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The Calendar Booking stage integrates appointment scheduling into your voice agent. Callers can check availability, book, cancel, or reschedule appointments.

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Overview

Calendar Booking nodes connect to your calendar system to:
  • Check available time slots
  • Book new appointments
  • Cancel existing bookings
  • Reschedule appointments
  • Look up appointment details
Calendar Booking nodes are colored green with purple accents and are inherently global (available throughout the flow).

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Configuration

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Enabled Operations

Select which calendar operations this node can perform:
OperationDescription
check_availabilityFind available time slots
bookCreate a new appointment
cancelCancel an existing appointment
updateReschedule an appointment
findLook up an existing appointment
Enable only the operations needed for your use case.

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Duration

Appointment length in minutes (15-480). 
Duration: 30  # 30-minute appointments

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Appointment Type

Label for the type of appointment: 
Appointment Type: "Consultation"
# or
Appointment Type: "Demo Call"
# or
Appointment Type: "Support Session"

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Confirmation Settings

SettingDescription
Require ConfirmationAsk caller to confirm before booking
Auto Check AvailabilityAutomatically check slots before offering times
Days to CheckHow far ahead to look (1-90 days)

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Business Hours

Define when appointments can be scheduled: 
Business Hours:
  Start: "09:00"
  End: "17:00"

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Messages

MessageWhen Used
Success MessageBooking completed successfully
Failure MessageBooking could not be completed

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Transitions

Calendar Booking nodes have operation-specific transitions:
TransitionTrigger
BOOKING_SUCCESSAppointment booked successfully
BOOKING_FAILEDBooking operation failed
SLOT_AVAILABLEAvailable slots found
SLOT_UNAVAILABLENo slots available
APPOINTMENT_FOUNDExisting appointment located
APPOINTMENT_NOT_FOUNDNo matching appointment

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Example Configurations

Operations: [check_availability, book]
Duration: 30 minutes
Type: "Consultation"
Require Confirmation: true
Auto Check: true
Days to Check: 14
Business Hours: 09:00 - 17:00

Success Message: |
  Your appointment is confirmed for {{appointment_time}}.
  You'll receive a confirmation email shortly.

Failure Message: |
  I'm sorry, I couldn't complete the booking.
  Would you like to try a different time?

Transitions:
  - BOOKING_SUCCESS → End Call (Success)
  - BOOKING_FAILED → Conversation (Retry)
  - SLOT_UNAVAILABLE → Conversation (Alternatives)

Operations: [check_availability, book, cancel, update, find]
Duration: 60 minutes
Type: "Service Appointment"
Require Confirmation: true
Auto Check: true
Days to Check: 30
Business Hours: 08:00 - 18:00

Success Message: |
  Done! Your appointment details have been updated.

Failure Message: |
  I encountered an issue. Let me connect you with
  our scheduling team.

Transitions:
  - BOOKING_SUCCESS → Confirmation Node
  - BOOKING_FAILED → Human Transfer
  - APPOINTMENT_NOT_FOUND → Data Extraction (get details)

Operations: [check_availability]
Duration: 45 minutes
Days to Check: 7
Business Hours: 10:00 - 16:00

Transitions:
  - SLOT_AVAILABLE → Data Extraction (collect info)
  - SLOT_UNAVAILABLE → Conversation (offer callback)

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Conversation Flow Example

Here’s how a typical booking conversation flows: 
Agent: "I can help you schedule an appointment. What day works best for you?"
Caller: "How about next Tuesday?"
Agent: "Let me check availability for Tuesday... I have openings at 10 AM,
        2 PM, and 4 PM. Which would you prefer?"
Caller: "2 PM works"
Agent: "Great! I have you down for Tuesday at 2 PM for a 30-minute
        consultation. Should I confirm this booking?"
Caller: "Yes, please"
Agent: "Your appointment is confirmed for Tuesday, January 15th at 2 PM.
        You'll receive a confirmation email shortly. Is there anything else?"

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Integrating with Data Extraction

Combine Calendar Booking with Data Extraction for complete flows: 
┌─────────────────┐
│  Data Extract   │
│  - name         │
│  - email        │
│  - date pref    │
└────────┬────────┘
         │ all_extracted
         ▼
┌─────────────────┐
│Calendar Booking │
│  check & book   │
└────────┬────────┘
         │ BOOKING_SUCCESS
         ▼
┌─────────────────┐
│    End Call     │
│  Confirmation   │
└─────────────────┘

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Best Practices

Confirm Before Booking

Always enable confirmation to prevent accidental bookings.

Offer Alternatives

When preferred times aren’t available, suggest 2-3 alternatives.

Set Realistic Windows

Don’t offer times too far in advance. 2 weeks is usually sufficient.

Handle Failures

Always have a fallback path for booking failures (human transfer or callback).

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Related

Data Extraction

Collect customer info before booking

Transitions

Handle booking outcomes

End Call

Confirm successful bookings