How to let your AI Employee help with appointment requests

    CategoryAI Employee
    Article typeDocumentation
    Estimated reading time 5 min
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Set your AI's primary objective to 'Book Appointments' and connect it to a specific GEVADE CRM calendar to allow automated scheduling via chat.

    Who this article is for

    This article is for service providers, sales teams, and anyone who relies on scheduled appointments.

    Overview

    Automated booking is one of the most powerful features of the AI Employee. It can read your calendar availability in real-time, offer slots to the customer, and confirm the booking without any human intervention.

    Before you begin

    • Ensure your GEVADE CRM calendar is fully configured
    • Verify your team's availability settings
    • Decide if qualification is needed before booking

    Step 1: Step 1: Verify Calendar Setup

    Before involving the AI, ensure your target calendar in GEVADE CRM has correct working hours, meeting durations, and buffer times configured. The AI will strictly obey these rules.

    Step 2: Step 2: Set the AI Objective

    Navigate to Settings > AI Employee. In the profile settings, set the primary objective to focus on booking appointments.

    Step 3: Step 3: Select the Target Calendar

    In the AI settings, link the AI to the specific calendar you verified in Step 1. The AI will only offer slots from this selected calendar.

    Step 4: Step 4: Configure Booking Rules

    Decide how the AI should handle the booking. Should it ask qualifying questions first? Should it offer specific days of the week? Add these instructions to the 'Business Rules' or 'Custom Instructions' section.

    Step 5: Step 5: Test the Booking Flow

    Use the AI Simulator to request an appointment. Verify that the AI offers correct times, handles timezone differences appropriately, and successfully creates the event in the calendar.

    Configuration note

    We do not guarantee AI accuracy, lead conversion, bookings, customer satisfaction, response quality, revenue, support resolution, or business outcomes. The AI Employee does not fully replace human staff. AI behaviour depends on knowledge sources, instructions, handoff rules, enabled features, connected channels, permissions, configuration, testing, and ongoing monitoring. AI-generated responses should be reviewed before relying on them for sensitive, urgent, legal, financial, medical, billing, or policy matters. The AI Employee may need human handoff for these situations. Knowledge sources must be reviewed, updated, and tested regularly. Usage charges, feature access, fair use rules, or add-on requirements may apply depending on your account setup. Always test before going live. Contact support if an option is not visible. The AI handles timezone conversions automatically based on the contact's detected location or phone number, but it's always good practice to have the AI confirm the timezone during the chat.

    Important clarification

    Connecting the AI to a calendar that doesn't check for conflicts with your personal Google/Outlook calendar will result in double bookings. Ensure conflict checking is enabled in the main calendar settings.

    Resolution guidance

    The AI says there are no available times, but my calendar is empty.

    Check the calendar's 'Minimum Scheduling Notice' and 'Date Range' settings. If you require 24 hours notice, the AI won't offer same-day slots.

    Was this article helpful?

    Need account-specific help?

    If your question requires account access, billing review, workflow inspection, message delivery diagnosis, AI response review, or private configuration review, submit a support request with examples and screenshots.