Take the request
Your website, email, a phone note or the CRM supplies the appointment request.
Appointment Agent: Capture appointment requests, check availability and prepare bookings.
The Appointment Agent takes requests, checks availability and prepares bookings according to your rules. Your team decides which cases run automatically and which need approval.
In short: Appointments seem minor until they are spread across email, phone, website, team calendars and follow-up questions. That is exactly where waiting times, no-shows and admin work arise. The Appointment Agent works with your calendars, resources, appointment types and approvals. Whatever is clear-cut runs automatically. Whatever is critical stays with your team.
Starting point
Where time is lost today.
- Leads wait for free slotsAnyone who wants an appointment waits for a callback or email – and has moved on in the meantime.
- Follow-up questions and reschedulingTeams lose time going back and forth until they find a suitable slot.
- Calendars, resources and CRM kept separateAvailability, rooms and contact status are checked separately.
- Reminders by handConfirmations and reminders get left undone; no-shows only become apparent at the appointment.
How it works
What the solution does, step by step.
Identify the request
The topic, urgency, language and suitable appointment type are identified.
Check free slots
Calendars, rooms, buffer times and responsibilities are matched.
Prepare the booking
Clear-cut cases are prepared for booking; exceptions go for approval.
Prepare the confirmation
Confirmation, reminder and CRM status follow the agreed rules.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Enquiry | Emails back and forth until a slot fits | Draft reply with a clear choice of times |
| Qualification | Phone callbacks outside free slots | Request classified with a suitable appointment type |
| Reminder | Manual reminders; no-shows noticed too late | Automatic confirmation and reminder |
| Systems | Resources and CRM checked separately | Calendars, resources and CRM work together |
Benefit
What this use case improves.
Connect calendars
Google, Outlook, Microsoft Calendar, iCloud and CalDAV come together in one availability process.
Plan resources
Rooms, staff, locations, buffer times and cover arrangements are translated into rules.
Multilingual
Replies can be prepared in German, English, French and Italian.
Follow-up and CRM
Reminders, follow-up emails, rescheduling and appointment status follow clear rules.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
Critical appointments, exceptions and the rules themselves. The agent prepares and books clear-cut cases; your team decides what may run automatically.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- Google Calendar
- Microsoft Calendar
- Outlook
- iCloud / CalDAV
- HubSpot
- Pipedrive
- Zoom
- Website forms
- CRM interface
Building blocks & products
The technology behind it.
Solution building blocks are the technical components the solution is built from. Products are only named where they fit the task.
AI agents
Identify the request, check availability, prepare the booking.
View building blockProcess automation
Confirmation, reminder and CRM status as a controlled workflow.
View building blockCall Agent
When appointment requests also come in by phone and need to be qualified straight away.
View product
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Calendar, contact and CRM data; storage location, access rights and retention are clarified before the pilot. |
| Approvals | Critical appointments can be confirmed manually before a booking becomes final; rules can be overridden. |
| Roles & permissions | Who maintains appointment types, who approves exceptions, who manages resources – according to your roles. |
| Logging | Request, identified appointment type, checked availability, booking and reminder are traceable. |
| Operating model | Running on your own servers, in a private cloud or a mix – depending on your calendar and CRM landscape; defined in the project. |
Industries
Where this use case is typical.
- Healthcare
- Real estate
- Accounting & fiduciary
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: Appointment Agent
Which calendars can the Appointment Agent connect?
Typical systems are Google Calendar, Outlook, Microsoft Calendar, iCloud or CalDAV. In the pilot, we check which calendars, permissions and resources are specifically involved.
What data is needed?
Depending on the process: calendar data, appointment types, resources, responsibilities, contact details and status data from the CRM or forms.
How long does set-up take?
A first pilot for a clearly defined appointment process can usually be set up within a few weeks. The time needed depends on the calendar integration, approval paths and scope of testing.
What do we need to have in place on our side?
Access to the relevant calendars and systems, and a contact person who knows the appointment types, resources and approval rules. We handle the technical rest together in the pilot.
Which companies is this use case suitable for?
Service providers with many enquiries and a need for firm commitments. These include consulting and law firms (new client enquiries, initial consultations), medical and therapy practices (treatment appointments, buffer times) and real estate (viewings, slots for prospects).
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.