The "Appointment Booking Conversation AI Bot" action is designed to automate the appointment booking process through conversational AI. It engages with users, guiding them through the steps of booking an appointment while adapting its responses based on user input. This bot can be customized with specific instructions, tone settings, and timeout configurations to create a dynamic, personalized interaction.

Open the desired workflow in your account, then proceed to add the action.

Action Name

Enter a clear and descriptive name for your action.

Calendar

Select the calendar on which appointments should be booked from the dropdown.

Personality

Define the bot’s interaction style, such as friendly, professional, or another tone that suits your brand.

Additional Instructions

Provide any additional guidelines or conversational tips for the bot to follow during the interaction.

Message Limit

Set the maximum number of messages the bot will exchange before it ceases further attempts to book the appointment.

Timeout (Value)

Specify the time duration the bot will wait for a response from the user before it times out.

Timeout (Unit)

Choose the timeout unit -minutes, hours, or days.

Channel

Choose the communication channel (e.g., SMS, email, chat) through which the conversation will take place.

Disable Confirmation Message 

Opt to disable the confirmation message that is typically sent after an appointment is booked.

Wait Time Before Responding 

Define the time (in seconds) for the bot to wait before responding to the contact. 

📌Note: The maximum wait time is 300 seconds, with a default value of 10 seconds for convenience.

Save the action once you are satisfied with your selections.

By configuring the Appointment Booking Conversation AI Bot with the right settings, you can significantly enhance the efficiency of your appointment booking process, ensuring a seamless user experience while reducing the potential for missed bookings.

Use Case

Imagine you're using the bot to book a consultation. You configure the bot to adopt a friendly and persuasive tone to guide the contact toward scheduling the consultation. If the user doesn’t respond within 24 hours (based on the timeout setting), the bot will stop the conversation and mark the appointment as “not booked.”

✍️Important Notes

• Ensure that the bot’s personality aligns with your business’s tone and the expectations of your audience.
• Setting a higher message limit allows for more extensive conversations but may lead to slower resolutions.
• If the contact doesn’t respond within the allotted time, the appointment will be marked as "not booked," and the workflow will proceed as planned.