Skip to main content

AI Appointment Schedulers

The AI Appointment Scheduler allows businesses to automate their booking process using smart, conversational scheduling tools.
Clients can configure available time slots, booking rules, confirmation messages, notification settings, and embed a scheduling widget directly onto their website.

This guide shows how to create, customize, and deploy your AI-powered Appointment Scheduler.

1. Accessing the Appointment Scheduler

After enabling the AI Business Tools Suite:

  1. Log in to your dashboard.

  2. Go to AI Tools.

  3. Select đź“… AI Appointment Scheduler.

You will see your scheduler dashboard where you can create and manage multiple scheduling widgets.

image.png

2. Creating a New Appointment Scheduler

Basic Setup Fields
FieldDescription
Scheduler NameInternal name for the booking tool (e.g., “Consultation Scheduler”).
Welcome / Header MessageShown at the top of the scheduling window.

After filling these fields, click: ✨ Create Scheduler

Your scheduler will now appear in your list of active tools.

Screenshot 2025-11-21 224657.png

3. Setting Your Availability

This is where you specify when clients are allowed to book appointments.

Common Availability Options

  • Days of the week (Mon–Sun)

  • Start and end times

  • Breaks or blocked-out hours

  • Recurring weekly schedule

  • One-time blackout dates (holidays, events)

Example:

DayAvailability
Monday–Friday9:00 AM – 5:00 PM
Saturday10:00 AM – 3:00 PM
SundayUnavailable

Make changes and click Save.
Screenshot 2025-11-21 224731.png

4. Configuring Appointment Types

You can offer different appointment types depending on your business needs.

Examples

  • 15-minute Quick Call

  • 30-minute Consultation

  • 1-hour Strategy Session

  • Demo / Product Walkthrough

Each appointment type can include:

  • Duration

  • Description

  • Meeting location (Zoom, Google Meet, In-person, Phone call)

  • Custom confirmation message

After adding appointment types, ensure they are enabled.

Screenshot 2025-11-21 224745.png

5. Automated Confirmation & Notifications

The scheduler can automatically handle messaging.

Common Automated Messages

  • Appointment confirmation

  • Reminder email

  • Reschedule / cancellation notifications

  • Follow-up email (if enabled)

You can customize the wording of each message.
For example:

Confirmation Example:

“Your appointment is confirmed! We look forward to speaking with you.”

Be sure to click Save All Changes for messaging updates.

6. Booking Form Questions (Optional)

If needed, you can collect additional information before confirming an appointment.

Examples:

  • “What is your phone number?”

  • “What service are you interested in?”

  • “How did you hear about us?”

You can add as many form fields as needed:

  • Text input

  • Dropdown (if supported)

  • Email

  • Phone
    Screenshot 2025-11-21 224757.png

7. Calendar Integrations (If available)

Depending on the system’s features, you may be able to connect:

  • Google Calendar

  • Outlook / Office 365

  • iCloud

  • Teams Calendar

This enables automatic syncing so booked appointments appear on your personal or business calendar.

If available, simply click Connect Calendar and follow the prompts.

8. Embedding the Scheduler on Your Website

Your appointment scheduler includes an embed snippet similar to:


<div id="ai-widget-XXXXX"></div> <script async src="https://ykc.aibusinesstool.net/widgets/scheduler-widget.js?id=XXXXX" data-widget-id="XXXXX"></script>

Installation Steps

  1. Copy the entire snippet.

  2. Paste it inside your website’s <head> section.

    Screenshot 2025-11-21 224801.png

Works on all platforms:

  • WordPress

  • Shopify

  • Wix

  • Squarespace

  • Custom HTML sites

After publishing, the scheduler will appear on your site as:

  • A floating button

  • An embedded calendar

  • A popup scheduler (depending on settings)

9. Managing and Viewing Appointments

From the dashboard:

  • Open your scheduler.

  • Go to Appointments or Bookings.

Here you can:

  • View upcoming bookings

  • Review customer details

  • Reschedule or cancel appointments

  • Export data (if supported)

    image.png

    Screenshot 2025-11-21 230333.png

10. Deleting a Scheduler

If you no longer need a scheduler:

  1. Open the scheduler.

  2. Click Delete.

  3. Confirm removal.

The widget will immediately stop functioning on any websites where it was embedded.

image.png

Summary

FeatureDescription
Create SchedulerBuild fully automated booking tools.
AvailabilitySet weekly hours and blackout dates.
Appointment TypesCreate multiple services with different durations.
NotificationsAutomated confirmations & reminders.
Custom QuestionsCollect info before booking.
IntegrationSync with external calendars (if available).
EmbeddingAdd to any website via simple HTML snippet.

Your AI Appointment Scheduler is now ready to automate bookings and improve customer scheduling efficiency.

Back to top