Scheduling Tools
Enable your AI agent to schedule appointments seamlessly with integrated calendar solutions.
Real-Time Availability
Check availability and book appointments based on actual calendar data.
Intelligent Scheduling
AI understands natural language requests and finds the best available slots.
Multiple Platforms
Support for Google Calendar, Outlook, Wix, and third-party tools.
Timezone Aware
Handles timezone conversions automatically for global scheduling.
Overview
The Scheduling tools enable your AI agent to book appointments directly into calendar systems during conversations. Instead of just collecting information, your agent can check real-time availability, propose suitable times, and confirm bookings—all while talking naturally with callers.
echowin supports multiple scheduling approaches:
- Direct Integration: Google Calendar, Outlook Calendar, and Wix Bookings for real-time availability and instant booking
- Link Sharing: Share Calendly or similar scheduling links for self-service booking
- Zapier Integration: Connect to any scheduling system through Zapier workflows
Supported Integrations
Google Calendar
Direct integration with Google Calendar for seamless scheduling.
Outlook Calendar
Full integration with Microsoft Outlook for business scheduling.
Wix Bookings
Connect with Wix Bookings for service-based scheduling.
How Scheduling Works
Configure Your Calendar Integration
Choose and connect your preferred calendar system:
Common Configuration Options
- Calendar Selection: Choose which calendar to use for bookings
- Duration: Set default appointment length (15, 30, 60 minutes, etc.)
- Availability Hours: Define when appointments can be scheduled
- Lead Time: Minimum hours before an appointment can be booked
- Booking Window: Maximum days in advance for scheduling
Tip: Start with conservative availability settings. You can always expand them later as you get comfortable with the system.
Set Availability Rules
Define when appointments can be scheduled:
Example Availability Configuration
9:00 AM - 5:00 PM
Closed
Write Natural Instructions
Provide your AI agent with instructions on how to handle scheduling:
Example instructions:
"When someone wants to schedule an appointment, ask what they need help with and collect their name and email. Find a time that works for them and confirm the booking. Always repeat the date and time to ensure accuracy. If they need to reschedule, help them find a new time."Important: The AI automatically handles timezone conversions and availability checking. You don't need to include these details in your instructions.
AI Handles the Conversation
Your agent will naturally guide callers through the scheduling process:
Example Conversation Flow
Alternative Scheduling Methods
🔗 Calendly & Similar Tools
If you use Calendly, Acuity, or similar scheduling tools:
- Instruct your agent to share your scheduling link
- Use the Send Text Message to Caller tool to text the link
- Or collect their email and send the link via the Send Email tool
"When someone wants to schedule, tell them you'll send them our scheduling link via text where they can pick a convenient time."⚡ Zapier Integration
Connect to any scheduling system through Zapier:
- • Collect scheduling details during the call
- • Trigger a Zap to create the appointment
- • Works with any system that has a Zapier integration
- • Can send confirmation emails automatically
📝 Manual Scheduling
Collect information and schedule manually:
- • Agent collects preferred times and contact details
- • Creates a CRM note with scheduling request
- • Sends email notification to your team
- • Team member completes the booking
Best Practices
✅ Always Confirm Details
Instruct your agent to repeat appointment details back to the caller, including date, time, and timezone. This prevents misunderstandings and reduces no-shows.
📧 Collect Contact Information
Always gather name and email (at minimum) for appointment reminders and follow-ups. Phone numbers are helpful for SMS confirmations.
🕐 Set Appropriate Buffer Times
Configure minimum lead times to prevent last-minute bookings and maximum booking windows to maintain schedule flexibility.
🌍 Handle Timezones Clearly
The system handles timezone conversions automatically, but instruct your agent to mention the timezone when confirming appointments to avoid confusion.
Use Cases
🏥 Healthcare Appointments
Schedule patient consultations, follow-ups, and telehealth sessions with automatic availability checking.
"Book appointments for new patients, ensuring 1-hour slots for initial consultations and 30-minute slots for follow-ups."
💼 Sales Demos
Qualify leads and schedule product demonstrations while the prospect is engaged and interested.
"When someone expresses interest in our product, offer to schedule a personalized demo. Collect their company name and main challenge."
✂️ Service Appointments
Book appointments for salons, repair services, or any service-based business with specific duration requirements.
"Schedule haircut appointments (45 minutes) or color treatments (2 hours). Ask about specific services needed to allocate proper time."
🎓 Consultations
Schedule consultations for professional services like legal, financial, or educational advising.
"Book 30-minute consultation slots. Collect the topic they need help with and any relevant background information."
Technical Details
Supported Adapters
Scheduling tools are available for all communication channels:
Authentication Requirements
Features by Platform
| Feature | Outlook | Wix | |
|---|---|---|---|
| Real-time availability | ✓ | ✓ | ✓ |
| Meeting links | Google Meet | Teams | - |
| Multi-calendar | ✓ | ✓ | - |
| Staff selection | - | - | ✓ |
| Service catalog | - | - | ✓ |
Troubleshooting
⚠️ Common Issues
- Authentication expires: Re-authenticate your calendar connection if bookings fail
- Double bookings: Ensure your calendar is properly synced and availability is up-to-date
- Timezone confusion: Always confirm timezone with callers, especially for international bookings
- No available slots: Check your availability settings and calendar for conflicts
Summary
Scheduling tools transform your AI agent into a full-service appointment booking assistant. Whether you choose direct calendar integration or alternative methods, your agent can:
- ✓Save Time: Eliminate back-and-forth scheduling emails and phone tag
- ✓Reduce No-Shows: Send automatic confirmations and reminders
- ✓Work 24/7: Accept bookings anytime, even outside business hours
- ✓Improve Experience: Provide instant scheduling without making callers wait
Start with the scheduling method that best fits your current workflow. You can always upgrade to more sophisticated integrations as your needs grow. The key is enabling your AI agent to handle this time-consuming task so you can focus on serving your customers.