Overview
At CloseBot we make it as quick and easy to create expert-level agents for booking appointments. But there may be times where an issue happens that you may want to look into. This talks about some of the common mistakes people make that negatively impact your agent's ability to conversationally book appointments. Whether it's providing incorrect availability, confirming a booked appointment without putting it on the calendar, or something else, this article is for you.
ISSUE: Confirming Booking but Booking not Actually Created
If the agent ever confirms a booking, but that booking doesn't appear on your calendar in your source, the most likely issue is that the agent isn't actually supposed to be booking at this stage...
This is the most common issue solution that people have, so start by seeing if you're making the mistake mentioned below 👇
CloseBot actions work in sequential order. Depending on the action your agent is on, we instruct the agent to do certain things. However, you may have included information in the Important Business Information or Why the Conversation is Happening sections or some other area that is interfering. This could cause the agent to talk about booking before it's supposed to.
The most common solution is to NEVER mention appointment booking in any section other than the booking node(s)
To troubleshoot why your agent says something incorrect while booking, find a message in the dashboard where your bot appears to be responding incorrectly for booking and check which goal it's attempting at that stage. At this stage we can see that it's currently on our booking objective. Remember that bots are blind to your availability unless they are on a booking objective.
ISSUE: Agent Mixing Up Days
9/12/25: We recently saw agents mixing up the days/dates. It will say today is Tuesday the 7th when in reality today is Tuesday the 8th. This seems to be isolated to Anthropic. If you're seeing this, please change providers.
ISSUE: No Slots Found
If you're seeing your agent say there's no availability, the first thing to check is whether or not your calendar actually has availability. CloseBot pulls in live availability from your calendar. If you've confirmed there is availability, follow troubleshooting here.
Are You Using a Calendar ID?
If you are using the custom calendar ID option for GoHighLevel or LeadConnector, make sure you're referencing the permanent Calendar ID
Calendars ➡️ Calendar Settings
Use the permanent ID for your calendar or select the calendar you want to use directly from the dropdown. If you're using a variable for your Calendar ID, make sure the variable value is not blank.
Is the Calendar Active and not Deleted?
It may seem obvious, but make sure the calendar hasn't been deleted or set to draft. If you have created multiple sources to the same Agent, make sure the calendar name for subsequent sources connected to the same Agent matches the name for the calendar you want to book to exactly.
Does the Contact Have a Phone Number or Email?
Contacts that go through conversational booking need either a phone number or email address saved to their contact. If contacts don't have a phone number or email address on them, make sure to add a step for your agent to collect that information before the booking with an objective.
ISSUE: Agent Stating Wrong Availability
If you're experiencing the agent saying slots are available that are actually not available, here are some things you can check.
Is the Availability Pulling in Correctly?
Find the message where the bot has responded trying to book an appointment. Click the reasoning button to see all logs and easily see why the agent said what it said based on availability it pulled in. This includes timezone and availability
Timezone - If the contact has a timezone set on their contact item, we use that timezone. If they do not, we use the location timezone. If there is an issue pulling timezone for some reason from the location, we use Eastern Time.
Availability - The bot looks at the conversation and pulls in availability for dates that it thinks is relevant.
If there is a timezone issue, make sure your location and contact timezone are correct. If you need to be able to book based on timezone conversationally, put an objective before your booking objective to determine the contact timezone
If the availability shown isn't correct, check your GoHighLevel calendar by clicking on your calendar link to see if GoHighLevel Calendar Settings are set up to show the availability you would expect. We pull availability based on your calendar settings.
To make sure the availability your bot is pulling in matches the availability you have set for the matching calendar go here:
GoHighLevel ➡️ Settings ➡️ Calendars and Edit the calendar.
Here you can make sure your availability is set correctly for the calendar you want your bot conversationally booking to.
Summary
Conversational booking issues can be frustrating, but we hope this article shed some light on how to fix your setup to bring your CloseBot agents back to being the highly accurate booking assistants we know they can be!