Related workflows: Check availability (Google Calendar) and Create appointment (Google Calendar).
What it does
It answers your customers’ calls, identifies which location they want to be seen at, checks the free slots in your calendar, and books the appointment. It’s a single prompt agent in English, with an unhurried tone aimed at appointment management for your business.How the call goes
- It places the customer. It asks which location they want to go to and, if they can’t name it, works it out from the knowledge base. This step is optional: changing the prompt is enough for the agent to handle appointments for a single location.
- It checks the schedule. It calls
check_availabilitywith the opening and closing time of the day the customer asks about, and gets back the free slots already worked out, in local time. If the customer changes the day or the time, it calls the tool again. - It offers slots and collects the details. It only proposes times that fit entirely inside a single free slot: if the one the customer asked for doesn’t fit, it offers the two closest alternatives. Once the customer picks one, it asks for their name and phone number.
- It books the appointment. It calls
create_appointment, which re-checks the slot before creating the event. If another appointment came in for that slot during the conversation, the workflow creates nothing and the agent offers a different time.
What you need
- A Google Calendar connection
- The Check availability (Google Calendar) workflow
- The Create appointment (Google Calendar) workflow
- A knowledge base with your locations: address, neighborhood, and hours (optional)
Getting started
1
Create the agent
In Agents, click Create Agent, select the template, and click Use template.
2
Fill in the two variables
3
Adjust the hours and the duration
In the prompt, edit the Opening hours block with your location’s real hours: that’s where the agent takes the opening and closing time it passes to
check_availability from, so if it doesn’t match, neither will the slots it offers.The appointment length ships fixed at 15 minutes and appears in two places in the prompt: in the check_availability instructions, next to the example of how late you can offer within a slot, and in the create_appointment ones. Change it in both.4
Set up the two tools
Create the Check availability (Google Calendar) and Create appointment (Google Calendar) workflows from the Workflow section under Tools. Both have to point at the same calendar: otherwise the agent offers slots from one schedule and books the appointment in another.This is how you create a workflow without leaving the agent:The names must match exactly —
check_availability and create_appointment — because the prompt calls them literally.Both workflows ship with the time zone set to Europe/Madrid. If you operate in a different one, check it before moving on: it’s three fields in Check availability and two in Create appointment.5
Publish both workflows
Each workflow has to be published. If you skip this step, the agent won’t be able to use them.
6
Link the knowledge base (optional)
Upload your location list and link it to the agent. The agent uses it to place customers who can’t name the location they go to.
7
Test and publish
Make a test call booking a real appointment, check it shows up in the calendar at the right time, and publish the agent. To make the test call, you have to click Test.
Example conversation
Before publishing
Keep in mind the following points when setting up your template:- Canceling or rescheduling appointments: if you need this, you’ll have to add it yourself; the agent says it will handle it, but there’s no tool behind that.
- Transferring or hanging up: add the transfer tool if you want the agent to be able to do this; by default it has neither.
- Handling several languages: switch the language selector to Multilingual so the agent detects each customer’s language and replies in that same language. By default it only speaks English, even if the customer switches language.
- Separate schedules per location: duplicate both workflows and give them specific names, adjusting the prompt accordingly. By default, the agent works against a single calendar: it can place customers across several locations through the knowledge base, but every appointment lands in the same schedule.
Next Steps
Check availability (Google Calendar)
The workflow that queries the free slots.
Create appointment (Google Calendar)
The workflow that creates the event.
How to write prompts
If you want to modify the template’s prompt.