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Scheduling agent

From conversation to booked time, with nobody on the team in the middle.

The scheduling agent understands what the customer needs, checks real availability, offers the open slots and creates the appointment in Google Calendar during the conversation itself. Rescheduling and cancellation too. The customer leaves the chat with a confirmed time.

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A demo applied to your calendar, with a CitraChat specialist.

A
Ana · Scheduling
online
Hi! I need to book an assessment for my mother, she is 72.
09:41
Type your message...
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A different logic of scheduling

Taking the request and confirming later is half a booking.

Much automation only collects the time request and leaves someone on the team to call back. Meanwhile, the customer books somewhere else. The CitraChat scheduling agent checks real availability, offers the open slots and creates the appointment on the spot. The team opens the calendar and the slot is already there.

Understands the request
Type of service, for whom, urgency and preferred time of day.
Checks the real calendar
Reads availability from the connected Google Calendar and only offers open slots.
Books on the spot
Creates the appointment in the calendar during the conversation, with the customer data.
Reschedules and cancels
The customer comes back through the site or WhatsApp and the agent itself adjusts the time.
How it works in practice

From "I want to book" to the appointment in the calendar.

Six steps the scheduling agent runs on its own. Scroll to follow a booking from start to finish.

  1. Receives and understands
    The agent introduces itself, asks for the name and understands the type of service and who it is for.
  2. Collects preferences
  3. Checks availability
  4. Offers options
  5. Confirms the details
  6. Creates the appointment
A
Ana · Scheduling
online
Hi, I want to book a dental cleaning.
09:41
Hi! I am Ana. Let us book it. What is your name?
09:42
Paulo.
09:43
Type your message...
Powered by CitraChat.com
1 of 6
Capabilities

What the scheduling agent does inside the conversation.

Every capability below already runs in production. The benefit for your operation and how it works underneath.

Google Calendar lookupOnly open slots are offered.The company calendar is connected in the dashboard and the agent reads availability in real time during the conversation.
Appointment creationThe slot shows up in the calendar without anyone typing.The agent creates the event with name, phone and type of service as soon as the customer confirms.
Rescheduling and cancellationCustomers sort it out on their own, from wherever they are.When they come back through the site or WhatsApp, the agent finds the appointment and adjusts the time.
Required dataNo booking without the data you require.You mark name, phone, email or ID number. Without them, the agent does not close.
Official WhatsAppScheduling where the customer already talks.The same agent, with the same calendar, on the company number through the Meta API. Add-on feature.
Re-engagementAnyone who stopped halfway is called back.If the customer disappears before confirming, the agent sends a message after the time you set.
Screening before bookingThe right time with the right professional.Questions set up in training: type of service, first visit, insurance, location.
Calendar metricsHow many asked, how many booked, how many asked for a human.Each step becomes an event in the dashboard, in GTM and in your pixels.
Also on WhatsApp

Rescheduling is just sending a message.

The same agent that booked through the site answers on the company's official WhatsApp. The customer asks to change the time, the agent checks the calendar and adjusts. Your team follows everything in the same dashboard.

  • Official Meta API, on the company number.
  • Same calendar, same training.
  • Your team takes over the conversation whenever they want.
  • History preserved between site and WhatsApp.
Official WhatsApp
9:41
A
Ana
● online
WhatsApp
Message
What the company gains

A full calendar without a ringing phone.

After-hours booking
The customer books at 11 PM and the slot is already in the calendar when the team arrives.
Fewer no-shows from pending confirmations
Appointment created on the spot, with no callback needed.
Frictionless rescheduling
The customer adjusts through chat or WhatsApp and the calendar keeps up.
Screening before the slot
Right type of service and right professional, defined in the conversation.
Team free to serve
The human front desk looks after whoever is in front of them, not the phone.
Want to see this with your calendar?
Measurement

The calendar is also a funnel.

Each scheduling step becomes an event, in the dashboard, in GTM and in your pixels. You see how many asked for a slot, how many booked and where the rest stopped.

  1. Openedchat_openedMeasures initial interestDashboard · GTM · pixels
  2. Startedchat_startedFirst message sentDashboard · GA4
  3. Engagedchat_engagedThird message, not a bounceDashboard
  4. Left contactlead_capturedName and phone recordedDashboard · Google Ads · Meta · TikTok · LinkedIn
  5. Bookedlead_qualifiedAppointment created in the calendarDashboard · pixels · webhook
  6. Asked for a humanhuman_requestedException that needs the teamDashboard · immediate email
Available integrations
Google AdsMeta (Pixel + Conversions API)GA4Google Tag ManagerTikTokLinkedInChatGPT AdsWebhooksGoogle Calendar

Numbers only appear with a period, a denominator and a source. The funnel above shows what is measured, not a result.

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Rollout

CitraChat adapts to your process.

You can do everything yourself in the dashboard: train, test, publish and adjust. But you don't have to do it alone. Every account has a CitraChat specialist who follows the entire implementation and the evolution of the operation after it.

  1. We map contact reasons and ownersWith the specialist, you map why customers reach out today (questions, orders, complaints, bookings), what each case requires and who decides. That defines which agents exist and what each one resolves on its own.
  2. We define rules, data and integrationsYou write the business rules (warranty, deadlines, eligibility) and connect the sources the agent consults (website, documents, spreadsheets, calendar). The specialist reviews, points out what is missing and wires the events to your pixels and systems.
  3. You train the agents, with supportConversational training with an assistant inside the dashboard, automatic website reading, document and spreadsheet upload. Every change has a snapshot and restore, and the specialist tests real cases with you before publishing.
  4. We go live, measure and evolveWidget in one line of code and official WhatsApp. The team follows everything in the dashboard and takes over whenever it wants. The specialist keeps following the account: reviews the step-by-step funnel with you and points out where the training needs to evolve.
CitraChat specialist throughout the implementationFull autonomy in the dashboard, no dependenciesFree account to start, no cardNo lock-in contract
Who it makes sense for

For businesses that live by the calendar.

  • Medical and dental clinicsConsultation, follow-up and exam with first-visit and insurance screening.
  • Beauty and wellnessProcedure, professional and duration defined before the slot.
  • Services with on-site visitsInspection, installation and maintenance with a time window and address.
  • Consultancies and officesDiscovery meeting booked straight into the consultant's calendar.
  • EducationSchool visit, trial class and enrollment interview.
  • Auto shops and pet shopsService slot with what the customer needs to bring.

What scheduling teams usually ask.

How many slots do you lose today to confirmations that never happened?

Show us your calendar. In a demo, we connect it and watch the agent book, reschedule and confirm inside the conversation.

Free account to start, no card. A CitraChat specialist through the whole setup.