Site visit or on-site appointment
Viewing the premises, measuring for furniture, an installer's visit. The agent asks for the address and writes it into the appointment note so your team knows where to go.
Sales · Appointments, site visits, meetings
AI appointment booking by phone. Booked while you're on another call.
Kolio is an AI agent for businesses that books appointments itself by phone, on the web and by email, 24/7: it checks free slots in the Kolio Calendar or a connected external system, respects the location's opening hours and staff availability, books, and emails the confirmation and reminder. Customers reschedule or cancel by phone. The quote comes from your sales team.
7 days free · no credit card · the built-in calendar works right away
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By the Kolio team · updated
The only transaction
What does the agent close on its own in AI appointment booking by phone?
AI appointment booking by phone is the only transaction the Kolio agent closes on its own, without sign-off from your team: a site visit, a consultation or meeting, a measurement or a service call. It books in the same call, not with a call-back the next day — the customer never waits on voicemail. Anything that needs a company decision — price, quote, order — goes to your sales team as a task in the CRM. That's the point, not a limitation: according to Zocdoc, nearly 40% of appointments are booked outside of work hours, between 5 pm and 9 am, when nobody is at the phone.
Consultation or meeting
Intro call, consulting session, online meeting. The agent says who from your team runs the meeting and emails the customer a confirmation with the details.
Measurement or service appointment
A slot for a measurement, repair or check-up. If the service has several staff members or locations, the agent offers the first free slot with any of them.
Free slots
How does the appointment booking bot check which slot is free?
An appointment booking bot is the part of the Kolio agent that computes a free slot as the intersection of three conditions: the location's opening hours, the schedule of at least one staff member who performs the service, at that location who is not busy at that time. The agent doesn't guess — if the calendar has no free slot, it doesn't offer one. It suggests two or three slots that match what the customer asked for ("Thursday afternoon") and books the one they pick.
Built-in Kolio calendar: locations, staff, availability
In the Kolio Calendar you set up services with duration, price and staff, locations with opening hours, team availability with exceptions (holidays, closures) and staff members with their own schedules. It works right away, with no integrations — an appointment the agent books shows up in the same weekly view where your team manages its own.
External system: your existing calendar or booking tool
If you already keep appointments elsewhere, the agent reads free slots from the connected system and books there too — you enable writing yourself, tool by tool. The Kolio CRM keeps the record of who was booked and what was agreed.
After booking
What follows the booking: confirmation, appointment reminder email, rescheduling by phone?
After booking, Kolio immediately emails the customer a confirmation — if they gave an address — and on the morning of the appointment, at 7:30, an appointment reminder email with the same time and location your team sees in the calendar. Rescheduling by phone is as simple as booking: the customer calls, the agent recognises them by their number, says which appointment they have and moves or cancels it. A moved appointment gets a new confirmation, and the reminder goes out once per appointment — the customer doesn't get three messages for the same visit. The reminder is not a detail: in a systematic review of 29 studies (Hasvold & Wootton, 2011), reminders cut no-shows by roughly a third.
| Event | Who | When | Channel |
|---|---|---|---|
| Booking the appointment | Kolio AI agent | during the conversation, after checking the calendar | phone, web, email |
| Appointment confirmation | Kolio AI agent | right after booking, if the customer gives an email address | |
| Appointment reminder | Kolio (automatic) | on the day of the appointment at 7:30, once per appointment | |
| Rescheduling | Kolio AI agent, at the customer's request | during the conversation, to the first free slot | phone, web, email |
| Cancellation | Kolio AI agent, at the customer's request | during the conversation; the appointment is marked "cancelled" | phone, web, email |
| Change by your team | your team | any time, by dragging in the calendar | Kolio Calendar |
| SMS reminder | — | not available yet; the reminder goes by email | — |
Several locations and staff
How does automated appointment scheduling work with several locations and staff members?
Automated appointment scheduling in Kolio works with a single setup even when the company has several staff members, several locations or several customers at the same time: a service has several staff (say, three consultants who perform it at once), each staff member has their own schedule, and each service can have its own location. The agent offers a slot only where and when a staff member who actually performs the service is free — and the customer gets the person's name and the location's address in the confirmation. The limits on booking live on the service: how many days ahead customers may book, and how close to the appointment they still can.
Services and staff
One service with three staff members — instead of three near-identical services the bot would pick from by first name match. Overlaps are checked within the same service.
Staff and schedules
Assign each team member the services they perform and a weekly schedule with exceptions. A service with no assigned staff follows only its own schedule — exactly as it did before.
Locations and limits
A service has a location (salon, branch), a booking horizon (30 days ahead by default) and a minimum lead time (60 minutes by default). The agent never crosses these limits.
Example conversation
Example: booking a meeting in web chat on Wednesday at 16:05
In the demo chat, Mr Palmer asks for a Thursday slot on the Norevia Ltd website at 16:05. Lina, the AI agent, suggests a free intro call or an online meeting, checks Thursday afternoon in the Calendar and offers 14:00 or 15:30. The customer picks 14:00, leaves his name and email, Lina books and sends a confirmation with the meeting link. Thomas Reed, Head of Sales, sees the appointment in the calendar and the contact with the full conversation in the CRM — before the meeting he knows who he's talking to and about what.
Setup
How do you set up AI appointment booking in four steps?
01 Enter your services: duration, price, staff
In the Calendar, create the services customers book (intro call 30 min, site visit 60 min …). For each, set the duration, price, staff, booking horizon and minimum lead time.
02 Set the schedule and staff
The service's weekly schedule and exceptions (holidays, closures). If several people perform the service, assign it to them and give each their own schedule — the agent will only offer slots when one of them is free.
03 Tell the agent how to book
In the instructions, in plain sentences: which service to suggest to new customers, what to ask (address for a site visit, email for the confirmation), how many slots to offer. Try it in the simulator.
04 Switch on the channels and watch the calendar
Connect your number, embed the web chat or connect your mailbox. Every booked appointment is in the calendar right away, the contact and transcript in the CRM — and your team can drag the appointment if needed.
FAQ
FAQ about AI appointment booking
What happens if two people call for the same slot at the same time?
The Kolio AI agent checks availability right before writing the appointment, not only when offering it. If the second caller took the same slot a second earlier, the first write fails and the agent immediately offers the customer the next free slot — the same staff member is never double-booked.
Can I limit how many days ahead customers can book?
Every service in the Kolio Calendar has a booking horizon (30 days ahead by default) and a minimum lead time (60 minutes by default). The AI agent only offers slots within these limits, however the customer asks.
Does the AI agent send an appointment reminder by SMS?
Kolio sends the appointment reminder by email, on the day of the appointment at 7:30 in the company's time zone, once per appointment. SMS reminders are not available yet; the appointment confirmation goes to the customer by email right after booking.
Can a customer reschedule or cancel an appointment by phone on their own?
The Kolio AI agent recognises the customer by phone number or email address, says which appointment they have and, at their request, moves it to the first free slot or cancels it. A moved appointment gets a new email confirmation; a cancelled one is marked "cancelled" in the calendar so your team sees what happened.
Do I need to connect Google Calendar or another system for AI appointment booking?
AI appointment booking in Kolio needs no integration: the built-in calendar with services, schedules and staff works right after sign-up. If you already keep appointments in another system, you can connect it and the agent reads free slots and books there.
Does the AI agent also close a quote or an order along with the appointment?
The Kolio AI agent closes only the appointment. It doesn't set a quote, price, discount or order — it hands the inquiry with the conversation transcript to your sales team as a task in the CRM, and the meeting is run by a person from your team whom the agent names to the customer.
Automated appointment scheduling 24/7 — start for free.
Enter your services and schedule, try booking in the simulator and switch on the phone. No credit card.
7 days free · cancel any time
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