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Chatbot Builder AI allows you to connect your external calendars (Google, Outlook) so your bot can automatically check your availability and book slots for customers.
Pro Tip: If you only need simple, fixed time slots (e.g., “Monday 9-5”), you might not need the full AI integration. But for conversational scheduling (e.g., “I’m free next Tuesday afternoon”), the AI Functions method described below is best.

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Prerequisites

  1. Connect Calendar: Ensure your Google or Outlook calendar is connected in Settings > Integrations > Calendars.
  2. AI Provider: You need an active integration with OpenAI, Claude, Gemini, or Grok to use the conversational features.

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Configuration Guide

1

Create Custom Fields

Go to Flows > Custom Fields and create these variables to store booking data:
NameTypeDescription
date_startDate & TimeStart boundary for searching slots.
date_endDate & TimeEnd boundary for searching slots.
appointment_dateDate & TimeThe specific slot selected for booking.
available_slotsTextStores the list of free times found.
2

Create 'Check Availability' Flow

  1. Create a new Flow named “Check Availability”.
  2. Add an Action block.
  3. Select Appointments > Check Availability.
  4. Configure it to use the date_start and date_end variables and save the result to available_slots.
3

Create AI Functions

Go to Settings > Integrations > [Your AI Provider] > Functions and add two functions:Function 1: Check Availability
  • Name: check_availability_to_book_appointment
  • Description: Checks for open slots within a date range if the user doesn’t provide an exact time.
  • Data to Collect:
    • start_datetime -> date_start
    • end_datetime -> date_end
  • Trigger Flow: Select your “Check Availability” flow.
  • Output Message: available_slots
Function 2: Book Appointment
  • Name: book_appointment
  • Description: Directly books an appointment on your calendar.
  • Data to Collect:
    • date -> appointment_date
  • Book on Calendar: Select your connected calendar.
  • Trigger Flow: None (or a confirmation flow).
  • Output Message: “Success! Your appointment is booked for appointment_date.”
4

Enable Functions

  1. Go to your AI Integration Settings (or the specific AI Action block in your flow).
  2. Ensure both functions are enabled/selected.

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How it Works in Chat

User: “I need a haircut sometime next Tuesday or Wednesday.”
  1. The AI triggers check_availability_to_book_appointment.
  2. It calculates the dates for “Next Tuesday” and “Wednesday” into date_start and date_end.
  3. The system checks your calendar and returns available times.
  4. Bot: “I have openings on Tuesday at 10 AM and 2 PM. Which works?”
User: “Let’s do 2 PM.”
  1. The AI triggers book_appointment.
  2. It sets appointment_date to that specific Tuesday at 2 PM.
  3. The system creates the event on your calendar.
  4. Bot: “You are booked for Tuesday at 2 PM!”
System Limit: The calendar integration currently does not allow booking past time slots. They are shown for reference only.