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Use case

Appointment Scheduling

Fill every slot, cut no-shows and let customers book, move and prepare on their own.

Online and assisted booking, availability across people, rooms and equipment, reminders, waitlists, deposits and check-in, run by AI agents on every channel.

Clinics, labs and service centersBranches and showroomsConsultants and advisors
Price this use case See the business flow
How it works

Appointment Scheduling, step by step.

Each step shows what the AI agents do, the applications your team works in, the workflows that keep it controlled and what you track. People approve what matters; everything lands in one audit trail.

1

Take bookings from every channel

Booking from web, app, WhatsApp, phone or staff.

AI does the work

Booking AI AgentBooks, reschedules and cancels appointments in natural conversation on web, WhatsApp and phone, checking real availability and rules.

Your team works in

Booking Widget & PagesEmbeddable booking for web, app and social links.

Workflows

Recurring appointmentsSeries created and managed together.

2

Find the right slot, staff, room and equipment

Service, duration, skill, location, room and equipment availability.

AI does the work

Smart Routing AI AgentUnderstands the reason for the visit and matches it to the right service, person, location and duration.

Your team works in

Availability EngineRules for hours, skills, buffers, capacity and locations.

Resource CalendarPeople, rooms, equipment and vehicles booked together.

Workflows

Multi-step and group bookingsSeveral services, people or rooms in one booking.

You track
UtilizationLead time and fill rate
3

Confirm, collect deposits and prepare the visitor

Confirmation, intake form, deposit and preparation instructions.

AI does the work

Reminder & Preparation AI AgentSends reminders and preparation instructions, confirms attendance, and handles reschedule requests in the reply.

Your team works in

Intake FormsQuestions, documents and consent before the visit.

Deposits & Cancellation RulesPrepayment, fees and policy enforcement.

Workflows

Reschedule and cancellationWithin policy, with fees or deposits applied.

Approval-based bookingsBookings confirmed after review.

4

Check in arrivals and manage queues live

Arrival, queue, delays and walk-ins handled live.

AI does the work

Waitlist & Fill AI AgentOffers freed slots to waitlisted customers in priority order and confirms the first acceptance.

Your team works in

Check-in & QueueArrival, kiosk or QR check-in and live wait times.

Workflows

Walk-in and queue managementWalk-ins merged with booked appointments.

You track
Wait time
5

Follow up, rebook and recover no-shows

Feedback, next appointment and no-show recovery.

AI does the work

No-show Prediction AI AgentPredicts which appointments are likely to be missed from history and timing, and triggers extra confirmation or overbooking within rules.

Rebooking AI AgentContacts customers when their next visit is due, and recovers missed appointments with a new booking.

You track
No-show and late cancellation
Connects toGoogle and Microsoft calendarsWhatsApp, SMS and emailVideo meeting toolsPayment gateways
See the full list of what's included Applications, AI agents, workflows and reports

Business applications

6
  • Booking Widget & PagesEmbeddable booking for web, app and social links.
  • Availability EngineRules for hours, skills, buffers, capacity and locations.
  • Resource CalendarPeople, rooms, equipment and vehicles booked together.
  • Intake FormsQuestions, documents and consent before the visit.
  • Check-in & QueueArrival, kiosk or QR check-in and live wait times.
  • Deposits & Cancellation RulesPrepayment, fees and policy enforcement.

AI agents

6
  • Booking AI AgentBooks, reschedules and cancels appointments in natural conversation on web, WhatsApp and phone, checking real availability and rules.
  • Reminder & Preparation AI AgentSends reminders and preparation instructions, confirms attendance, and handles reschedule requests in the reply.
  • Waitlist & Fill AI AgentOffers freed slots to waitlisted customers in priority order and confirms the first acceptance.
  • Smart Routing AI AgentUnderstands the reason for the visit and matches it to the right service, person, location and duration.
  • No-show Prediction AI AgentPredicts which appointments are likely to be missed from history and timing, and triggers extra confirmation or overbooking within rules.
  • Rebooking AI AgentContacts customers when their next visit is due, and recovers missed appointments with a new booking.

Workflows

5
  • Multi-step and group bookingsSeveral services, people or rooms in one booking.
  • Reschedule and cancellationWithin policy, with fees or deposits applied.
  • Walk-in and queue managementWalk-ins merged with booked appointments.
  • Recurring appointmentsSeries created and managed together.
  • Approval-based bookingsBookings confirmed after review.

Reports & dashboards

4
  • UtilizationBy person, room, location and day.
  • No-show and late cancellationRates and lost revenue.
  • Lead time and fill rateHow far ahead and how full.
  • Wait timeArrival to service.

Often combined with

Each use case is one line on your quote. Users are licensed once across all of them.

ServiceField ServiceAccounts ReceivableOnline & In-Store SalesAll use cases

Add an industry pack

Industry packs add sector-specific applications, AI agents and reports on top of this use case.

Automotive RetailEducationHealthcare ProvidersDiagnostic LabsLegal ServicesReal Estate DevelopmentRetail & EcommerceSalons & SpasAll industries

Included with every subscription

Every use case runs on one platform, with one data model, one set of users and one audit trail.

AI Execution EngineAI Agent BuilderWorkflow AutomationCustomer 360Apps & PortalsIntegrations & APIs

See Appointment Scheduling running with your systems.

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