Live availability, not a static grid
It checks the calendar the moment it offers a time, so the slot it names is still free.
Booking agent
Booking should take one message, not six.
It reads your live calendar, offers slots you can keep, books, confirms and reminds. Reschedules happen on their own.
The problem
Where appointments go to die
Booking is usually a conversation with six turns in it. Are you free Tuesday. Not Tuesday — Thursday? Not after three. Every turn is another chance to get busy and drop it, and nobody writes back to say they did.
Underneath sits a scheduling problem nobody wrote down. One partner only consults on Wednesday afternoons; a hygienist needs a different slot length than the dentist. Those rules live in one person’s head, which is why booking can’t be handed to anyone else.
How it works
How it gets built
Nothing goes live the day it’s built.
01
We write the scheduling rules down
Appointment types, who can take which, buffers and travel time. The unglamorous hour that decides whether the rest works.
02
We connect the calendar you already use
Google Calendar, Outlook or the CRM. It reads live availability and writes a real event your team sees.
03
It books on whichever channel the person used
Phone, website chat, text, or a link in an email. Same rules, same calendar.
04
It confirms, reminds and reschedules
A confirmation immediately, then reminders on your schedule. If someone can’t make it, the appointment moves instead of landing in your inbox.
05
It fills the hole a cancellation leaves
A canceled slot goes back out to the people who wanted an earlier one, in order.
What you get
What it handles
No line item here is an upsell waiting to happen.
Different appointment types, different rules
A thirty-minute consult, a two-hour estimate and a five-minute call each get their own length and buffer.
Reminders that go out on your schedule
Text and email at the intervals you choose. The least clever part of this, and reliably the most useful.
Reschedules and cancellations without you
The reply that says "something came up" becomes a new appointment. The old slot is released the same second.
A waitlist that gets worked
People who wanted a time you didn’t have get asked first. Most practices keep this list and never call it.
It knows when to stop and ask
Anything unusual — a partner who’s away, a slot that would break a rule — goes to a person.
Who it is for
Who we’ve built this for
Built mostly for law firms. The machinery doesn’t care what you sell.
- Law firm — offers only the slots the right attorney can take, and leaves court dates alone.
- Dental practice — handles recalls, and refills the chair when a hygiene slot cancels overnight.
- Contractor — spaces estimates so the drive between them is possible, and confirms the morning of.
- Salon — books by stylist rather than by chair, and lets a regular move their own appointment.
- Thrift store — takes drop-off, pickup and appraisal slots, so no van arrives at the busiest hour of Saturday.
- Home services — offers arrival windows rather than exact times, and reminds the day before.
Honest answers
The four things everybody asks.
Most of this happens over text and web chat, where the writing is short enough to read like a person. On the phone it’s the receptionist voice. It does feel mechanical on repetition, so we cap the attempts and hand over.
It can only offer what the rules allow and what the calendar says is free, so the failure isn’t a double booking. It’s a rule nobody mentioned in the first hour. Those turn up early and take five minutes to fix.
People who want to speak to somebody will keep calling, and they should — this never stands between a caller and a free human. What changes is for the people who didn’t want a conversation, and there are more of those than offices expect.
A fixed price once the scope is agreed, most single automations in the low four figures. Built alongside the receptionist, it’s scoped as one front desk rather than two projects.
Related
What usually gets built alongside it.
AI phone receptionist
Answers every call day or night, and hands over to a person when it should.
Read moreWebsite chat widget
Trained on your own pages and documents, so it answers instead of inventing.
Read moreMissed-call text-back & speed to lead
Every missed call and new inquiry gets a reply from your number inside a minute.
Read moreTell us whether booking agent is the right first build.
Tell us how calls and inquiries reach you now, and what happens to the ones that arrive at the wrong moment. We’ll tell you which build is worth doing first.
Discovery is a fixed fee and you keep the shortlist either way.