An agent with the goal Make an appointment offers the lead free times of one of your appointment types and books the time the lead agrees to while the call is still running. The same rules apply as for a booking in a form: hours, duration, team, buffers and connected calendars of the appointment type. The lead gets the usual confirmation, and the appointment shows under Funnelforms → Appointments and in your calendar.
Requirements
- Funnelforms Pro. This feature is not included in Funnelforms Free.
- Funnelforms Pro 5.0.8 or newer.
- An agent under Funnelforms → AI Phone Agent, as described in Create and edit agents.
- At least one appointment type under Funnelforms → Appointments.
- Recommended: a connected Google, Microsoft or CalDAV calendar that the appointment type checks. Otherwise only appointments booked in Funnelforms count as busy.
- For the agent to book during the call, ElevenLabs must reach your website from the internet. Otherwise Funnelforms books the agreed time right after the call.
Where to find it
Funnelforms → AI Phone Agent, agent Edit or New agent, under Name and goal the goal Make an appointment. Below it the section Appointments appears with the choice Books into the appointment type.
Features at a glance
- Books into the appointment type: the appointment type the agent books into, with its durations.
- Book nothing, only note a preferred time: the agent only asks for a suitable time and writes it to the entry.
- Real free times in the call, on other days too if the lead asks.
- Rebooking in the same call.
- Confirmation, reminders and calendar entry as for a booking in a form, following the settings of the appointment type.
- Test call with real free times, without booking.
Step-by-step guide
- Under Funnelforms → Appointments, create an appointment type, for example "Consultation", 30 minutes, by phone, Monday to Friday 9 to 17.
- In the appointment type, choose the calendar that supplies busy times and receives new appointments.
- Open Funnelforms → AI Phone Agent and click Edit on the agent.
- Under What should the call reach? choose the goal Make an appointment.
- In the section Appointments, choose your appointment type in Books into the appointment type. If there are appointment types, the first one is already chosen.
- On the right under How the call goes, check the line "Offers two free times for "Consultation" and books the one the lead takes."
- Click Save.
- Click Test call in the list Agents, take the call and ask for an appointment. The agent names real free times but books nothing in the test.
- Then send the form with this agent once for real and agree to a time in the call.
- Check the appointment under Funnelforms → Appointments, in your calendar and the note on the entry.
Explanations
How does the agent book?
During the call the agent asks your website for the free start times of the appointment type, for up to three days at a time, and offers the lead two of them. If the lead wants another day, it asks for that day. It names the times in the time zone of your website, with the weekday. When the lead agrees, the agent books the appointment at once and confirms it. If the time has been taken in the meantime, it says so and offers times nearby. If the lead asks for another time in the same call, the agent rebooks; in the end only one appointment is attached to the entry.
What happens after the call?
The appointment gets the same messages as a booking in a form: the confirmation to the lead, the reminders and the entry in your calendar, depending on what the appointment type has set. The note on the entry gets the line "Appointment booked: Consultation, …" with date and time.
What if ElevenLabs cannot reach my website?
To look up free times during the call, ElevenLabs calls your website. With a local test site or a site behind password protection this does not work. The AI Phone Agent page then shows the note "ElevenLabs cannot reach this website from the internet …". The agent still agrees on a time, and Funnelforms books it right after the call. If it is no longer free by then, the entry says "Appointment not booked: … was no longer free. Please get in touch with the lead."
When does the agent not book?
- In the Test call. It offers the real free times but books nothing.
- When the lead already has another future appointment on the entry.
- With Book nothing, only note a preferred time. Then the agreed time is only written to the note as "Appointment agreed".
- Without an appointment type. The page then shows "No appointment type yet" with Create an appointment type; until then the agent only notes a preferred time.
Why are there no starting questions for "Make an appointment"?
The appointment type brings day, time and kind of the appointment. That is why an agent that books starts without its own questions. You can still add questions, for example about the request.
Best practices
- Connect a calendar and choose it in the appointment type. Without it the agent does not know your other appointments and may offer a time when you are busy.
- Create a separate appointment type for phone appointments of the agent, with hours when your team surely has time.
- Before going live, ask in a test call for a time when you already have an appointment in your calendar. The agent must decline it.
Troubleshooting
| Problem | Cause | Solution |
|---|---|---|
| "No calendar connected to this type" | The appointment type checks no calendar. | Click Connect a calendar or Choose calendars in the type. |
| "No appointment type yet" | There is no appointment type under Appointments. | Click Create an appointment type and then reload the AI Phone Agent page. |
| The appointment is missing after the call. | ElevenLabs cannot reach the website; the booking follows after the call. | Wait a few minutes and reload an admin page. If the note says "Appointment not booked", get in touch with the lead. |
| The agent offers a time when you are busy. | The calendar is not chosen in the appointment type. | Choose the calendar in the appointment type. |
| Books into the appointment type shows "Deleted appointment type". | The appointment type was deleted. | Choose another appointment type and save. |
Tips
- Edit appointment types below the choice opens Funnelforms → Appointments in a new tab. Afterwards reload the AI Phone Agent page so new appointment types appear in the choice.
- You manage booked appointments like any other appointment under Funnelforms → Appointments.
FAQ
Does the test call book an appointment? No. It names real free times but books nothing.
Does the lead get a confirmation? Yes, if the appointment type sends confirmations. It is the same as for a booking in a form.
Can the lead rebook in the call? Yes. The agent moves the booked appointment; only one stays on the entry.
Do my team's appointments count? Yes. Team, hours, buffers and connected calendars of the appointment type apply as for a booking in a form.