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Appointment Scheduler Bot

The Appointment Scheduler Bot automatically handles appointment booking and calendar management for property showings and consultations.

Overview​

This bot streamlines the scheduling process by automatically coordinating appointments, checking availability, sending calendar invites, and managing confirmations.

Key Features​

  • Automatic Availability Checking - Syncs with your calendar to find open slots
  • Smart Scheduling - Suggests optimal times based on preferences
  • Calendar Integration - Works with Google Calendar and Outlook
  • Automated Reminders - Sends confirmation and reminder emails
  • Property-Specific Settings - Configure showing rules per property
  • Buffer Time Management - Automatically adds travel time between appointments

How It Works​

graph TD
    A[Scheduling Request] --> B[Check Calendar]
    B --> C{Available?}
    C -->|Yes| D[Book Appointment]
    C -->|No| E[Suggest Alternatives]
    D --> F[Send Calendar Invite]
    E --> F
    F --> G[Send Confirmation Email]
    G --> H[Update CRM]
    H --> I[Set Reminder]

Configuration​

Basic Settings​

  1. Bot Name - Descriptive name for your scheduler bot
  2. Calendar Connection - Link Google Calendar or Outlook
  3. Timezone - Your local timezone
  4. Business Hours - Define when appointments can be scheduled

Scheduling Rules​

Availability Settings​

  • Working Hours - Monday-Friday 9 AM - 6 PM (customizable)
  • Buffer Time - Minimum time between appointments (15-60 minutes)
  • Advance Notice - Minimum hours before appointment (e.g., 2 hours)
  • Booking Window - How far in advance appointments can be scheduled (e.g., 30 days)

Appointment Types​

Configure different appointment types with specific rules:

Property Showing

  • Duration: 30-60 minutes
  • Buffer: 30 minutes (travel time)
  • Requires: Property address

Consultation Call

  • Duration: 15-30 minutes
  • Buffer: 15 minutes
  • Requires: Phone number or video link

Open House

  • Duration: 2-4 hours
  • Buffer: None
  • Requires: Property address, date range

Property-Specific Configuration​

For properties with special requirements:

Private Showings​

  • Require 24-hour advance notice
  • Limit to specific days/times
  • Require owner approval

Lockbox Access​

  • Store lockbox codes securely
  • Include access instructions in confirmation
  • Track who accessed property

Showing Instructions​

  • Gate codes
  • Parking information
  • Special access requirements
  • Property highlights to mention

Triggers​

Configure when the bot should handle scheduling:

Email Triggers​

  • Keywords: "schedule", "showing", "appointment", "tour"
  • From leads or contacts
  • Replies to property inquiries

Form Submissions​

  • Website contact forms
  • Landing page requests
  • CRM workflow triggers

Manual Triggers​

  • Agent-initiated scheduling
  • CRM button clicks
  • Dashboard actions

Actions​

What the bot does when triggered:

  1. Check Availability - Query calendar for open slots
  2. Suggest Times - Provide 3-5 available options
  3. Book Appointment - Reserve selected time slot
  4. Send Calendar Invite - Email with calendar file
  5. Send Confirmation - Detailed appointment information
  6. Update CRM - Log appointment in CRM
  7. Set Reminders - Schedule reminder emails
  8. Notify Agent - Alert agent of new appointment

Calendar Integration​

Google Calendar​

  • Syncs in real-time
  • Creates events automatically
  • Sends invites to attendees
  • Updates on changes/cancellations

Outlook Calendar​

  • Full calendar access
  • Automatic event creation
  • Meeting invites
  • Reminder notifications

Features​

  • Two-way sync - Changes in calendar reflect in bot
  • Multiple calendars - Check availability across calendars
  • Busy/free status - Respects existing appointments
  • Time zone handling - Converts times automatically

Appointment Confirmation​

Confirmation Email Template​

Subject: Appointment Confirmed - [Property Address]

Hi [Name],

Your appointment has been confirmed!

📅 Date: [Date]
🕐 Time: [Time]
📍 Location: [Property Address]
⏱️ Duration: [Duration]

[Property-specific instructions]

Looking forward to seeing you!

[Agent Name]
[Contact Information]

Reminder Schedule​

  • 24 hours before - Initial reminder
  • 2 hours before - Final reminder
  • Customizable - Set your own schedule

Analytics​

Track scheduling performance:

Booking Metrics​

  • Total appointments scheduled
  • Booking conversion rate
  • Average time to book
  • Cancellation rate

Availability Analysis​

  • Most popular time slots
  • Booking patterns by day/time
  • Average lead time

Property Metrics​

  • Showings per property
  • Most requested properties
  • Showing-to-offer ratio

Best Practices​

1. Set Realistic Buffer Times​

Allow enough time between appointments for travel and preparation.

2. Configure Property-Specific Rules​

Different properties may have different showing requirements.

3. Use Automated Reminders​

Reduce no-shows with timely reminders.

4. Keep Calendar Updated​

Ensure your calendar is always current to avoid double-bookings.

5. Provide Clear Instructions​

Include all necessary information in confirmation emails.

Example Workflows​

Standard Showing Request​

Trigger: Email contains "schedule showing" + property address Actions:

  1. Extract property address and preferred time
  2. Check calendar availability
  3. If available, book appointment
  4. If not, suggest 3 alternative times
  5. Send calendar invite
  6. Send confirmation with property details
  7. Update CRM with appointment
  8. Schedule 24-hour reminder

Last-Minute Showing​

Trigger: Urgent showing request (within 2 hours) Actions:

  1. Check immediate availability
  2. Notify agent via SMS
  3. If agent approves, book appointment
  4. Send immediate confirmation
  5. Include lockbox/access information

Troubleshooting​

Double Bookings​

  • Verify calendar sync is working
  • Check buffer time settings
  • Review multiple calendar configuration

Missing Calendar Invites​

  • Check email integration
  • Verify calendar permissions
  • Review spam/junk folders

Incorrect Time Zones​

  • Confirm timezone settings
  • Check calendar timezone
  • Verify lead timezone detection

Next Steps​