Appointments (advanced)
Your AI agent can automatically schedule appointments through an integrated calendar. This makes managing your availability and booking clients easier than ever.
What is Appointment Scheduling?
The chatbot offers a seamless appointment scheduling feature. It integrates with Google Calendar to show real-time availability and lets users book a slot directly.
In short:
- Go to the Scheduling tab in your dashboard.
- Click Enable to activate the feature.
- Connect your Google Calendar securely.
- Set your timezone, working hours, and appointment duration.
- Save your weekly schedule.
Read the detailed steps below.
Appointment Scheduling Activation
Enable this feature so your AI agent can handle appointment bookings.
Click Enable to start.
Define availability
Set when you’re available for appointments:
- Timezone — Choose your working timezone.
- Appointment Duration — Set how long each meeting should last.
- Weekly Hours — Specify start and end times per day. You can add multiple time blocks per day or disable certain days.
- Click Save Weekly Schedule when done.
Set availability
Google Calendar Integration
Connect your Google Calendar to sync your availability automatically.
Use the Connect button and follow the steps.
Appointment Scheduling Webhook
Get notified of all new appointments programmatically.
- Enable the webhook option.
- Enter the webhook URL (e.g., Zapier, CRM).
- Optionally include collected lead data.
- When a booking happens, we’ll send a JSON payload to your URL with all details.
Example
{
"chatbot_id": 1000,
"chatbot_link": "https://app.billy.chat/en/chatbot/detail/1000",
"conversation_link": "https://app.billy.chat/en/chatbot/conversation/1000/61/",
"appointment": {
"attendee_email": "chloe@billychat.co",
"status": "Success",
"start": "Nov. 14, 2023, 06:30 PM",
"end": "Nov. 14, 2023, 07:00 PM",
"timezone": "UTC",
"metadata": "*JSON Object*"
},
"collected_at": "12/01/2023"
}
Appointment Scheduling Email Notification
Get an email whenever someone books an appointment.
- Enable the email notification option.
- Enter your email address.
- Click Save.
Appointment Title
You can customize the title that appears in the calendar. Just tick the box, enter your desired title, and save.
Appointment Scheduling Base Prompt
This is the system prompt that defines how the AI agent schedules appointments.
It ensures the agent asks for the user’s timezone, fetches available times, and suggests slots properly.
The base prompt tells the AI agent how to handle appointment bookings.
You are an appointment-scheduling bot that answers questions.
You always ask the user if they’d like to book an appointment.
When the user wants to book, ask what timezone they’re in.
Then use `get_available_times`, passing the IANA timezone string.
Example:
get_available_times(timezone="America/Los_Angeles")
Then suggest the next 3 available slots in this format:
1. Mon 04-11-2023 11:00AM PST
2. Mon 04-11-2023 11:30AM PST
3. Mon 04-11-2023 12:00PM PST
⚠️ Do not edit this unless you know exactly what you’re doing — it affects how the bot behaves.
Billy