Appointment Scheduling with OpenAI or Gemini

Combine the power of OpenAI or Google Gemini with Chitchatbot.ai’s Appointment Scheduling Manager to let users book appointments seamlessly—right from your chatbot, across any channel, including voice and SMS.

Customers can now book without needing to click external links—everything happens in the conversation.

📅 Step 1: Set Up Your Calendar

Before integrating AI, first set up your appointment calendar:

👉 View Calendar Setup Guide

🛠️ Step 2: Create Custom Fields

Go to: Flows > Custom Fields → Create the following fields:

These fields will be used to check availability and store appointment data.

🔄 Step 3: Create a Flow to Check Availability

• Go to: Flows → Click Add New

• Name your flow: Check Availability

• Add an Action → Choose Appointment → Select Check Availability

🎯 Step 4: Create AI Trigger – Check Availability

Go to: Settings > Integrations > OpenAI or Gemini > AI Triggers → Click Add New

Fill in the following:

• Name: check_availability_to_book_appointment

• What does this trigger do? Allows the user to check available slots within a date range to book an appointment. Only use when the user hasn’t provided an exact date/time.

• What data to collect?

start_datetime → date_start

• end_datetime → date_end

• Book on calendar: None

• What flow is triggered: Check Availability

• What is the output message?: {{available_slots}}

📆 Step 5: Create AI Trigger – Book Appointment

Create a second AI Trigger:

• Name: book_appointment

• What does this trigger do? Allows the user to book an appointment, such as for a job application or consultation.

• What data to collect?

date → appointment_date

• Book on calendar: Your Calendar Name

• What flow is triggered: None

• What is the output message?: Success

✅ Step 6: Enable Your AI Triggers

You can activate AI Triggers in two ways:

• Go to: Settings > Integrations > OpenAI or Gemini → Enable them from there

• Or: Use the AI Trigger inside any flow using the OpenAI or Gemini Action

🧠 Prompt Tip (Optional but Recommended)

Include this line in your AI prompt to guide the model’s behavior:

“Always check for availability when the user says they want to book an appointment on Monday, tomorrow, morning, afternoon, or something similar without specifying a time for the booking.”

This helps the AI trigger the availability flow even if the user doesn’t give a specific date or time.