Convert · Turn enquiries into customers
AI appointment booking without the email tennis
Book appointments from chat, email and the website without the usual tennis.
We reply within one working day. No obligation.
Why booking by message wastes so much time
Every request turns into several emails before a time is agreed.
Requests that arrive in the evening wait until morning, and some people book elsewhere.
Appointments get booked with people who were never a fit, because nobody asked the right questions first.
Next step
We reply within one working day. No obligation.
How the AI booking assistant works
It reads the request in plain English, whether that is a chat message, an email or a WhatsApp message.
- 01It asks the questions you need answered first: the service, the location, anything that affects who should attend.
- 02It checks live availability in Microsoft Bookings or your team's Outlook calendars.
- 03It offers a couple of suitable times and books the one the customer picks.
- 04It sends the confirmation and calendar invite, and logs the booking in your CRM.
- 05It hands anything unusual to a person with a summary of the conversation.
- 06Rescheduling and cancelling work the same way: the customer sends a message and the AI booking agent sorts it.
An AI appointment setter that books the right appointments
Filling the diary is only useful if the appointments are worth having. You decide the rules: areas you cover, jobs you take on, minimum project size or anything else. If someone does not fit, the assistant says so politely and points them in the right direction instead of booking a wasted visit.
Where it works
On your website chat, on an enquiry or bookings email address, and on WhatsApp. It can also be part of the AI Front Desk, so a new enquiry can end with an appointment in the diary.
Built on top of a proper booking system
An AI booking system is only as good as the calendar rules behind it. The AI does the conversation. The availability rules, confirmations and reminders come from your booking system, which we set up or tidy as part of appointment and booking automation. If you only need a booking page and reminders, start there; add AI when customers keep asking by message.
Rules you set, a person on hand
It only offers times that are genuinely free under your rules.
It never agrees prices or promises outside what you approve.
It is clear with customers that they are talking to an automated assistant.
Anyone can ask for a person at any point.
What you get
Booking rules and qualifying questions agreed with you.
The AI booking assistant configured on your chosen channels.
Connection to Microsoft Bookings or Outlook calendars, and to your CRM.
Confirmation, reminder and handover messages written with you.
Testing with real example requests and a walkthrough for your team.
Next step
We reply within one working day. No obligation.
What it is built with
Copilot Studio or Azure OpenAI for the conversation, Microsoft Bookings and Outlook calendars for availability, Power Automate for the workflow, and the WhatsApp Business Platform where WhatsApp is included.
How we set it up
- 01
Understand
We look at how booking requests arrive and what your team asks before booking.
- 02
Assess
We agree the booking rules, questions, channels and when to hand over.
- 03
Improve
We build it on your booking system and test it with real example requests.
- 04
Support
We review conversations with you in the early weeks and tune it. Ongoing support is available.
What it looks like in practice
Illustrative example, not a client result: a garden design studio gets WhatsApp messages asking for a consultation. The AI booking assistant asks for the postcode and the size of the garden, checks the designer's calendar, offers Thursday morning or Friday afternoon, books the visit and sends the invite. A request from outside the area gets a polite reply and no wasted trip.
FAQs
Common questions
How is this different from an online booking page?
A booking page asks customers to pick a slot themselves. AI appointment booking lets them ask in their own words by message and does the back and forth for them. Most businesses benefit from both, and the AI uses the same booking system underneath.
Which calendars does it work with?
Microsoft Bookings and Outlook calendars in Microsoft 365. If you use something else, ask us and we will check whether it can connect.
Can it handle several staff or locations?
Yes. It follows the same routing rules as your booking system, so the right person is booked at the right place.
Can it book sales calls and demos?
Yes, for inbound requests. It can qualify the enquiry and book a call with the right salesperson. We do not build outbound cold-calling or cold-messaging bots.
What if a customer wants to speak to a person?
They can ask at any time, and the conversation is passed to your team with a summary.
How much does it cost?
It depends on the channels, calendars and systems involved. We scope it after the consultation and give you a clear proposal before any work starts.
Tell us what is not working
You don't need a fully defined project before you talk to us. We reply within one working day.