AI appointment booking that works after closing time
Callers pick a time by voice, the agent checks real availability and books the slot in a calendar synced with Google Calendar. The confirmation goes out on WhatsApp straight away.
MoveWell Physio
AI assistant · with Emma Clarke
AI assistant Hi, you've reached MoveWell Physio. I'm the clinic's virtual assistant. Would you like to book a session?
Yes, my lower back has been bad all week. Anything on Thursday after five?
AI assistant Thursday at 5:30pm is free with Dr. Patel for an initial assessment. Shall I book it?
Yes please, that works.
WhatsApp confirmation
MoveWell Physio
Business account
MoveWell Physio: your initial assessment is confirmed for Thursday at 5:30pm with Dr. Patel. Bring any scans and wear comfy clothes.
15:42
Booking by phone shouldn't take this much effort
- 01
Back-and-forth to find a slot
You suggest a time, they can't make it, you check the diary again, you try another. Every phone booking eats time your front desk doesn't have.
- 02
After-hours callers book elsewhere
Evenings and weekends are when people organize their week. If nobody answers, they call the next clinic in the search results.
- 03
Double bookings and typos
Paper diaries, digital calendars and scribbled notes don't always match. One wrong time and two people are sitting in your waiting room.
How automated phone booking works
The agent works from your real calendar: available windows, existing commitments and the details you need. You set the rules, it applies them on every call.
Live availability during the call
While talking to the caller, the agent checks free slots, offers alternatives and books the appointment with name, number and reason.
Two-way Google Calendar sync
Replicer's calendar syncs both ways: an event added in Google blocks the slot, and a phone booking shows up in your calendar.
Instant WhatsApp confirmation
As soon as the slot is booked, an automatic WhatsApp message with date and time goes out under your business name. No doubt about when to turn up.
Reminders and cancellation notices
Choose how many minutes before the appointment the WhatsApp reminder goes out. If a booking is cancelled, the cancellation notice is sent automatically too.
The right questions before booking
New patient or follow-up? Car service or inspection? The agent gathers the details you need and saves them with the call data.
Agents in 17 languages
For visitors and international clients, run an agent in their language that understands, replies and confirms the time without confusion.
Win back callers who didn't book
Not every call ends with an appointment. An automation spots the undecided callers and follows up on WhatsApp the next day.
- 1
Connect your calendar
Connect Google Calendar and set the windows when you take appointments. Existing events automatically block the busy slots.
- 2
Set up the agent
Choose the receptionist template, a voice and the questions to ask before booking. Add useful details such as address, parking and what to bring.
- 3
Make a test booking
Call, book, and check that the appointment shows in your calendar and the WhatsApp confirmation has arrived. Then open the line to clients.
Appointment booking
Trigger
Call analyzed
Booking agent, outcome: answered
Step 1
No appointment booked
Extracted field: booked = no
Step 2
Wait one day
Give them time to decide
Step 3
Invite to book
Template with the number to call back
Frequently asked questions
How does AI appointment booking over the phone work?
The caller explains what they need and when they're free. The agent checks open slots in the calendar, offers options and books the appointment. A WhatsApp confirmation with date and time follows straight away.
Can I keep using Google Calendar?
Yes. Replicer's built-in calendar syncs both ways with Google Calendar, so you keep working where you're used to and the agent always sees your latest commitments before offering a time.
Does it work with my practice management software?
There are no direct integrations with industry-specific software. If your system offers an API, it can be connected via webhook or our REST API with a developer's help. Otherwise, you can work from Google Calendar.
Can I control which times are offered?
Yes. The agent only offers free slots within the availability windows you set. Block time in Google Calendar and that slot disappears from the options.
What if a caller would rather speak to a person?
They can ask at any time: the agent transfers the call to the fixed number you've chosen, such as reception. If you prefer, you can tell the agent to take a message and schedule a call back instead.
Keep your diary open even when you're closed
See how the agent books an appointment over the phone and how it connects to the calendar you already use.
Guided setup · Human support when you need it