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Use case

Booking and rescheduling appointments

Healthcare

Build an agent that handles an appointment request, checks available times, and records the booking after the person confirms. This recipe uses Google Calendar, but the flow can be adapted to the scheduling provider the business already uses.

Illustration: a person chooses a time on their phone and receives the appointment confirmation in the same conversation

The problem before you build it

The request arrives in chat, but availability lives in another system. Without an integration, someone must leave the conversation, open the schedule, find a slot, and write back. If that time is no longer available, the exchange starts again. This case connects both sides so the agent checks the schedule before offering an option and records the appointment only after a clear confirmation.

What you need

An AI Agent in Brain Studio

It understands what the person wants to book, gathers the required details, and decides when to check or run a tool. Its instructions must distinguish finding availability from creating an appointment.

See setup in Docs

The scheduling integration

Connect the system where the business manages its schedule. Google Calendar is the example in this recipe. AgendaPro, Calendly, Outlook Calendar, and Microsoft Bookings have their own tools and requirements.

See setup in Docs

The service rules

Define what can be booked, how long each service takes, which details the appointment needs, which time zone applies, and what the agent should do when no time is available.

A channel for the request

The flow can start on WhatsApp, Web, or another connected channel. The schedule does not change: the same agent checks and records the appointment from the person's conversation.

A signal for the result

Record an event when the appointment is created or updated. This separates a conversation that ended in a booking from one that ended without a time or confirmation.

See setup in Docs

Relevant indicators

Signals the builder should be able to observe — not a promised uplift.

Appointments confirmedRescheduling completedNo-shows

Channels

WhatsAppWebInstagramFacebookApps

How it works for the person

  1. The person asks for an appointment

    They write through the channel they already use and explain what they need to book or which appointment they want to change.

  2. The agent gathers what it needs

    It asks for the service, a preferred date or time, and the contact details required by the integration. It only clarifies the time zone when the flow cannot infer it, and it does not ask again for information it already has.

  3. The integration checks the schedule

    The AI Agent uses the provider's tools to review availability, events, or services. With Google Calendar, it can check free time before creating the event.

    Ver en Docs

  4. The person confirms a time

    The agent presents options that match the schedule and books only after receiving a clear confirmation.

  5. The appointment is recorded

    The integration creates or updates the appointment in the system the business uses. The agent returns the date, time, and next steps in the same conversation.

How to prepare it in Jelou

  1. Choose the schedule you will connect

    Start with the system the business already uses. Check Docs for the operations its integration provides. Checking availability, creating, updating, and cancelling are not equivalent across providers.

    Ver en Docs

  2. Install and authorize the integration

    Configure the credentials and permissions required by the provider. Before building the conversation, verify that the integration can read the right calendar and run the operation you need.

    Ver en Docs

  3. Add the tools to the AI Agent

    In the AI Agent node's Tools tab, add the scheduling operations used by the flow. Give the agent only the tools this journey needs.

    Ver en Docs

  4. Write the conversation rules

    State which details the agent must gather, when it may check the schedule, and what counts as confirmation. The agent should not create the appointment while the person is still comparing options.

  5. Prepare the no-availability paths

    Define what the agent says when there are no times, a detail is missing, or the integration fails. It can offer another date, ask for a different preference, or hand off the case, depending on the business operation.

  6. Test the booking and record the result

    Run cases with availability, no availability, a changed time, and no confirmation. Once the appointment is recorded, emit the event used to observe the journey.

    Ver en Docs

Before you publish the flow

  • Tools differ by provider. Do not promise rescheduling or cancellation until you confirm that the chosen integration exposes that operation.
  • The time zone, service duration, and correct calendar must be defined before the agent offers times.
  • An availability check does not reserve the slot. The agent must rely on the integration's actual response when it creates the appointment.
  • The connected account's permissions determine which calendars the agent can read or change.

Implementation tips

  • Ask only for the details the integration needs and reuse information already present in the conversation.
  • Present specific options and request an explicit confirmation before booking.
  • Return the date, time, and time zone in the final message so the person can verify the booking.
  • Test the flow with a test calendar before connecting it to the business's operational calendar.

See the flow in Brain Studio

Un template que conecta el agente con Google Calendar para que la conversación agende sin intervención humana.

Templates de Google Calendar

Next action

Go to Docs

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