The Booking action tells your agent that you want it to conversationally book an appointment at this point in the job flow.

When using the booking action, you can choose to select a calendar to book to within your connected source(s) by name or by calendar ID. Selecting the calendar name from the dropdown will connect to that calendar and automatically prompt your Title and Short Description.

Selecting the option "Other - Use Calendar ID" will make a Calendar ID field appear that you can enter the Permanent ID of your calendar into.

To see more about using the calendar ID as a way to dynamically book to different calendars, see this article HERE.

By just selecting the calendar that you want to book to from the Calendar Name dropdown, you will see that the Title and Short Description are automatically generated. Most of the time what is generated works perfectly for the booking step.

You may want to add a description of what type of meeting it is - in-person, phone call, or zoom - to the short description. IE. "Book a 30 minute in-person appointment"

If the calendars that you are booking to all have the exact same name, you will be able to choose the name of that calendar from the Calendar Name dropdown list. The options available will populate from the Source of Truth.
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​The Source of Truth is the first source that was connected to the Job Flow. To find out what account is the Source of Truth, you can go to the Job Flow settings and click on the Source tab. The Source of Truth with have a badge with the same name and will show up at the top of the window.

You can also choose to book to a calendar based on calendar ID. This calendar ID is provided by your source's calendar (found within the source CRM). This can be either a hard-typed value or a variable.

More often the calendars that you are booking to will not have the exact same name. In this case, you can find the Permanent ID of the calendar inside of the calendar settings within HighLevel. (It is underneath the calendar name after you enter the calendar settings screen.)
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Since we need to have this dynamic based on the source we will need to create a variable to put it in. This can be a Custom Value that you add to your CRM or a Job Flow Variable that you add to CloseBot.
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Finally you will select the variable where you stored the values from the Variables Icon "+" inside the Calendar ID field.

The short description should be... short. It should include what kind of appointment it is and what the duration is. It shouldn't include any more details than that.

Any additional information that you feel your agent should know about only while working on this booking can be included here. Less is more in this area.

You can also choose a tag to add to the contact in the case of a booking failure. We consider a booking failure to be one of two things:
1. We don't get a response from your CRM or Calendar Integration when checking availability

2. There are no available times on the calendar that we are trying to book to.

Conversational booking prioritizes contact time zone if the contact in your source has a time zone on their contact record. If they do not have a time zone set, it falls back to use your source's time zone. If this is a local business without bookings that need to be dynamic depending on time zone, nothing else needs to be done for the agent to book accurately. However, if contacts can book from time zones different from your source time zone, remember to add an objective prior to the booking action to collect and update contact time zone. Learn more about objectives HERE.

By default, conversational appointment rescheduling is disabled. If you would like to turn it on, navigate to the Job Flow Settings->Important Business Info and enable conversational rescheduling. With this enabled, the Agent will be able to conversationally reschedule any appointments it finds for the contact, even ones not originally scheduled by the Agent itself.

For troubleshooting calendar booking issues, make sure to check out this helpful troubleshooting article HERE. There are small changes you can make to drastically improve conversational booking performance.

When a contact enters the booking action, we will send a request to the connected calendar to get the available times and the settings of the calendars. This will take into account lots of different things like user availability, calendar settings availability, meeting duration, and much more. Keeping all of these things in mind, your agent will offer available time slots to the contact.

*Important* The available timeslots will be based on the contact's time zone if it is known within your CRM, if their time zone is not known, it will book according to the source's time zone.

Once the agent has matched an available time from the calendar with a time that the contact is available, it will create the event on the calendar. (This even works in testing.)

Conversational booking is one of the amazing use cases of CloseBot that should not be overlooked. The ability to have AI qualify leads and book qualified leads to your calendar is a massive help for any small business or a large business looking to scale 📈