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Language: English
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Use cases

Automated appointment booking

With CONTACT.WORK, customers can book even when your staff is busy or the workday is over. The AI finds open slots in your scheduling software via API and books the visit, or takes a booking request if your front desk approves appointments. The day before, it asks the customer to confirm; cancellations and reschedules show up on the schedule, and an open slot can go to someone on the waitlist. You get fewer no-shows, and the phone no longer pulls your staff away.

Get a quotePricing
$0license feesNo licenses – you pay for support
Anyscheduling software with an APIBooking software, EHR, or your own system
Yourbooking flowYour rules: locations, specialists, deposits
1timeline for every channelThe customer's calls and chats together

Challenges

The trouble with manual booking

Calls get lost at busy timesThe front desk is with a customer, no one answers the phone, and the caller picks another company.
No-showsThe customer forgets the appointment, and a slot someone else could have taken goes to waste.
Booking only during the dayAfter closing, there's no way to book, and by morning the customer has changed their mind.
Schedule mix-upsReschedules get lost, and sometimes two customers are booked for the same time.
Last-minute cancellationsYou hear about a cancellation when it's too late to offer the time to someone else.
The same questions over and overAll day long, the front desk explains how to get there, what things cost, and how to prepare for the visit.

Solution

A new way to book

Booking

The visit is booked while the customer is still on the line

The voice or chat AI consultant asks which service, which location, and which specialist, checks open slots via API, and books the visit right away. For a returning customer, it first offers their usual specialist.

  • Service and location
  • Open slots
  • Usual specialist

Reminder

The customer confirms the day before

Before the appointment, the AI contacts the customer, reminds them where and when to come, and asks them to confirm. A cancellation is removed from the schedule right away, and if the customer doesn't respond, the front desk gets a task.

  • Call or message
  • Confirmation
  • Cancellation on the schedule

Reschedule

Rescheduling without the front desk

The customer says they want to move the visit; the AI finds the booking, offers new options, and updates the schedule. The front desk sees the change without a long back-and-forth.

  • Find the booking
  • New time
  • Instant update

Open slots

Canceled time earns money again

When a customer cancels, the slot goes straight to people on the waitlist. After the reminder calls, you get a summary of which hours are open in the coming days.

  • Waitlist
  • Open slot report
  • Spots in groups

Deposit

High-value visits with a deposit

When someone picks an expensive service, the AI sends them a link to pay a deposit right away. You decide which services require one.

  • Payment link
  • High-value services
  • Your rules

Examples

Four typical cases

Before and after the AI.

Booking late in the evening

A customer remembers to book only after you've closed. Before, the call was lost, and by morning the person had found another place. Now the AI takes the call, checks the schedule, and books the visit with a confirmation. If your company confirms bookings by hand, the front desk sees the list of overnight bookings in the morning and approves them. Evening inquiries no longer slip away, and the day starts with new visits on the schedule.

  • Booking at night
  • Confirmation
  • Morning list
Example 1 of 4

Your company chooses the services and the rules for reminders and deposits, and the AI follows them.

Capabilities

More booking capabilities

Booking, reminders, scheduling, and quality monitoring.

Booking

  • Any channelCustomers choose what's easiest: call, send a message, use your website, or find you on Google Maps.
  • Usual specialistThe AI offers a returning customer the specialist they saw before.
  • LocationsEven with one number for the whole chain, the AI books the customer at the right location.
  • Answers before the visitThe AI explains how to get there, what services cost, and how to prepare – based on your company's information.
  • Transfer to the front deskDuring business hours, the AI gathers the details of a complex question and passes it to the front desk.
  • Scheduling rulesThe AI factors in service length and breaks between visits and offers only slots that fit.
  • Identity checkBefore reading out or changing a booking, the AI verifies the customer's details.
  • Booking confirmationRight after booking and after every reschedule, the customer gets a confirmation by email or text.
  • Customer's languageset up for youThe AI detects the caller's language and continues the booking in it.

Reminders

  • The day beforeThe AI calls or messages the customer in advance and waits for a reply.
  • No answer – a taskIf the customer doesn't respond, the front desk gets a task to reach them.
  • Contact person's numberA reminder can go to whoever booked for the customer – a parent, for example.
  • Repeat serviceWhen it's time, the AI invites the customer back and offers open slots.
  • BirthdayShortly before a customer's birthday, the AI sends birthday wishes and an invitation to book at a discount.
  • Second reminderBesides the day-before reminder, the customer gets another one an hour or two before the visit.
  • One-tap replyIn the reminder message, the customer confirms, reschedules, or cancels with one tap.
  • A call after chat silenceIf a customer leaves a chat reminder unanswered, the AI follows up with a voice call.
  • Who needs another reminderset up for youA model studies past visits and flags bookings at risk of a no-show – those customers get more reminders.

Scheduling and quality

  • Waitlistset up for youA freed-up hour goes to a customer who was waiting for a spot.
  • Groups with spot limitsA group takes no more than the set number of people; the rest go on a waitlist.
  • Open slot summaryAfter the reminder calls, you can see which times opened up.
  • Morning list of overnight bookingsIf the front desk approves bookings, each morning the AI hands over the ones taken overnight.
  • Specialist ratingAfter the visit, the customer rates the service, and the manager sees who was unhappy.
  • Front desk rankingSpeech analytics checks front desk calls against the script and ranks the front desk staff by the results.
  • Cancellation reasonThe AI asks why the customer canceled and records the answer – you can use it to adjust your booking rules.
  • Reminder reportA report by day and campaign: confirmed visits, reschedules, cancellations, and no-shows.

Modules

Contact center modules

Voice AI consultantTakes calls to book, reschedule, and cancel, sees the schedule, and books the visit itself. Passes complex questions to the front desk.→AI consultant for chatBooks people who message you in messaging apps, on your website, or on your Google Business Profile, and reminds the customer about the visit in advance.→Auto dialerCalls customers with a reminder the day before and marks on the schedule who confirmed, who canceled, and who wants to reschedule.→API integrationConnects the AI to your scheduling software: the AI sees open slots and makes changes itself, so the schedule stays up to date.→Missed call callbackIf a customer hits a busy line, they get a callback and a booking at a convenient time, so the inquiry isn't lost.→
Customers book after hoursPeople can book at night or on a weekend: the AI finds an open slot and reserves it. Evening calls get answered, so customers don't go looking elsewhere.
Fewer empty slots and no-showsThe day before, the AI checks whether the customer is coming. If plans have changed, the slot opens up right away, there's still time to fill it, and no working hours go to waste.
Staff focus on customersThe AI takes the calls to book, reschedule, or cancel. Your staff can focus on the customers in front of them instead of the phone.
A schedule you can trustEvery booking, change, and cancellation reaches your system via API right away. No one retypes data by hand, there are fewer double bookings, and the schedule matches reality.

Launch

From connection to launch

  1. 01ScheduleWe connect your scheduling software via API: the AI gets your services, specialists, locations, and every open slot.
  2. 02RulesWe agree on which services the AI books by itself, where a deposit is required, and when to bring in the front desk.
  3. 03ScriptWe write the flow for booking, rescheduling, and canceling, plus the messages the AI uses to remind customers the day before.
  4. 04ChannelsWe connect your phone line, messaging apps, website chat, and your Google Business Profile.
  5. 05PilotYour staff make test bookings through the AI, then we turn it on for a share of calls and refine the script.
  6. 06Go-liveWe hand booking to the AI under the agreed rules and use reports to track how no-shows and empty slots change.

Preparation

What to decide up front

Where does your schedule live?Tell us which system holds your schedule – the AI will see open slots through its API.
What can the AI book without staff?List the services customers can book through the AI without staff involvement.
When to send reminders?Decide how far ahead of the appointment to remind customers and what to do if they cancel.
Where to take deposits?Mark the high-value services for which the AI sends the customer a payment link.
Who confirms bookings?Choose whether the AI puts visits on the schedule right away or the front desk confirms them in the morning.

Q&A

Frequently asked questions

Which scheduling software can you connect?

Any software with an API: booking platforms, EHR and practice management systems, CRMs, or a system built for you. We set up the connection at launch.

Can customers reschedule on their own?

The AI finds their visit, picks another slot, and updates the schedule itself.

How do reminders work?

The day before, the customer is reminded about the appointment, and the schedule is marked: coming, canceled, or wants a different time.

What if the front desk wants to confirm bookings themselves?

Then the bookings the AI takes overnight arrive as one list in the morning, and they confirm each one on the schedule.

Does this work for a small company?

Chat booking, reminders, and schedule updates work for a company of any size. The voice AI consultant is designed for larger contact centers – from ten agents.

Can we host the system ourselves?

You can install the system on your own servers or use it in the cloud – your choice.

What does booking through the AI cost?

There are no licenses; the platform itself is free. Connecting your schedule and setting up the flow are billed by the hour at your support plan's rate, and AI usage is billed separately. Contact us for pricing.

Cost calculator →

Glossary

Terms on this page

API (application programming interface)
The way programs exchange data with each other without a person in the loop. Learn more →
EHR and practice management system
Clinic software with provider schedules and patient charts. Learn more →
Callback
The customer doesn't wait on hold but asks for a callback – and gets one when an agent is free. Learn more →
Contact center quality management
Calls and chats are scored against a scorecard to find mistakes and coach agents. Learn more →
Speech analytics
The system analyzes recorded calls automatically: topics, script adherence, customer emotions. Learn more →
Automatic callback
The system calls back everyone who couldn't get through. Learn more →
CRM – customer relationship management
Where a company keeps its customers, deals, and full communication history. Learn more →
On-premises deployment
The system runs on the company's own servers, not in the vendor's cloud. Learn more →
Cloud deployment (cloud)
The platform runs on the vendor's servers, and agents connect over the internet. Learn more →

More

Related

After-hours answering How call handling continues after closing: the AI answers and books, urgent calls reach the on-call person, and the front desk handles the rest in the morning. Learn more Lead qualification How the AI calls a new lead right away while interest is fresh, learns what the customer needs, and books a meeting with a sales rep. Learn more Omnichannel inbox How bookings from messaging apps, website chat, and Google Maps land in one timeline with the customer's calls, so the front desk sees the full history. Learn more AI agent savings Estimate how many front desk hours you'd free up and how much your company would save if an AI agent took over booking, rescheduling, and reminders. Learn more

Blog

Fresh from the blog

All articles →
Services · 7 min read Custom development of your contact center platform for your processes When contact center settings are not enough: integrations, modules, AI workflows. How to tell development from configuration and estimate the payback. Read the article → Management · 9 min read How many agents does your contact center need? Erlang C in plain English Calculate contact center staffing with Erlang C: workload, service level, shrinkage, and headcount by shift – all in one worked example. Read the article → Integrations · 7 min read CRM and phone system integration: what it does and how it works How to connect your phone system to your CRM: calls and recordings in the record, screen pop, click-to-call. What to decide first and how to check it works. Read the article →

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