Bookings

The Bookings page combines appointments created by AI Calling and AI Receptionist. It appears for paid accounts with booking access. Supported connections include Google Calendar and Microsoft Outlook or Microsoft 365. Direct booking checks live availability and creates the appointment while the caller is still on the line. This differs from Follow-up Text. Follow-up Text sends a scheduling link for use after the call. Direct booking replaces that scheduling flow while it is on.

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Connect a calendar

You need an active receptionist and a supported calendar connection. AI Calling and AI Receptionist share the same connection.

1. Open the receptionist’s Settings page.
2. Turn on Direct Booking in the call-handling section.
3. Click Configure.
4. Click Connect for Google Calendar or Outlook Calendar.
5. Sign in and approve access to free or busy times and event creation.
6. Choose a calendar. The default choice is Primary.

The card shows Connected when setup succeeds. Disconnecting the calendar stops new bookings everywhere that uses it.

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Choose a source

Use the source control to show:

• All bookings from both products.
• AI Calling appointments created during outbound campaign calls.
• AI Receptionist appointments created during inbound calls.

Each row identifies its source. An AI Calling booking can also link to its campaign.

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Choose a view

Use Upcoming for future appointments that have not been cancelled. Rescheduled appointments remain upcoming when their new time is in the future. Use All bookings for the complete appointment history. This view keeps cancelled and rescheduled records for context. Filter the complete view by Confirmed, Cancelled, or Rescheduled when you need one status.

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Read a booking

A booking identifies the contact or caller and provides available contact details. It also shows the time, duration, meeting type, and link. The history records creation and later changes. It can show a reschedule, correction, or cancellation made during the original call. Copy the available meeting link or use its join action. Check the connected calendar when an event and portal row appear inconsistent.

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Refresh bookings

Choose Refresh to request the latest AI Calling and AI Receptionist records. Wait for both sources to finish before judging a missing appointment. The page can show a source-specific error while still displaying data from the other product.

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Configure booking settings

Choose Booking settings to manage the shared appointment configuration. Set the connected calendar, appointment length, availability, timezone, and meeting preference. Also set the buffer before and after appointments, minimum notice, and look-ahead period. Customize the event title and description templates. Choose one meeting preference:

• Online first, phone as backup asks for an email and creates a Google Meet or Microsoft Teams invitation. It books a callback if the caller declines.
• Phone first, online meeting as backup books a callback by default. It can create a video invitation when the caller provides an email.
• Custom uses your instructions for another format, such as an on-site appointment.

Eligible team owners can choose a team calendar when that control appears. Each calendar owner must connect their supported calendar first. The shared settings apply to products that use direct booking. Each campaign and receptionist still controls whether direct booking is on. Changes to shared booking settings apply to both AI Calling and AI Receptionist. Turning booking on for one campaign or receptionist does not turn it on elsewhere.

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Recipient and caller experience

During AI Calling, the AI can offer an appointment when the campaign conversation reaches the booking goal. During AI Receptionist calls, the AI can offer a time when the caller requests an appointment. The configured conversation can also prompt booking. The AI confirms the time and available contact details before it creates the event. The calendar provider sends the invitation when an email is available. The AI reads an email address back letter by letter before booking. If the caller declines email, it confirms a callback number instead. During that call, the AI can reschedule, cancel, or correct the appointment it created. It cannot change unrelated calendar events.

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Timezones

• The connected calendar’s timezone controls the available days and hours.
• AtllasX infers the caller’s timezone from the phone number and speaks times in that timezone.
• Calendar events store Coordinated Universal Time (UTC). Each calendar viewer renders the event in their own timezone.

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Fix common problems

If the AI does not offer a booking, check the connection, booking settings, and availability. Confirm that a free slot exists within the look-ahead period. Reconnect when the portal reports expired calendar access. Access can expire after long inactivity or a Google or Microsoft password change. Calls continue while calendar access is unavailable, but the AI skips booking. Turn off Direct Booking if you want the receptionist to return to the Follow-up Text scheduling flow.

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Calendar data

AtllasX stores the connection’s refresh token, chosen calendar identifier, timezone, and connection time. AtllasX reads whether time is free or busy. It does not read the contents of existing events. See Calendar and direct booking for connection and campaign setup. Review call-handling actions when the receptionist should offer bookings. Use settings and customization for the receptionist’s saved configuration.