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Appointment Management

By enabling the Appointment feature, you can configure your Google Calendar or Calendly, giving your agent the ability to schedule appointments for countless services.

Neoagent Appointment Integration

Overview​

The integrated appointment management allows your chatbot to:

  • Display availability in real-time
  • Automatically book free slots
  • Send confirmations via email/SMS
  • Manage cancellations and changes
  • Sync with external calendars

Configuration​

Google Calendar Integration​

  1. Connect Google Account

    • Go to Appointments
    • Click "Google Calendar Authorization"
    • Authorize access to your calendar

  2. Set Availability

    • Set working hours
    • Define standard appointment duration
    • Configure system time display

  3. Customize Fields

    You can ask NeoAgent to store custom data within the Prompt Model

Calendly Integration​

  1. Link Calendly Account

    • Enter your Calendly URL
    • Configure webhook for synchronization
    • Test the connection

  2. Map Services

    • Associate Calendly services with the chatbot prompts
    • Configure prices and duration
    • Set up confirmation email

Examples of Services​

Professional Services​

  • Consultations: Legal, tax, business
  • Medical Visits: Check-ups, specialist visits
  • Beauty Services: Hairdresser, beautician, massage
  • Training: Private lessons, coaching

Commercial Services​

  • Sales: Product demos, quotes
  • Real Estate: Property visits, evaluations
  • Automotive: Test drives, maintenance
  • Dining: Table reservations, events

Booking Workflow​

Standard Process​

  1. Customer expresses interest

    • "I would like to book an appointment."
    • "When are you available?"

  2. Bot gathers information

    • Type of service requested
    • Date/time preferences
    • Contact details

  3. Check availability

    • Check calendar in real-time
    • Propose free slots
    • Confirm user choice

  4. Finalize booking

    • Save appointment in calendar
    • Send confirmation via email
    • Set up automatic reminders

Conversation Example​

Bot: "Hello! How can I help you?"
Customer: "I would like to book a medical visit."

Bot: "Perfect! What type of visit?"
Customer: "General check-up."

Bot: "Great. When would you prefer to come?"
Customer: "This week, if possible."

Bot: "I have these available slots:
     • Wednesday, 15/03 at 14:30
     • Thursday, 16/03 at 10:00  
     • Friday, 17/03 at 16:15
     
     Which one do you prefer?"
Customer: "Wednesday at 14:30."

Bot: "Perfect! Can you provide your name, email, and phone number?"
Customer: "Mario Rossi, mario@email.com, 333-1234567."

Bot: "Appointment confirmed for Wednesday, 15/03 at 14:30.
     I've sent you a confirmation email with all the details.
     See you soon!"

Automatic Notifications​

  • Immediate confirmation: To the user and the team
  • 24h reminder: Email/SMS reminder
  • 2h reminder: Final notification
  • Follow-up: Post-appointment email

Troubleshooting​

Common Issues​

Calendar not synced

  • Recheck Google/Calendly permissions

Emails not sent

  • Check spam folder
  • Test booking from the chatbot
Suggestion

To maximize conversions, keep the booking process simple (maximum 3-4 steps) and always offer alternatives if the requested slot is not available.