Who This Is For / When to Use
Use this when you want Conversation AI to:
Respond to inbound messages
Suggest available appointment times
Book directly into a Kyrios calendar
Route contacts based on booking outcomes
Before You Start
Ensure the following are already set up:
At least one non-recurring calendar
Conversation AI enabled for the required channels
A published or draft workflow you can edit
Recurring calendars are not supported by this action.
Step 1: Configure Conversation AI Settings
Go to AI Agents > Conversation AI > Bot Settings.
Choose Conversation AI Mode
Select one mode:
Off – AI is disabled (not recommended for this use case)
Suggestive – AI suggests replies for manual approval
Auto Reply – AI sends messages automatically (recommended)
Select Supported Channels
Enable the channels where the AI should operate (for example: SMS, Facebook, Instagram, Google Business Profile).
Save your settings before continuing.
Step 2: Create a New Workflow
Navigate to Automations > Workflows and click Create Workflow.
Step 3: Add a Workflow Trigger
Click Add New Trigger
Choose Customer Replied
(Optional) Add filters:
Reply channel (for example: SMS)
Contact tags
This trigger starts the workflow when a contact responds.
Step 4: Add the Appointment Booking Conversation AI Bot Action
Click the + icon under the trigger
Search for Appointment Booking Conversation AI Bot
Select the action
Step 5: Configure the Appointment Booking Action
Complete the following fields carefully:
Required Fields
Action Name – Internal reference name
Calendar – Select a non-recurring calendar
Channel – Channel where messages are sent
Bot Behavior Settings
Personality – Defines tone and goal of the AI
Additional Instructions – Optional guidance for conversation flow
Limits and Timeouts
Maximum Messages Limit – Number of messages before marking as Not Booked
Recommended: 15
Allowed range: 5–25
Timeout Value – How long the bot waits for a reply (default: 24 hours)
Optional Setting
Don’t let the bot send confirmation message – Enable if you want manual review
Click Save Action.
Step 6: Configure Workflow Outcome Branches
The action automatically creates three branches:
Appointment Was Booked
Appointment Not Booked
Time Out
Add follow-up actions under each branch as needed (for example: send confirmation, notify staff, apply tags).
Step 7: Test and Publish the Workflow
Click Test Workflow to simulate a conversation
Review behavior in Execution Logs
Toggle Draft → Publish
Click Save
Common Issues and Fixes
The bot does not book appointments
Confirm the selected calendar is not recurring
Ensure the workflow is published
Verify the selected channel matches the trigger channel
The bot stops responding
Increase Maximum Messages Limit
Check Timeout Value
Confirm Conversation AI is not set to Off
Confirmation messages are missing
Check if Don’t let the bot send confirmation message is enabled