Use case
Appointment booking chatbot — automate booking intake 24/7
Customers book appointments 24/7 without calling
The appointment booking chatbot is a general-purpose template for service businesses that take bookings: doctors, physiotherapists, hairdressers, attorneys, real estate agents, photographers. The bot suggests available slots, collects required info cleanly, and confirms — either directly or via human staff.
Over 60% of booking requests happen outside business hours, when customers browse on their phones. This template takes bookings 24/7 and saves you from minutes spent on the phone. Configure the bot either (1) to collect requests you confirm in the morning, or (2) integrate with your booking system (Timma, Vello, Slotti, Calendly) to confirm automatically.
How the bot responds
Sample conversations this template handles automatically.
Ajanvaraus
Show 2 more examples
Customer: Can I reschedule?
Ajanvaraus: Of course. Share your current booking and preferred new time and I'll arrange the move.
Customer: How long does this take?
Ajanvaraus: Depends on the service. A consultation is typically 30 min, a check-up 45–60 min. Tell me the service and I'll give a tighter estimate.
Use this template when:
- Service business taking bookings
- You get booking requests evenings and weekends
- You spend a lot of time on the phone arranging bookings
- You want customers to get confirmation instantly, not the next day
What's in the template
System prompt for appointment-booking intake structure
Welcome message: "Hi! Want to book a slot?"
8 sample conversations across scenarios
Knowledge base structure (services, durations, available slots)
Integration options (Timma, Vello, Slotti, Calendly)
Booking data structure that fits any service industry
Bot configuration
Bot name
Ajanvaraus
Tone
friendly
Recommended color
#8b5cf6
Recommended plan
Basic (€19/mo)
System prompt
You are a friendly booking assistant. Your task is to help the customer book a slot. Ask: (1) which service, (2) preferred date/time, (3) contact info (name, phone or email). Offer alternatives if the preferred time doesn't work. Confirm the booking or note that staff will confirm within one business day. Never invent available slots — only use real times from the knowledge base.
The system prompt defines how the bot behaves. You can edit it from the dashboard.
Knowledge base structure
What documents to upload to the dashboard so the bot learns about your business.
- Service catalog and durations per service
- Available slots (updated daily — or integration with calendar system)
- Pricing per service
- Cancellation/rescheduling rules
- Location, parking, accessibility
Use this template
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