How to Set Up Appointments

Allow customers to book appointments, demos, or consultations directly through your chatbot. Integrates with popular calendar services.

Prerequisites

• ChatFlow Account (Growth or Enterprise plan)
• Existing Chatbot - Already created and configured
• Calendar service - Google Calendar, Calendly, or similar

Required Plan: Growth or Enterprise

What Appointment Booking Does

When enabled, your chatbot can:

• Offer appointment scheduling during conversations
• Connect to your calendar service
• Show available time slots
• Create bookings automatically
• Send confirmation to you and the customer

Steps

Step 1: Navigate to Appointment Settings

1. Go to Chatbots in the sidebar
2. Click on your chatbot
3. Click Settings in the chatbot tabs
4. Select Appointments

Step 2: Enable Appointments

Toggle Enable Appointments to ON.

Step 3: Connect Your Calendar

Option A: Calendly Integration

1. Click Connect Calendly
2. Log in to your Calendly account
3. Authorize ChatFlow access
4. Select the event type to offer

Option B: Google Calendar

1. Click Connect Google Calendar
2. Sign in with Google
3. Grant calendar access
4. Configure available times

Option C: Embed Link

1. Select Custom Booking Link
2. Paste your booking page URL (Calendly, Cal.com, etc.)
3. Save

Step 4: Configure Booking Triggers

Set when the booking option appears:

Trigger	Description
Keywords	When visitor asks to book/schedule
Intent detection	AI detects booking intent
After X messages	Offer after set exchanges
Manual button	Always show booking button

Example keywords:

• "book a demo"
• "schedule a call"
• "can I make an appointment"
• "when are you available"

Step 5: Customize Booking Message

Set the message when offering appointments:

Examples:

• "I can help you book a demo! Click below to see available times."
• "Would you like to schedule a call with our team?"
• "Let's find a time that works for you."

Step 6: Save Changes

Click Save Changes to apply your settings.

Verify It's Working

Test in Playground

1. Go to your chatbot's Playground tab
2. Ask to book an appointment: "Can I schedule a demo?"
3. The booking option should appear
4. Click through to verify calendar loads

Test Full Booking

1. Complete a test booking
2. Check your calendar for the event
3. Verify confirmation emails sent

Viewing Appointments

In ChatFlow

Appointments may appear in:

• Conversations - Tagged as appointment-related
• Operations > Leads - If lead capture is enabled
• Reports - Appointment metrics (Growth+)

In Your Calendar

All bookings appear in your connected calendar:

• Google Calendar events
• Calendly bookings
• Custom service bookings

Supported Calendar Services

Service	Integration Type
Calendly	Native
Google Calendar	Native
Cal.com	Embed link
Acuity	Embed link
HubSpot	Embed link
Microsoft Bookings	Embed link

Best Practices

Availability

• Keep calendar up to date
• Block off unavailable times
• Set buffer time between appointments

Booking Flow

• Don't force booking too early
• Let AI answer questions first
• Offer booking when visitor shows intent

Follow-Up

• Send reminder emails (via calendar service)
• Prepare for scheduled calls
• Follow up on no-shows

Appointment Types

• Create specific event types for different purposes
• "15-min quick call" vs "30-min demo"
• Different availability for each type

Troubleshooting

Booking Not Appearing

• Verify appointments are enabled
• Check trigger settings
• Use trigger keywords when testing
• Save settings after changes

Calendar Not Connecting

• Try disconnecting and reconnecting
• Check you're logged into correct account
• Verify permissions were granted
• Try a different browser

Wrong Availability Showing

• Update availability in calendar service
• Check time zone settings
• Verify buffer times are set

No Confirmation Emails

• Check calendar service email settings
• Verify email addresses are correct
• Check spam folders

Next Steps

• Configure Lead Capture - Collect info before booking
• Enable Human Support - Offer live chat too
• Use Reports - Track appointment metrics