mazdek
Voice & Communication • Services & Healthcare

Appointment Coordinator

Automatic appointment booking via phone, chat, and email. The AI Agent checks availability, coordinates with multiple calendars, and sends confirmations — without human intervention.

89% fewer no-shows
Calendar Sync Phone/Chat/Email Reminders Multi-Provider

89%

Fewer no-shows

24/7

Booking availability

< 2min

Average booking time

95%

Customer satisfaction

About this Solution

How does the Appointment Coordinator work?

The Appointment Coordinator takes over all scheduling for your business. Whether medical practice, law firm, hair salon, or consulting firm — the agent works around the clock.

Clients can book appointments via phone, WhatsApp, web chat, or email. The agent checks all connected calendars in real-time, considers break times, holidays, and individual staff availability.

After booking, the client receives a confirmation with all details. Before the appointment, the agent sends automatic reminders — and in case of cancellations, it immediately finds alternative times or fills gaps with waitlist clients.

Features

What this Agent can do

Multi-Calendar Sync

Synchronizes with Google Calendar, Microsoft 365, Apple Calendar, and industry-specific systems like Calendly or Acuity.

Intelligent Scheduling

Considers buffer times, travel times, appointment types, and individual staff preferences.

Automatic Reminders

SMS, email, or WhatsApp reminders before appointments — configurable for different lead times.

Waitlist Management

When cancellations occur, waitlist clients are automatically contacted to fill open slots.

Examples

How it works in practice

1

Medical Practice

""I need an appointment with the general practitioner for next week, preferably in the morning.""

The agent checks all available morning slots, suggests three options, and books upon confirmation. The patient receives an immediate SMS confirmation.

2

Hair Salon

"A client calls wanting to book a cut and color with their regular stylist."

The agent recognizes the client, checks the desired stylist's availability, and accounts for the longer treatment time for both services.

3

Consulting Firm

"A potential client wants to schedule an initial consultation with a consultant specializing in tax law."

The agent filters by consultant expertise, checks calendars and client history, and schedules an appropriate slot including preparation time.

FAQ

Frequently Asked Questions

Which calendar systems are supported?
We support all major calendar systems: Google Calendar, Microsoft 365/Outlook, Apple Calendar/iCloud, as well as industry-specific solutions like Calendly, Acuity, and many more. Custom systems can also be integrated via API.
How are scheduling conflicts prevented?
The agent checks all connected calendars in real-time and immediately blocks slots upon booking. Through locking mechanisms, no double bookings are allowed even with simultaneous requests.
Can appointments also be rescheduled or cancelled?
Yes, clients can independently reschedule or cancel appointments via phone, chat, or through the link in the confirmation email. The agent handles all notifications.
How are data privacy requirements met?
All data is processed and stored in compliance with GDPR. We use encrypted connections and only store data necessary for appointment management. For health data, we offer enhanced security standards.

Interested in this solution?

Let's discuss how the Appointment Coordinator can automate your scheduling.

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