Appointment scheduling and rescheduling
Set up an AI Agent that coordinates appointments over WhatsApp — or whichever channel you already use with your customers — checks Google Calendar, and books the appointment after a confirmation.
What you need
An AI Agent in Brain Studio
Understands what the person wants to schedule, gathers the data it needs, and decides when to check or run a tool. Its instructions should distinguish between checking availability and creating an appointment.
See setup in DocsThe calendar integration
Connects to the system where the business manages its schedule. Google Calendar is this recipe's example. AgendaPro, Calendly, Outlook Calendar, and Microsoft Bookings have their own tools and requirements.
See setup in DocsThe service's rules
Defines what can be booked, how long each service takes, what data the appointment needs, which time zone applies, and what the agent should do when it finds no availability.
A channel to receive the request
The journey can start on WhatsApp, Web, or another channel connected to the flow. The calendar doesn't change: the same agent checks and books the appointment from whichever conversation the person started.
A signal to track the outcome
Logs an event when the appointment is created or updated. That way you can tell a conversation that ended in a booking apart from one that ran out of availability or confirmation.
See setup in DocsHow it's built
Ask Jelou Agent to build it
Describe what you need in one sentence — for example, schedule appointments with Google Calendar — and it builds the flow, flagging which integration still needs to be connected.
Give the agent the rules
Upload the document with hours and services so it knows its role.
Test a request
The agent already built the flow; you confirm it responds correctly before publishing it.
Confirm the time
The person picks one and the agent confirms before booking.
It gets saved
The appointment is recorded on the calendar with the patient's details.
The confirmation arrives
The agent sends a confirmation message with the date and time.
Example prompt
“Build an agent that schedules appointments for my practice over WhatsApp. It should check my Google Calendar, offer only open time slots, ask for confirmation before booking, and email me when it's set.”
What to watch for
- Tools vary between providers. Don't promise rescheduling or cancellation until you've confirmed the chosen integration exposes that operation.
- Time zone, service duration, and the correct calendar all need to be defined before offering time slots.
- Checking availability doesn't reserve the slot. The agent needs to rely on the integration's real response again when it creates the appointment.
- The connected account's permissions determine which calendars the agent can read or modify.
Tips
- Ask only for the data the integration needs, and reuse whatever the conversation already told you.
- Present concrete options and ask for an explicit confirmation before executing the booking.
- Return the date, time, and time zone in the final message so the person can double-check what they booked.
- Test the flow against a test calendar before connecting it to the business's live calendar.
Prefer to start from a template?
This recipe leads with asking Jelou Agent to build it, but you can also install a ready-made template and customize it from there. Here's what that path looks like:
Support
Still stuck?
Open it from your account.
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