Set Up Conversation AI Appointment Booking in Sparkforge

Conversation AI in Sparkforge lets a bot collect contact details, check calendar availability, propose time slots, and confirm appointments inside the conversation. It works across the channels you connect and can route to one calendar or many depending on intent.

What It Does

• Collects required contact fields (name, email, phone) before booking
• Suggests available time slots from a connected calendar
• Writes the appointment to the right calendar based on the request
• Optionally handles cancellations and reschedules
• Triggers post-booking workflows

Before You Start

You need a working booking calendar, a Conversation AI bot in the sub-account, brand voice or training that reflects your business, and the channels you want the bot active on. Decide up front: one calendar or several?

Single Calendar

Best when every booking should land on the same calendar. Simpler setup, faster launch. Pick this if you have one service type or one appointment destination.

Multiple Calendars

Use this when you offer different services, departments, or routing paths. The bot decides which calendar to book against based on the contact’s intent.

For each calendar, configure:

• A clear description of what the calendar is for
• Trigger keywords for the service or use case
• An optional fallback calendar if no match is confident

Note: multiple-calendar routing is currently prompt-based bots only.

Services Calendar (v2)

If you use a Services Calendar, choose the public-facing services the bot can book. The bot can use staff selection, add-ons, and variations during booking. Private services aren’t supported, and online payment isn’t collected during the AI booking flow. Prompt-based bots only.

Setup Steps

1. Open AI Agents > Conversation AI in the sub-account. Create or open a bot.
2. Configure bot basics: name, response wait time, initial message.
3. Open Bot Goals and pick the contact fields the bot should collect.
4. Enable Appointment Booking and select the calendar. Guided and Flow Builder bots only support single-calendar.
5. For service-based routing, choose Multiple Calendars, add descriptions and keywords, and (optionally) set a fallback.
6. For services booking, pick Services and select the services the bot can handle.
7. Add prompt instructions and training content. Don’t rely only on calendar descriptions for what the bot says to customers — calendar descriptions are for routing, the prompt is for the conversation.
8. Decide if the bot handles cancellation and rescheduling. Configure post-booking behavior: send only the booking link, pause the bot after booking, or trigger workflows.
9. Save and test — especially for cancel/reschedule flows.

Prompt Best Practices

• Calendar descriptions should make the routing decision obvious to the bot.
• Customer-facing details (services, hours, pricing context) belong in the prompt or training, not just calendar descriptions.
• Keep the initial message in your brand voice.
• Only request contact fields you actually need.