Calendar & Booking Management
Connect your calendar and let AI assistants book, reschedule, and manage appointments during calls.
Calendar & Booking Management
Fonify integrates with your calendar so AI assistants can check availability and book appointments in real time during calls. Contacts can also receive automated reminders and manage their bookings.
Connecting Your Calendar
Go to Settings > Integrations > Calendar. Click Connect Calendar.
Fonify supports the following calendar providers:
- Google Calendar
- Microsoft Outlook / Office 365
- CalDAV (for self-hosted or other calendar systems)
Sign in to your calendar provider and grant Fonify read/write access. Fonify needs permission to check availability and create events.
Fonify only accesses the calendar you select. It does not read other calendars in your account.
If you have multiple calendars, choose which one the assistant should use for bookings. You can connect multiple calendars for different assistants or campaigns.
How AI Booking Works
When a contact wants to schedule an appointment during a call, the assistant:
- Checks real-time availability on your connected calendar
- Offers available slots based on your configured booking rules
- Creates the event on your calendar with the contact's details
- Confirms the booking with the contact verbally during the call
- Sends a confirmation (optional) via SMS or email to the contact
Tip
If the employee should handle bookings differently, contact support. Booking behavior itself is configured during setup; your panel controls the calendar connection and booking rules.
Booking Rules
Configure rules to control when and how appointments can be booked:
| Setting | Description |
|---|---|
| Available hours | Days and times when bookings are allowed (e.g., Mon-Fri 09:00-17:00) |
| Slot duration | Default appointment length (15, 30, 45, or 60 minutes) |
| Buffer time | Minimum gap between consecutive bookings (e.g., 15 minutes) |
| Advance notice | Minimum time before an appointment can be booked (e.g., 2 hours) |
| Maximum advance | How far into the future bookings are allowed (e.g., 30 days) |
| Max daily bookings | Limit the number of appointments per day |
Go to Settings > Integrations > Calendar and click Booking Rules under your connected calendar.
Set your available hours for each day of the week. Block out lunch breaks or recurring events.
Define the slot duration, buffer time, and advance notice requirements.
Click Save. The assistant will use these rules when offering appointment slots.
Managing Bookings
View and manage all bookings from Contacts > Bookings:
- Upcoming bookings: List of future appointments with contact details and time
- Past bookings: Completed appointments with outcome notes
- Cancelled bookings: Appointments that were cancelled by the contact or team member
You can reschedule or cancel bookings directly from this list. The contact is notified automatically of any changes. Cancelling a booking also removes the event from your connected calendar.
Cancelling a booking from Fonify also removes the event from your connected calendar. Make sure you intend to free up that time slot.
Automated Reminders
Enable reminders from Settings > Integrations > Calendar > Reminders. Fonify can send a 24-hour and 1-hour reminder via SMS or email before each appointment.
Note
SMS reminders consume credits from your workspace balance. Email reminders are included at no extra cost.