Scheduling Integrations
Your voice agent can check real availability and book appointments during a live call. This is done by connecting one of the supported scheduling platforms — or using Open Schedule, which lets the agent handle the conversation and hands final confirmation back to a human.
Getting here
In Auto-Respond, go to Voice Agent → Voice Agents → open an agent → Scheduling tab.
Scheduling and Integrations are two different tabs in the agent editor. This page covers the Scheduling tab (calendar booking). For CRM and messenger hookups (HubSpot, Slack, SMS, etc.), see Voice Agent Integrations.
Choosing a platform
Five options. Each has its own required fields. Pick the one that matches your current calendar.
Cal.com
- API key — from your Cal.com account.
- Event Type ID — the specific event the agent books against (e.g., “30-min consultation”).
- Timezone — IANA timezone (e.g.,
America/Los_Angeles). Determines how the agent talks about slot times.
FieldPulse
- API key — from your FieldPulse account.
- Company ID — your FieldPulse company identifier.
- Timezone — IANA timezone.
GoHighLevel
- API key — from your GoHighLevel account.
- Calendar ID — the specific calendar to book against.
- Location ID — your GoHighLevel location.
HousecallPro
- API key — from your HousecallPro account.
- Timezone — IANA timezone.
Open Schedule
- No API key or credentials.
- Free-form instructions only. The agent has a conversation with the customer about availability, collects a preferred day/time, and tells them a human will confirm the exact slot.
- Use this when you don’t have a supported calendar, when your scheduling logic is highly manual, or when you want a human to approve every booking.
Validating the connection
After entering credentials, click Validate Connection. The platform is contacted and the button reports success or an error message. Save only after you see a successful validation — a bad credential silently becomes a failed booking during a real call.
When credentials rotate (team members leaving, key rotation schedules), re-run Validate Connection before the next campaign. A dead API key is the single most common cause of missed bookings.
Collection Fields
Before booking, the agent collects a configurable list of customer details. Each field is an item with an enable toggle; you can add up to 50, and each is up to 500 characters.
Defaults (all enabled):
- Customer Name
- Service Address
- Phone Number
Common additions: Email, Zip/Postal Code, Preferred Day, Preferred Time Window, Gate Code.
The agent collects fields one at a time and does not re-ask for information the customer already provided earlier in the call.
Appointment Summary Template
How the agent verbally confirms the booking at the end of the call.
- Max length: 1000 characters.
- Default:
You're all set! {{day}} at {{time}}. - Placeholders:
{{day}},{{time}}.
Examples:
You're booked for {{day}} at {{time}}. We'll text you a confirmation shortly.Great — I've got you down for {{day}} at {{time}}. A technician will be at your address in that window.
What happens during a booked call
Customer agrees to book
The customer says yes to scheduling. The agent proposes specific times based on real availability from your connected calendar (or asks preferences, for Open Schedule).
Agent collects required fields
The agent asks only for the enabled Collection Fields it doesn’t already have. Name and phone are often already known (from the inbound caller ID or the lead record); the agent skips those.
Appointment is created
- Cal.com / FieldPulse / GoHighLevel / HousecallPro — the appointment is created directly in your calendar. You’ll see it in your normal scheduling tool within seconds.
- Open Schedule — no booking is created automatically. The appointment details and preferred time are recorded in the call log for a human to confirm.
Agent confirms verbally
The agent speaks the Appointment Summary Template, then closes the call.
Call is logged
The Call Log for that call shows the booked appointment with date, time, service, and customer info. See Call Logs & Analytics.
Troubleshooting
Validate Connection fails.
- Re-check the API key — most platforms will not tell you which portion is wrong, only that it’s invalid.
- Confirm the IDs (Event Type / Company / Calendar / Location) come from the same account that owns the API key.
- Check that your API key has booking-write permissions, not just read-only.
The agent offers slots but the booking never appears in the calendar.
- Confirm the calendar has available slots in the window the agent offered.
- Confirm the timezone in the integration matches the timezone of the calendar. A mismatch often causes slots that “look” available to be outside actual working hours.
The agent isn’t checking availability, only collecting info.
- Confirm the platform on the Scheduling tab is not set to Open Schedule — Open Schedule is conversational only.
- Re-run Validate Connection.
The customer asks for a time that isn’t available. The agent offers the nearest available alternatives. If the customer insists on an unavailable slot, the agent uses your Transfer Criteria (if enabled) to send the call to a human, or takes a message.
Questions? Email support@auto-respond.com.