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Your agent can check your calendar and book an appointment while the caller is still on the phone, with nobody on your side involved. Connect a calendar, add the booking action, then tell your agent when to use it. Most businesses have this working in about ten minutes.

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Before you start

  • A connected calendar. Brilo books into Google Calendar. See Connect Google Calendar.
  • Your real availability in that calendar, including the times you do not want bookings.
  • A decision about what your agent should ask for: a name and a phone number at minimum.
  • You will be working in your agent’s Actions tab.

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Steps

1

Connect your calendar

Connect the calendar you want bookings to land in. If different staff have different calendars, connect each one you want your agent to be able to book into.
2

Add the booking action

In your agent’s Actions tab, add the appointment booking action and point it at the calendar it should use.
3

Say what your agent should collect

Decide what it asks for before booking. A name and a contact number are the minimum. Add anything your team needs to prepare, but keep it short: every extra question is another chance for the caller to give up.
4

Tell your agent when to book

In the Prompt tab, say when the action applies, for example when a caller asks for an appointment or agrees to one you offered. Also say what to do when nothing suitable is free.
5

Send a confirmation

Add a text or email confirmation so the caller has the time in writing. See Send a text or email.
6

Book a real appointment yourself

Call your agent, book a slot, then look at your calendar. Check the time, the duration, and what appeared in the event details.

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You will know it worked when

  • The appointment appears in your calendar at the right time with the caller’s details.
  • The caller receives a confirmation, if you set one up.
  • Asking for a time that is already busy makes your agent offer an alternative rather than double booking.

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Getting the details right

Three things cause most booking complaints, and all three are set before you go live.
  • Buffers. If you need ten minutes between appointments, that has to exist in your calendar. Your agent books what your calendar says is free.
  • Opening hours. Availability comes from the calendar, so block the times you do not work. Otherwise your agent will happily offer 7am.
  • Duration. Decide how long an appointment is. A booking that is too short is worse than a missed one, because your day silently stops working.

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What else you can do here

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If it did not work

Your agent never offered to book. Its instructions do not say when to book. That is the most common cause and the quickest fix. It booked a time you were busy. The calendar it is reading is not the one you are looking at, or the busy event is on a different calendar. Check which calendar the action points at. The appointment appeared at the wrong time. Check the time zone on your workspace and on the calendar. See Workspace settings. Anything else: An action did not run.

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FAQ

Yes. With Google Calendar connected and the booking action added, your agent checks what is free and books during the call, then can send the caller a confirmation. Nobody on your side is involved.
Google Calendar. See Supported integrations for everything else Brilo connects to, and use a custom action if your booking system is different.
Yes. Connect each calendar you want it to use, then set up the action so your agent can book the right person. Keep the choice simple for the caller: too many options on a phone call slows the booking down.
Yes, and the way to do it is in your calendar rather than in Brilo. Your agent books what the calendar says is free, so block the hours you do not work and they stop being offered.
Only if you add one. Adding a text or email confirmation is worth doing: it cuts no shows and gives the caller the time in writing. See Send a text or email.
Rescheduling and cancelling depend on how your booking is set up, and the safe route for anything your agent cannot do reliably is to transfer the caller or take a message. Test the exact wording a caller would use before relying on it.
The busy event is almost always on a calendar the action is not reading. Check which calendar it points at, and remember buffers between appointments have to exist as calendar time to be respected.
No. Your agent cannot take card details on a call. Send a payment link by text after the booking instead, which is both possible and safer.