Streamline your scheduling process and eliminate the endless back-and-forth of email coordination with our advanced AI Agent and Chatbot Booking System. By integrating powerful tools like TidyCal, Calendly, and Google Calendar directly into your chat widget, you allow leads and customers to book appointments effortlessly 24/7. This automated system is not just a convenience; it is a scalable solution ideal for doctors managing patient intake, online course providers scheduling student 1:1s, and consultants securing high-value meetings.
Automated Appointment & Booking System Overview
Transform your chat widget into a fully functional scheduling assistant. Whether you are using TidyCal for cost-effective scheduling, Calendly for professional meeting coordination, or Google Calendar for direct time-blocking, the AI chatbot acts as your personal secretary. It can check availability, book slots, and manage cancellations in real-time.
TidyCal Integration
TidyCal is a favorite among freelancers and small business owners for its simplicity. Enable this integration to authorize the OpenAI chatbot to access your TidyCal account directly. This allows users to book appointments and manage them seamlessly within your existing TidyCal ecosystem.
AI Tasks for TidyCal
- Book an event: The chatbot can book events in your TidyCal on behalf of the user, automating the intake process.
- Update an event: The chatbot allows users to reschedule by updating an existing event in your TidyCal account.
- Cancel an event: If plans change, the chatbot can cancel an existing event for a user instantly.
- List events: The chatbot can retrieve and list all upcoming events associated with a specific user.
- Show available booking times: The chatbot checks your calendar in real-time to show only the available booking times to the visitor.
TidyCal Setup Guide
Activate Integration
Navigate to Settings > Artificial Intelligence > TidyCal integration in your admin panel and click Activate.
Generate API Key
Log in to your TidyCal account and go to Integrations > Advanced > API Keys (or click the direct link provided in settings). Create a new Personal Access Token. Copy this token and paste it into Settings > Artificial Intelligence > TidyCal integration > Access token. Remember to save your changes.
Set Booking Type
Enter the exact title of the booking type you wish to automate in Settings > Artificial Intelligence > TidyCal integration > Booking type title. Save the changes to confirm.
Configure Slots
Configure the available booking times, buffer times (before and after bookings), and the slot duration directly inside your TidyCal account. Once completed, you are done. The chatbot can now fully book and manage events in your TidyCal account.
Information:
Currently, only events without a price (free events) are supported. Note that the selected booking type is cached for 24 hours. If you update the event in TidyCal, you may need to wait up to 24 hours for the changes to take effect in the chat. To apply changes immediately, create a new booking type or change its title and update the reference in the CHAT.devad.io settings.
Calendly Booking Workflow
With the Calendly integration, scheduling meetings with your site visitors becomes a breeze. Your leads can easily book appointments directly from the chat widget. Follow these steps to send a Calendly booking invitation via the chat.
- Create an event type from
https://calendly.com/event_types/user/me. - Click Share and copy the URL.
- To send the invitation, utilize the rich message button type.
Ensure you enter the Calendly URL you copied in the previous step as the URL. Additionally, include the success attribute to customize the confirmation message that will be sent to the user after the booking is successfully completed.
[button link="https://calendly.com/your-name/meeting" name="Schedule a meeting" success="Thank you! Your meeting has been scheduled."]Google Calendar Automation
Enable this integration to allow the OpenAI chatbot to directly access your Google Calendar. This integration is powerful for service businesses requiring strict time management, allowing users to book appointments and manage them in real-time on your calendar.
AI Tasks for Google Calendar
- Book an event: The chatbot can book events in your Google Calendar on behalf of the user.
- Update an event: Users can request changes, and the chatbot can update an existing event directly in your calendar.
- Cancel an event: The chatbot can cancel an existing event for a user if necessary.
- List events: The chatbot can list the events of a user from your Google Calendar to confirm schedules.
- Show available booking times: The chatbot proactively shows available booking times to avoid scheduling conflicts.
Google Calendar Setup
Setting up Google Calendar requires a few simple synchronization steps.
- Go to Settings > Artificial Intelligence > Google Calendar integration and click Activate.
- Click Settings > Artificial Intelligence > Google > Synchronize and complete the synchronization process to authorize access.
- Set the available booking times under Settings > Miscellaneous > Scheduled Office Hours.
You are done. The chatbot can now book and manage events in your Google Calendar.
Important Configuration Settings:
Slot duration: This setting defines the duration of the booked event (e.g., 30 minutes).
Buffer time: This setting is used to add a buffer (in minutes) between bookings so you are not booked back-to-back.
Minimum booking time: This setting is the minimum time (in minutes) required to book an event from the current time. It is used to prevent bookings occurring too close to the present moment.
Use Cases for Automated Scheduling
Automated booking systems are revolutionizing how service-based sectors operate. By removing the friction of manual scheduling, professionals can focus on delivering value rather than managing calendars.
