# AI Appointment Setter & Scheduling Assistant Source: https://insertchat.com/product/scheduling > Your front desk offers open times, books the one the customer picks, and moves or cancels it later, on calls, website chat, and texts. Every booking stays linked to the customer and the conversation. AI appointment scheduling lets an assistant book appointments while it talks to your customers. InsertChat’s AI appointment setter offers open times from your calendar during calls, website chats, and texts, books the time the customer picks, can move or cancel appointments it booked, and sends text or email reminders 72 and 24 hours before the visit. ## Five calendar options Use the built-in calendar or connect Google Calendar, Outlook, Calendly, or Cal.com. ## Your booking rules Appointment length, buffers, minimum notice, booking window, and how many times to offer. ## Books on calls, chats, and texts The AI receptionist, website chat, and text replies all book into the same calendar with the same rules. ## Moves and cancels, too Customers can reschedule or cancel an appointment the assistant booked, by phone or by text. ## Reminders before every visit Text or email reminders 72 and 24 hours before each appointment it books. ## Automatic or approved Let bookings run on their own, or have them wait for a teammate’s approval in Today. ## What the AI appointment setter books, and what waits for you Give it your calendar and your rules. It fills open slots on its own and sends anything unusual to a person. ### Booked by the assistant - Offers two to five open times that fit your rules - Books the time the customer picks, during the call or chat - Asks where to meet when you offer more than one option - Confirms the details and sends a confirmation - Moves or cancels appointments it booked - Adds the contact, the customer’s note, and a conversation link to the event ### Sent to your team - Changes to appointments your team booked by hand - Times outside your hours, notice period, or booking window - Requests that need someone’s judgment first - A customer who asks for a person - Bookings you set to wait for approval - An alert for every new booking, if you want one ## Set up AI scheduling 1. **Connect a calendar.** Use the built-in calendar or connect Google Calendar, Outlook, Calendly, or Cal.com. 2. **Set your booking rules.** Choose the appointment length, buffers, minimum notice, how far ahead customers can book, and where you meet. 3. **Choose approvals and test.** Decide which actions run automatically, then test a booking, a reschedule, and an exception. ## What is an AI appointment setter? An AI appointment setter turns a conversation into a booked appointment: it answers the customer’s questions, offers open times, and books one without a person stepping in. InsertChat books the requests that come to you by phone, website chat, and text. It doesn’t make outbound sales calls; it makes sure every inbound lead leaves with a time on your calendar. ## Which calendars does AI scheduling work with? InsertChat’s built-in calendar, Google Calendar, Outlook, Calendly, and Cal.com. Connect the calendar you already use and choose which booking actions the assistant may take: offering times, booking, rescheduling, canceling, confirming details, and sending a confirmation. ## How do I control when customers can book? Set the appointment length from 15 to 120 minutes, buffers before and after, minimum notice of up to 48 hours, how far ahead customers can book (up to 90 days), and how many times the assistant offers. Availability follows your business hours or custom weekly windows. ## Can the AI book an appointment during a phone call? Yes. The AI receptionist checks open times while the caller is on the line, confirms the details, and books the slot. It announces a booking only after your calendar confirms it, and the appointment stays linked to the contact and the call transcript. ## Can customers reschedule or cancel with the AI? Yes, for appointments the assistant booked. A customer who calls or texts to move a visit hears new open times and picks one; a cancellation frees the slot on your calendar. Requests about appointments your team created by hand are marked needs-you for a person to handle. ## Do customers get appointment reminders? Yes. Appointments the assistant books can get a text or email reminder 72 hours and 24 hours before. If the time stops working, the customer can reply or call, and the assistant moves the appointment to another open time. ## What goes into the calendar event? The meeting location you chose, such as your address, a phone call, or an online meeting link, plus, if you want them, the customer’s contact details, their note about the visit, and a link to the conversation. Whoever takes the appointment knows who is coming and why before they arrive. ## How is an AI appointment setter different from a booking link? A booking link leaves the work to the customer. The AI appointment setter answers their questions first, such as price, service area, or what to bring, then offers times in the same call or chat. Already on Calendly or Cal.com? Connect it, and the assistant books into the event types you have. ## What happens when the time a customer wants is taken? The assistant offers other open times that fit your rules, two to five at a time, and never books over a slot your calendar shows as busy. If none of them work, the customer can ask for a person, and your team picks up the conversation with the request already in the inbox. ## Which businesses use AI appointment scheduling? Any business that runs on appointments: dental and chiropractic offices, salons and med spas, veterinary clinics, gyms, pet groomers, and home service companies booking estimates or repair visits. Match the appointment length and buffers to the work, and use custom weekly windows when you book differently from your opening hours. ## How much does AI appointment scheduling cost? Booking is part of every plan; paid plans start at $98 per month with 5,000 monthly credits. A booking uses the credits of the call or chat it happens in, with no separate per-appointment fee. Calendly, Cal.com, Google Workspace, and Microsoft 365 keep their own pricing. New customers can try Pro free for 7 days with 500 credits. ## Booking rules you control Every rule is a setting, not a prompt. The assistant only offers times that pass all of them, so a customer can’t talk it into a slot you didn’t open. | Setting | Options | What it prevents | | --- | --- | --- | | Appointment length | 15, 30, 45, 60, 90, or 120 minutes | Visits booked too short for the work | | Buffers | 0, 5, 10, 15, or 30 minutes before and after | Back-to-back visits with no travel or prep time | | Minimum notice | None, or 2, 4, 12, 24, or 48 hours | Surprise bookings an hour from now | | Booking window | 7, 14, 30, 60, or 90 days ahead | Appointments months out that people forget | | Times offered | 2 to 5 options per request | Long lists read out on a phone call | | Availability | Your business hours, or custom weekly windows | Bookings when nobody is working | | Meeting location | Your address, a phone call, an online meeting link, another place, or the customer’s choice | Customers showing up at the wrong place | | Reminders | Text or email, 72 and 24 hours before | Customers forgetting the appointment | ## AI scheduling by industry - [Dental](https://insertchat.com/industries/dental): Book cleanings and new-patient exams, and tell callers which insurance plans you accept. - [Chiropractic](https://insertchat.com/industries/chiropractic): Schedule first visits and adjustments while your hands are busy with a patient. - [Veterinary](https://insertchat.com/industries/veterinary): Answer pet owners’ calls about vaccines, refills, and sick pets during a full clinic day. - [Med spas](https://insertchat.com/industries/med-spa): Turn injectable, laser, and facial questions into booked consultations. - [Salons & spas](https://insertchat.com/industries/salon): Book cuts, color, nails, and massages for the right length while every chair is busy. - [Gyms & fitness](https://insertchat.com/industries/gym): Answer membership, class schedule, and trial pass calls while your staff coach. - [Pet grooming & pet stores](https://insertchat.com/industries/pet-grooming): Book grooms by breed and coat, answer product questions, and take special orders for staff. - [Plumbing](https://insertchat.com/industries/plumbing): Answer emergency and routine plumbing calls while your crew is on a job. - [HVAC](https://insertchat.com/industries/hvac): Take no-heat, no-cooling, and tune-up calls when every technician is already booked. ## Which calendar can I connect for appointment scheduling? Use InsertChat’s built-in calendar, or connect Google Calendar, Outlook, Calendly, or Cal.com from the app catalog and choose the scheduling actions your assistant can use. Test a booking, a reschedule, and a request that needs your team before enabling scheduling. ## Can a phone call or website chat lead to a booking? Your front desk can collect the customer’s request and use the calendar actions you have enabled. Bookings stay connected to the customer and conversation, giving your team context for the appointment. ## When does a booking request go to my team? When a request falls outside your booking rules, involves an appointment the assistant did not book, or needs someone’s judgment, the conversation is marked needs-you. Teammates can also be notified about every new booking, immediately or in a daily summary. ## Can the assistant double-book my calendar? It checks open times on your connected calendar before it offers or books a slot, and it confirms the booking only after the calendar accepts it. Keep personal appointments on the same calendar so they block time too. ## Can I approve bookings before they’re confirmed? Yes. Set booking, rescheduling, and canceling to wait for review, and they appear in Today for a teammate to approve. Leave them automatic when your rules cover every case. ## Related features - [AI receptionist](https://insertchat.com/product/phone) - [Lead capture](https://insertchat.com/product/lead-capture) - [After-hours answering](https://insertchat.com/product/after-hours)