each appointment lasts 5 minutes with a 5-minute break afterward. Customers can book within the next 30 days, with up to 5 appointments per customer. The Calendar accepts up to 8 appointments per day and 2 customers in the same time slot.

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Select an External Calendar

The Connect Google Calendar section lets you attach an external calendar to the Calendar you are configuring. External Calendar (optional) lists connected calendars. Keep None if you do not want to use one. If the calendar you need is not listed, open External Calendars and connect Google Calendar first.

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Save and enable the appointment calendar

After completing the settings, save the Calendar. Return to the Calendars tab and enable Status so customers can start booking appointments. Once the calendar is active, add the Booking Link to a Flow or add Appointment Scheduling to a Flow. Send the Flow to the customer so ChatbotX can identify who books the appointment. The new appointment then appears in the selected Calendar.

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Manage appointments and external calendars

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Track Appointments

Go to Tools > Appointment Scheduling and select the Appointments tab to view appointments for all customers. Select Next for upcoming appointments or Past for previous appointments. Use Search by name… to find an appointment by customer name. The Appointments table includes: Open Actions and select View to see appointment details. Select Cancel to cancel a scheduled appointment. The details page shows the status, Calendar name, Confirmation Message, invitee, time, Timezone, and location. For online appointments, Location contains the meeting link. Click Cancel appointment to cancel it from the details page. ChatbotX updates the status and sends a cancellation message if you selected content under Cancellation Flow.

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View appointments for a contact in Inbox

Team members can view each customer’s appointments in Inbox without reopening Appointment Scheduling. Open the customer’s conversation and find Appointments in the Contact information panel on the right. Expand it to view the appointment time and Calendar name. This information helps team members check an appointment while speaking with the customer. They can confirm the time or help the customer change the booking. To search or manage appointments for all customers, return to Track Appointments.

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External Calendars

The External Calendars tab connects Google Calendar to Appointment Scheduling. Click Connect Google, sign in to your Google account, and grant the requested access. After a successful connection, the table shows:

• Provider: The connected calendar provider.
• Email: The Google account used for the connection.
• Calendar ID: The Google Calendar identifier.
• Connected: The connection status.
• Date: The date the connection was created.
• Actions: Options for managing the connection.

Connecting the correct Google Calendar allows ChatbotX to check busy times before showing available slots to customers. Return to the Calendar settings and select it under External Calendar (optional).

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Use the Booking Link

Open the Calendar’s Actions menu and select Get Link to copy the Booking Link. Add the link to a message or button inside a Flow, then let that Flow send it to the customer in the conversation. ChatbotX uses the Flow delivery context to identify the contact who opens the Booking Link. Do not send this link independently by email, publish it on a website, or share it outside a Flow because ChatbotX cannot identify which contact is booking. When customers open the link from the Flow, they see the appointment name and description. They then:

• Select the correct Timezone.
• Select an available date on the Calendar.
• Select an available time slot. Each option shows its start and end times.
• Review the selected time, then click Book appointment.

After confirmation, ChatbotX saves the appointment and sends the confirmation or reminder messages you configured. You can find the new appointment in the Appointments tab or under Appointments for the Contact in Inbox.

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Use Appointment Scheduling in a Flow

In Flow Builder, the Appointment Scheduling group contains five Actions. Book appointment and Check availability receive data from Custom Fields, process the request, and save the result to a response field. The two Actions Open booking page and Open availability page send content with a button that lets the customer open a time-selection page.

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Collect the time with Get User Data

Add a Get User Data block before the Appointment Scheduling Action. Ask the customer for the value required by the next Action and save it to a Custom Field:

• Date time: The appointment date and time used by Book appointment. For example: date_time.
• Start time: The beginning of the period used by Check availability. For example: start_date.
• End time: The end of the period used by Check availability. For example: end_date.

After Get User Data saves the customer’s answer, connect the block to Book appointment or Check availability. These two Actions read the values directly from Custom Fields, so they do not send a button or open a time-selection page for the customer.

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Add Appointment Scheduling to a Send Message block

The Mode field has five options:

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Book appointment

Select Book appointment to create an appointment from data that the Flow has already collected:

• Appointment Calendar: Select a calendar configured in Tools.
• Date time: Select the Custom Field containing the appointment date and time. For example: date_time.
• Save response to a custom field: Select the Custom Field used to store the booking result. For example: response_appointment.

When the conversation reaches this Action, ChatbotX reads the date and time from the Custom Field, creates the appointment on the Calendar, and saves the response to the result field.

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Cancel appointment

Select Cancel appointment, then select the Appointment Calendar containing the appointment. When the customer reaches this step, ChatbotX cancels their appointment from the selected calendar. If you selected content under Cancellation Flow, ChatbotX sends the configured cancellation message to the customer.

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Check availability

Select Check availability to find open times on an Appointment Calendar:

• Appointment Calendar: Select the calendar to check.
• Start time: Select the Custom Field containing the beginning of the period to check. For example: start_date.
• End time: Select the Custom Field containing the end of the period to check. For example: end_date.
• Use result for AI: Allows AI to use the availability result when creating a reply.
• Save response to a custom field: Select a field for the result, for example response_appointment, for use in the next message.

When the conversation reaches this Action, ChatbotX reads the start and end times from the Custom Fields, checks the Calendar, and saves the response.

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Open booking page

Select Open booking page, then select the Appointment Calendar to display. When the customer passes through this Action, ChatbotX sends content with a Select Date button in the conversation. The customer clicks the button to open the booking page, selects the Timezone, date, and an available time slot, then clicks Book appointment. ChatbotX identifies the Contact from the conversation and saves the appointment to the selected Calendar. This Action does not have a Success or Error branch. After the customer completes the booking, ChatbotX automatically sends the notification configured under Configure confirmation and reminder messages.

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Open availability page

Select Open availability page, then select the Appointment Calendar to check. When the customer passes through this Action, ChatbotX sends content with a Check Availability button. The customer clicks the button to open the availability page, selects the Start Date, End Date, and timezone, then clicks Confirm. This page only checks available times within the selected period; it does not create an appointment. This Action does not have a Success or Error branch. After the customer completes the check, ChatbotX automatically sends the notification configured under Configure confirmation and reminder messages.

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Send a message based on the result

After you save the settings, the three Actions Book appointment, Cancel appointment, and Check availability display two result connectors:

• Success: The Action successfully booked, canceled, or checked availability.
• Error: ChatbotX could not complete the request, for example because another customer just booked the selected time.

Connect each result to a separate Send Text block. The customer receives the message that matches what happened. Example messages for each option:

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Example

A consultation booking sequence can work as follows: