Appointment Calendar | AI That Books in the Chat - Avosist
Avosist

APPOINTMENT CALENDAR

Appointment Calendar checks for a free time, books the appointment in the chat.

In Avosist, appointments are kept in the calendar in your panel. On WhatsApp, Instagram, Messenger, website chat and the phone, the AI assistant looks at the free times on the day the customer wants and books the appointment; if asked, it moves or cancels it. You define your services by their length and your staff by their working hours.

Start free How it works

No credit card needed. Before going live you can write to the assistant as a customer on the test screen in the panel.

IN SHORT

What is an appointment calendar?

An appointment calendar is the calendar that keeps a business’s appointments, services and staff in one place and works out the free times from them. In Avosist this calendar is inside the panel, and the AI assistant looks at it when it books an appointment.

Before it offers a time, the assistant checks that the time is free and long enough for the chosen service. An appointment it books arrives in the calendar as “Pending” and you get a notification; you are the one who confirms it.

Services
Each appointment type has a name, a colour and a length; the length is between 30 and 300 minutes.
Staff
If you turn on the staff calendar, each staff member has their own column, working hours and day off.
Free time
Starts on the hour; it must be long enough for the service and must not clash with another appointment.
Five channels
WhatsApp, Instagram, Messenger, website chat and the phone assistant.

SETUP

How do you set up the appointment calendar?

Three steps. The assistant learns your working hours from your knowledge base.

  1. Define your services

    On the Appointments screen add the services you offer with a name, a colour and a length. The assistant works out free times from these lengths.

  2. Turn on the staff calendar if you wish

    Add your staff with a name, a colour, working hours and days off. The assistant books the appointment if a staff member is free at that time; in the daily view each staff member has a separate column.

  3. Set the assistant up to take appointments

    Write your working hours and closed days in your knowledge base; the assistant reads them from there. Then connect your channel and ask for an appointment on the test screen as a customer would.

Start free

Creating an account is free. Take the first step; the panel shows the rest one step at a time.

WHAT IT DOES

What does Avosist do in the appointment calendar?

The four jobs of a business that works by appointment, and the assistant’s part in each.

01

Books, moves, cancels and looks up appointments in the chat

When a customer asks for a day, the assistant gives the free times in the calendar, checks the chosen time again and books the appointment. It asks for the first name, surname, day, time and reason for the appointment; on Instagram, Messenger and website chat it also takes the phone number. It keeps one open appointment per customer.

  • Book, move, cancel, look up
  • Checks again that the time is free before booking
  • An appointment it books arrives as “Pending” and you get a notification
WhatsAppExample conversation

Customer: Can I book a hair colouring appointment for Saturday?

Calendar checked · 11.00 am and 3.00 pm free
11.00 am 3.00 pm (picked)

Assistant: I have booked your hair colouring appointment for Saturday at 3.00 pm.

02

Works out free times from the length of the service and the staff

For a time to count as free, it must be long enough for the chosen service and must not clash with another appointment. If the staff calendar is on, the time is available when a staff member is free at that time. Appointments start on the hour.

  • Service length 30–300 minutes
  • The staff member’s hours and day off are taken into account
  • Appointments start on the hour
Calendar · SaturdayExample screen
  • 10.00 am · HaircutConfirmedMert D. · Can · 60 min
  • 11.00 am · Skin careConfirmedSelin A. · Elif · 60 min
  • 3.00 pm · Hair colouringPendingAyşe K. · Elif · 120 min

An appointment booked by the assistant arrives as “Pending”; you confirm it.

03

You manage appointments and customers from the panel

You can also enter an appointment yourself and change its status to pending, confirmed, cancelled or completed; a customer whose number is on record is told of the status change by message. On the Customer List tab you keep your customers and import them from an Excel or CSV file.

  • Entering appointments by hand and adding notes
  • A message to the customer when the status changes
  • Importing the customer list from Excel (up to 5,000 rows)
Appointments · Customer ListExample screen
  • Ayşe KayaSaved0532 ••• •• 14 · Instagram
  • Mert DemirSaved0541 ••• •• 62 · WhatsApp
  • Excel / CSVImportImport your customer list

04

Sends appointment reminders; books on the phone too

For appointments in the calendar, a reminder goes to the customer 1 day and 1 hour before the appointment. If you use the voice AI assistant, a customer who calls is also given an appointment on the phone from the same calendar. You can also choose to connect your Outlook calendar in place of the Avosist calendar.

  • Reminders 1 day and 1 hour before
  • The phone assistant uses the same calendar
  • An Outlook calendar can be connected if you wish
Appointment reminders →
InstagramExample conversation
1 day before the appointment · automatic
ReminderHello Ms Ayşe, we would like to remind you of your hair colouring appointment tomorrow at 3.00 pm.

Customer: Thank you, I will be there.

CHANNELS IT WORKS ON

This feature works on the channels listed here. You connect each channel on its own; the knowledge base and the conversation screen are shared.

AI assistant →
Try it free

To see these examples with your own information, create your account and write as a customer on the test screen.

WHO USES IT

Who uses the appointment calendar?

Any business that works by appointment. Three typical uses:

Beauty salons and hairdressers

Customer asks: “Do you have room on Saturday?”

AssistantGives the free times for the length of the service and books the appointment with a staff member who is free.

Clinics and practices

Customer asks: “Can I move my appointment?”

AssistantChecks the calendar, offers a new time and moves the appointment.

Service and maintenance

Customer asks: “Can you come tomorrow?”

AssistantGives a suitable time and books the appointment; you get a notification.

The calendar has no half-hour start times, no service prices and no tracking of customers who do not turn up. The appointment feature is used when it is enabled in your plan.

QUESTIONS

Questions about the appointment calendar

In Avosist the AI assistant books, moves, cancels and looks up appointments on WhatsApp, Instagram, Messenger, website chat and the phone by looking at the calendar in your panel; it works out free times from the service length and the staff calendar.

On which channels does the assistant take appointments?
On WhatsApp, Instagram, Messenger and the chat window on your website (if the appointment ability is turned on for the window); and on the phone too, if you use the voice AI assistant. All of them write to the same calendar.
How does the assistant know which times are free?
It looks at the calendar in your panel. For a time to count as free, it must be long enough for the chosen service and must not clash with another appointment. If the staff calendar is on, a staff member must be free at that time. Appointments start on the hour.
Is an appointment taken by the assistant final?
An appointment booked by the assistant arrives in the calendar as “Pending” and you get a notification. You change the status to confirmed, cancelled or completed.
Can I keep a separate calendar for my staff?
Yes. When you turn on the staff calendar, each staff member has their own column, working hours and days off; the assistant books the appointment with a staff member who is free.
Where do I enter my working hours?
There is no separate working-hours screen. The assistant reads your working hours and closed days from the information in your knowledge base; so you need to write your hours clearly in your knowledge base.
Can I import my existing customer list?
Yes. On the Customer List tab you can import up to 5,000 rows of customers from an Excel or CSV file; when you enter an appointment, the customer name is completed from the list.
Can I use my own calendar?
You can use Avosist’s own calendar or connect your Outlook calendar. Staff columns and the fee received field exist only in the Avosist calendar.

OTHER FEATURES

Other features in the same group

Each feature has its own page that says plainly what it does and what it does not.

Appointment Reminders Reminds 1 day and 1 hour before; the customer reschedules or cancels in the chat. Open page → Income and Expense Tracking Enter the fee you took for an appointment and other items; see what is left for the month. Open page →

Let the appointment book fill up in the chat.

Open your account, define your services and ask for an appointment on the test screen as a customer would.

Create a free account See pricing

OFFICIAL PRODUCT SOURCE

Appointment calendar information, verified by Avosist

This page describes current Avosist capabilities. Availability can depend on the connected account, platform permissions, enabled integrations and licence.

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