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The Scheduling AI Worker is a specialized pre-built agent designed specifically for managing calendars, bookings, and appointment setups. It integrates directly with connected Google Calendar, Microsoft Outlook, Apple iCloud, Cal.com, and Calendly integrations to check real-time slot conflicts and save bookings.

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Key Capabilities

  • Real-time Availability Scanning: Queries connected calendars live to check for busy slots, apply buffer settings, and present available slots to the caller.
  • Instant Outbound Syncing: Automatically saves confirmed appointments and syncs them directly to the organization’s connected calendar provider.
  • Multi-Channel Confirmation Alerts: Sends email and WhatsApp confirmations to the customer and dispatches alerts to the staff upon successful booking.
  • Flexible Operating Hours: Allows business owners to define exactly when appointments can be scheduled.

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Configuration & Deployment

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1. Hire the Worker

  1. Navigate to the Workers page in the sidebar.
  2. Click Hire a Worker.
  3. Under Available Workers, choose Scheduler Worker and click Hire.
  4. Give your worker a name (e.g., “Appointment Receptionist”).

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2. Time & Bounds

In the worker’s Schedule Settings tab, configure the slot allocation parameters:
  • Timezone: Select the base timezone used to calculate availability (e.g., US/Eastern, Europe/London, etc.).
  • Duration: Choose the slot length (options: 15, 30, 45, or 60 minutes).
  • Buffer: Pad appointments with extra buffer time (options: 0, 5, 10, 15, or 30 minutes) to avoid back-to-back bookings.

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3. Calendar & Platforms

Select which connected accounts the AI worker should monitor for conflicts.
  • Scan toggles are available for connected Google Calendar, Outlook Calendar, and Apple iCloud Calendar.
  • Links are also supported for online platforms like Cal.com and Calendly.
  • Note: If no specific calendars are selected, the worker will automatically scan all active connections in your workspace.

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4. Weekly Open Hours

Specify when the AI worker can allocate bookings:
  • Define open and close times for individual days of the week (e.g. 09:00 to 17:00).
  • Mark specific days as closed (e.g., weekends) to block scheduling.

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5. Confirmations & Alerts

Configure automated feedback settings when a booking is created:
  • Customer Email: Sends a confirmation email to the customer with start time, duration, and notes.
  • Customer WhatsApp: Sends a confirmation WhatsApp message to the customer’s phone number.
  • Staff Email Alerts: Notifies your business team via email. You can specify a dedicated staff email or fall back to all active organization members.
  • Staff WhatsApp Alerts: Sends an instant WhatsApp alert containing the customer’s name, phone, email, booking time, and notes.