The AloAi Agent offers tools to automate appointment scheduling, including creating, updating, and canceling appointments. It supports integration with calendar tools like Google calendar and Outlook and helps handle time zones to avoid conflicts.
Step 1: Accessing the configuration panel
Login to Aloware admin - navigate to your Aloware admin dashboard and locate the AloAi Agents menu.
AloAi Agent setup
For existing agent - Select the AloAi agent, click edit, and navigate to the prompt tab to make adjustments.
For new agent - create a new AloAi agent instance. Read this guide to learn how to create one.
Define appointment actions
Set specific prompts (e.g., “Create appointments”) to trigger appointment handling.
Click the +add action section within the agent instruction settings.
Add "Create appointments" action to agent settings
Define prompts for appointment tasks like scheduling or rescheduling
Step 2: Configuring appointment scheduling
Assign appointments to relevant users - in the settings, specify which user will handle appointment-related tasks. Ensure roles are clearly defined for seamless workflow.
Set appointment parameters - define essential rules and triggers in the agent prompt for creating, rescheduling, or canceling appointments.
Example: "If a customer asks 'Can I book an appointment tomorrow at 2 PM?" the agent should confirm availability and schedule the request.
Define prompts for appointment tasks like scheduling or rescheduling.
Calendar integration
Sync the AloAi Agent with your calendar (e.g., Google Calendar or Outlook) by following the steps in Aloware's settings menu.
Timezone support and accuracy - adjust settings to ensure the AloAi Agent can detect and work with time zones for all participants, eliminating scheduling conflicts.
Step 3: Setting up notifications
Enable confirmation messages - The AloAi Agent can send confirmation emails or SMS when appointments are created, updated, or canceled. For detailed instructions, refer to this guide.
Notify all relevant parties - ensure not just the user but also associated stakeholders receive timely updates on schedule details or changes.
Email notification is sent to relevant recipients
Step 4: Testing the Setup
Simulate customer Interaction
Initiate a mock conversation with the AloAi Agent, requesting tasks like:
Scheduling an appointment
Rescheduling to a new date and time
Canceling an ongoing appointment
The SMS confirmation is sent while the call is in progress.
Verify results
The appointed schedule whether initial and rescheduled is in your integrated calendar.
That notifications have been successfully delivered to all intended recipients.
The appointment is synced with the Aloware Talk calendar
The appointment is also synced with the integrated Google Calendar
Troubleshoot
If discrepancies occur (e.g., double bookings or improper notifications), revisit your configuration and adjust prompts, roles, or calendar settings as needed.
Step 5: How customers can use the feature
Once configured, customers can use the AloAi Agent for appointment tasks intuitively.
Scheduling a new appointment
Initiate a chat or voice command with the AloAi Agent.
Provide appointment details, such as:
Date (e.g., "April 3, 2025"), Time (e.g., "10:00 a.m., London time")
Duration (e.g., "two hours")
Notes (optional) (e.g., "Planning meeting with John").
The AI will confirm details and schedule the appointment.
Updating or rescheduling an appointment
Contact the AloAi Agent with an update request (e.g., "I want to reschedule my meeting to April 4th, 2025, at 11:00 a.m.").
Confirm any proposed changes from the AI.
Updates will automatically be reflected on linked calendars and notified to relevant parties.
Canceling an appointment
Notify the AloAi Agent with clear cancellation instructions (e.g., "Cancel my meeting scheduled tomorrow at 10:00 a.m.").
Ensure that cancellation confirmation is received, both by the customer and assigned team members.
Related Aloware tools
This feature integrates seamlessly with:
Calendar integration - ensuring appointments created via AloAi appear in connected platforms like Google Calendar or Outlook for real-time modification and tracking.
Communication tools - providing unified insights into appointment-based interactions across calls, SMS, and emails directly within Aloware’s system.
Analytics - leveraging appointment data to derive insights into peak scheduling periods and optimize resource allocation.
Additional tips for configuration success
To ensure smooth operation:
Set clear, user-friendly prompts that minimize ambiguity in AI-driven conversations.
Test for edge cases such as double-booking or updating recurring meetings.
Enable error-handling protocols (e.g., notifying admins when appointments overlap).