An AI appointment setter that books customers in the chat
HiQBot’s AI agent answers people on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE, asks what they need and books the appointment before they leave the conversation. Each booking lands in your dashboard and, once you connect it, on Google Calendar.
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What is an AI appointment setter?
An AI appointment setter is an AI agent that talks with a customer, works out what they need and books the appointment itself. On HiQBot it does this in chat, in the apps your customers already message you on.
Most people who ask about a class, a viewing or a test drive are ready to book right then, often in the evening when nobody is at the desk. An appointment chatbot or booking chatbot that only sends a link makes them start again somewhere else. HiQBot’s agent asks the questions, offers the times and takes the booking in the same thread, then keeps answering if they have more to ask.
HiQBot is a conversational platform for customer service, with AI agents and live chat on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE.
How AI appointment scheduling works in HiQBot
You pick your industry, add your services and set your booking rules. The agent does the rest of the conversation, and your team only steps in when it should.
- 01
Asks what they are after
Your industry setup decides the questions and their order, so the agent learns whether this is a trial class, a viewing or a demo, and whether the person wants to book now.
- 02
Checks the time against your rules
Open days and hours, the notice you need, how far ahead people can book and the dates you are closed. It takes a name and a phone number or email with the booking.
- 03
Files the booking with the chat attached
Your team opens the contact and finds the booking next to the conversation that led to it.
- 04
Adds the event to Google Calendar
Once Google Calendar is connected, each booking shows up there as an event for your team.
Moves and cancellations
When a customer can’t make it, they sort it out in the chat
The agent finds the booking by the email or phone number it was made with, then moves it to another time or cancels it. Google Calendar stays in step: a moved booking updates the event and a cancelled one removes it. Your team can move or cancel any booking from the dashboard as well.
An AI appointment setter that messages instead of calling
A lot of software sold as an AI appointment setter phones the lead with a synthetic voice. HiQBot does not make or answer calls. Its agent books in writing, inside the conversation the customer already started.
A call from an unknown number is easy to miss. A written thread lets them reply when it suits them, reread what was agreed and book without talking to anyone. If someone would rather speak to a person, the agent can take a callback request with a time that suits them, and your team rings back.
Want a front desk that answers every kind of question as well as booking? See the AI receptionist.
Free times to pick from on the chat apps
On WhatsApp, Instagram, Messenger, Telegram and LINE, a guided flow can offer the free times from your HiQBot booking calendar, book the one the customer picks, and move or cancel it later. On every channel, website chat included, people can also type the day and time they want.
Your booking rules set which days and hours are open, how much notice you need, how far ahead people can book and the dates you are closed.
Confirmations and reminders, sent for you
A booking can start an automation: a confirmation straight away, and a reminder anywhere from one hour to a week before the appointment. It goes into the customer’s existing chat or as a WhatsApp template. Moved, cancelled and declined bookings can start their own messages, and your team can be told about each one.
What it books for your kind of business
The agent comes tuned for how each industry books, and it books only what your business actually offers. See every industry HiQBot covers.
Gyms and studios
trial classes, tours and sessions with a trainer
Car dealers and service centres
test drives and service appointments
Estate and letting agents
viewings, valuations and meetings with an agent
Salons and skin clinics
treatments, consultations and patch tests
Clinics and dental practices
appointments, asked about in service terms, never symptoms
Software companies
product demos and discovery calls
Wedding and event planners
planning consultations, venue tours and tastings
Tour operators
departures, transfers and day trips, with payment left to your team
What the appointment setter will not do
- No phone calls, in or out. The agent works in writing only.
- Google Calendar is the only calendar it connects to.
- Takes no payment or deposit in the chat.
- Picking from a list of free times needs a guided flow, and guided flows run on WhatsApp, Instagram, Messenger, Telegram and LINE, not website chat.
- Hotels get reservation requests and restaurants get table requests for your team to confirm, not confirmed bookings.
- Online stores take no bookings. Their setup sends checkout links and takes orders.
Questions about AI appointment setters
Last updated
What is an AI appointment setter?
An AI agent that talks with a customer, works out what they need, and books the appointment in the conversation. On HiQBot it works in chat: website chat, WhatsApp, Instagram, Messenger, Telegram and LINE. Each booking lands in your dashboard and, when connected, on Google Calendar.
Does the AI appointment setter phone my leads?
No. It works in writing, in the chat apps your customers already use. It does not make or answer phone calls. If a customer would rather talk, in most industries it can take a callback request with a time that suits them, and your team rings back.
Which calendar does it book into?
Every booking is saved in HiQBot against the contact. Connect Google Calendar and the booking also appears on your team’s calendar; a move or a cancellation updates it too. Google Calendar is the only calendar HiQBot connects to.
Can customers reschedule or cancel in the chat?
Yes. The AI finds the booking by the email or phone number it was made with, then moves it to another time or cancels it. Your team can also move or cancel any booking from the dashboard.
Can it send appointment reminders?
Yes, with an automation. A booking can trigger a confirmation straight away and a reminder up to a week before the appointment, sent in the customer’s chat or as a WhatsApp template.
Can customers pick from free times?
Yes, on WhatsApp, Instagram, Messenger, Telegram and LINE. A booking step in a guided flow offers the free times from your HiQBot booking calendar, and the customer picks one. On every channel, website chat included, they can also simply type the day and time they want.
What kinds of appointments can it book?
Whatever your business offers: a consultation, a treatment, a test drive, a viewing, a class, a demo, a planning meeting. The agent comes tuned for your industry, asks the questions that business needs before it books, and books only what you offer. Hotels and restaurants get reservation and table requests for the team to confirm.
Book them while they are still in the chat
Answer at any hour, take the booking in the same conversation, and keep every booking beside the chat that produced it.