An AI receptionist that books the appointment while the caller is still on the line.
Most callers who want a time will not wait for a callback. The AI Receptionist checks your calendar, offers real open times and books them, so the job is on your schedule before the call ends.
- Real open times
- Confirmed by your calendar
- In every plan
- Thanks for calling Maple Street Physio, this is the virtual assistant. How can I help?
- I'd like to book a first appointment, ideally Thursday.
- Checking the calendar for open times
- Thursday I have 10:30 am or 3:15 pm. Which suits you?
- 3:15, please.
- Booked: Thursday 3:15 pm
- You're booked for Thursday at 3:15 pm. Can I take a number in case the clinic needs to reach you?
How does an AI receptionist book appointments?
When a caller asks for a time, the receptionist looks up open slots on your WorkspaceCMS booking calendar, offers a few, and books the one the caller picks. It confirms the appointment only after the calendar accepts it, then emails you a summary of the call with the booking in it.
From a request to a confirmed time
- 1
The caller asks for a time
A caller says they want an appointment and when suits them, the way they would tell a front desk.
- 2
It checks what is really open
It looks up open times on your WorkspaceCMS booking calendar, the same one your website booking uses, and offers a couple of real options.
- 3
It books, then confirms
Only after the calendar answers that the time is booked does it tell the caller they are in. If the time has gone, it offers another.
- 4
You see it straight away
The appointment sits on your calendar, and the call summary in your inbox says who booked, for when, and what they asked for.
It says booked only when the calendar says booked.
Phone booking goes wrong when someone promises a time that was never really free. The receptionist avoids that by asking the calendar twice: once to find open times, and once to book. The caller hears a confirmation only after the second answer comes back.
Because phone and website bookings share one calendar, a slot taken online a minute ago is not offered on the phone.
→ find_open_times { "typeId": "water-heater" }← { "times": [ "Wed 8:00 am", "Wed 9:30 am" ] }→ book_appointment { "token": "…", "name": "Dana Reyes" }← { "booked": true }// only now does it tell the caller they are booked→ hangupWhat it will not do with your schedule
It will not guess a time
If the calendar cannot be reached, it does not promise a slot. It offers to take a message instead, so your team can call back.
It will not double-book
It offers only times the calendar reports as open, so a slot your website just filled is not offered on the phone.
It will not overrule your hours
Your calendar decides what is bookable. Change your availability there and the phone follows on the next call.
Booking set up for your kind of business
- PlumbersYour hands are wet and your phone is in the truck. The receptionist picks up, asks what is going on, and puts the job on your calendar.
- HVACThe first heat wave fills your phone in a morning. The receptionist answers the overflow, books what fits, and writes down the rest.
- Law firmsA prospective client calls once. If nobody answers, they call the next firm. The receptionist picks up, takes the details and gets them to you.
- DentistsYour front desk is checking someone out while the phone rings. The receptionist answers, books the cleaning, and leaves your team a note.
- Med spasYour injector is mid-treatment and the front desk is with a client. The receptionist answers the call from the person who just saw your ad.
- Real estateA buyer calls about the house on Maple Street while you are walking someone else through a kitchen. The receptionist answers and gets you their details.
Booking by phone, answered.
Can an AI receptionist book appointments over the phone?
Yes. It finds real open times on your WorkspaceCMS booking calendar, offers them to the caller, and books the one they choose. It tells the caller they are booked only after the calendar confirms it.
Which calendar does it book into?
Your WorkspaceCMS booking calendar, the same one behind online booking on your website. Your website bookings and phone bookings share one set of open times.
Could it double-book a slot?
It offers only times the calendar reports as open and confirms only when the calendar accepts the booking. If someone takes the slot first, the booking does not go through and it offers another time.
What happens if a caller wants a time you do not have?
It offers the nearest open times it can find. If none suit, it takes a message with the caller's name, number and preferred times so your team can follow up.
Does booking cost extra?
No. Booking with calendar sync is part of every plan, from $49/mo.
More about the AI Receptionist
- After hoursNights, weekends and holidays covered. The AI receptionist tells callers you are closed, books them a time or takes a message for the morning.
- How it worksWhat happens from the first ring to the email in your inbox: answer modes, what it knows, how it books, when it hands off, and the limits.
- PricingThree AI receptionist plans from $49/mo, each with a local number, booking, transfers and call summaries. Short calls are free.
- AI Receptionist overviewAn AI receptionist that answers your business calls, books appointments, transfers to your team and emails a summary of every call. From $49/mo.
Turn calls into appointments.
Even when nobody is at the desk.
Booking with calendar sync is in every plan, from $49/mo.
Need a person on some calls? see call transfer