AI appointment scheduling for small business: an agent that books customers into your free time

How AI appointment scheduling works

A booking always needs the same four things: who the customer is, what they want, when they can come and whether that time is still open. A person at the front desk checks them in their head and in a diary. An AI agent checks them in the data your business already keeps:

• The customer — a returning customer is recognised by their number, and their card holds contacts, a note the agents read before talking to them, and their past orders and calls.
• The service and the price — only from your price list. If there is no matching item, the agent says it will check and call back, rather than invent a number.
• The time — only a slot that is genuinely open (next section).
• The record — when the customer agrees, the agent records the customer and the order, with the time, the address and the items priced from your list.

What people often search for as an “AI booking assistant” is, in Weyvox, an AI agent: it does not only suggest a time, it books it and leaves you the result.

Only genuinely free slots: how the agent picks a time

Before naming a time, the agent takes your working hours from the business profile, removes the orders already booked and — if you connected a calendar — your busy times in it. Only what is left is offered. It never offers a time that is taken; if the day the customer wants is full, it says so and offers the nearest opening.

Cindy follows the same rule on a call as Marc does in the chat, so a time given on the phone and a time you book yourself through the chat cannot collide.

Your calendar: Google Calendar or the calendars on your phone

You connect a calendar on Leo's page, on the Calendar screen. There are two sources:

• Google Calendar — connected once through Google's own consent screen; you choose which calendar your busy times come from. Weyvox keeps it in step on its own, even while your phone is off. The orders the agents book are added to a separate “Weyvox” calendar that Weyvox creates in your Google account, and removed when the order is cancelled; your own calendars are only read for busy times.
• Phone calendar — every calendar on your phone (iCloud, Google, Outlook, a work account) with one permission; it is refreshed when you open the app.

From either source Weyvox keeps only the start and end of your busy times — never the event titles. Your own event names are shown to you on the calendar screen from the phone itself. Disconnecting Google Calendar revokes access at once. Every detail is in the documentation.

Booking during a call: what Cindy does on the line

With auto-answer on, Cindy, the AI receptionist, answers your business number when you cannot — immediately, or after your phone has rung for 10–40 seconds — on Weyvox's servers, so it works even when your phone is off. On the call she:

1. Says she is the AI receptionist of your business at the start of the call, and greets the caller with your business name.
2. Answers the question from your business profile and quotes prices only from your price list.
3. Offers only times when you are actually available, by the rule above.
4. Records the customer and the order before saying goodbye, once the caller agrees to book.
5. Offers to text what was agreed — the time, the address, the price — and sends the SMS only after the customer says yes. The sender is “Weyvox”, the text opens with your business name and is written in the customer's language.

She speaks over 40 languages. After the call she writes you a short note, and a booked appointment is also reported to you separately, so it does not get lost. How a whole call runs, step by step, is in Can AI answer phone calls for my business?

Booking from your chat: one line to Marc

A customer wrote to you, stopped you in the street or rang while you were driving? Write it in the chat the way you would say it — “book Anna for a colour on Thursday morning” — and Marc, the AI manager, finds a free slot by the same rule, creates the order and, if you ask, texts Anna a confirmation.

• With Autonomy off — and always on the Start plan — Marc shows what he is about to do — book a time, change an order, text a customer — and waits for your yes.
• With Autonomy on (Business and Professional plans), he books available time, updates orders and sends SMS confirmations on his own, and reports back.

Either way, you have the final word: an order an agent created — on a call or in the chat — is marked Not confirmed until you check it and tap Confirm, and if an agent changes it later, it asks for your confirmation again. Orders you create yourself are confirmed at once. Every order keeps a feed of what happened and who changed what.

AI appointment scheduling or an online booking system

An online booking system gives customers a page or a link where they pick a service and a slot themselves. It suits customers who prefer to book in a few taps, at any hour, without talking to anyone. What it cannot do is answer a question before the booking, handle “something like Thursday, but not too early”, or take the call of the customer who simply rings.

In Weyvox, booking happens in a conversation — on a call with Cindy or in your chat with Marc — not on a booking page the customer fills in. If your customers mostly ring or message you, that is the part an AI agent takes off your hands. What an unanswered call costs is worked through in How many calls do small businesses miss — and what does a missed call cost?

Before the first booking: what to set up

• Working hours and services in the business profile. Without hours, there is no free time to offer; with an empty profile the agents cannot speak for your business.
• The price list. Items with a price or a from–to range, a unit and a duration. It is the only source of prices; an item you switch off is hidden from the agents.
• A calendar, if you keep one — Google Calendar is kept in step even while your phone is off; the phone calendars are read when you open the app.
• Your order screen in the words of your trade. Tell Marc how you work (“visits: address, car model, the problem in one sentence”) and he renames the order stages and fields, adds up to three fields of your own and tells Cindy what to ask callers.
• A phone line for Cindy — a Weyvox number bought in the app, or your existing business number forwarded to it: Virtual phone number for business.

What AI appointment scheduling costs

Weyvox prices are in credits: 1 credit = €0.01 excl. VAT. Plans are monthly — Start €25 excl. VAT with 2,500 credits, Business €110 excl. VAT with 11,000, Professional €250 excl. VAT with 25,000 — and the agents' work comes out of the plan credits first, then out of extra credits.

• A booking call: a minute of Cindy on a call is about 21 credits plus the operator line for the country; the cost simulator on the pricing page counts a call of up to 2 minutes at ≈ 50 credits — an estimate, a real call is billed by its minutes and the line.
• An SMS confirmation: ≈ 8 credits per segment, depending on the country.
• A booking from the chat: Marc's work is billed at the token rates — 500 credits per million input tokens, 2,500 per million output tokens; the simulator counts an everyday chat task at ≈ 60 credits.
• Connecting a calendar: nothing extra.

A worked month. Cindy books 30 callers and texts each a confirmation: 30 × ≈ 50 = ≈ 1,500 credits, plus 30 × ≈ 8 = ≈ 240 — about 1,740 of the Start plan's 2,500 credits; the rest covers the number's monthly fee and other work, and anything beyond the plan credits comes from extra credits. Every unit price and each country's line rate are on the pricing page.

Honest limits

• Not a booking page. Customers book by calling or through you in the chat; they do not pick a slot on a website.
• Only the time it can see. Bookings stay inside your working hours and free slots. Busy times added to the phone calendar are seen after you next open the app; Google Calendar is kept in step on its own.
• No credits, no answer. When your plan credits and extra credits are both used up, or your subscription is not active, Cindy does not pick up: the call rings for you as an ordinary call, and the app tells you why.
• You confirm. An order an agent books stays Not confirmed until you tap Confirm; on Start the agents ask before every action.
• No money decisions. Payment is marked only when you say the money arrived — never inferred from a booking or a finished job.
• Not a person. A complaint or an unusual request needs you: while Cindy talks, the call sits in the app as a mini card — listen in, take the conversation over or end it.

Cindy, Marc and the other Weyvox agents

Booking is shared work. Cindy is the AI receptionist in Weyvox; everything she does, from answering calls to calling people for you, is on her page: Cindy, the AI receptionist. Marc keeps the business itself — customers, orders, price list, documents and money — and turns a booked order into an invoice from your own templates: Marc, the AI manager. They share one business profile, price list and customer list, so the time Cindy gives on the phone and the order Marc keeps are the same record. Leo, the AI coordinator, keeps the business profile — the calendar is connected on his page — and reminds you on time; Alice, the AI marketer, quotes in your posts the same prices Cindy gives callers. Each agent can be used on its own, and an agent you switch off costs nothing.

Questions people ask

Hear Cindy book a customer

If you choose Cindy when you sign up, the introduction includes a test call at no cost: she rings your own phone (up to two calls, each up to 6.5 minutes), tells you by voice how she will work for your business and answers your questions — before you choose a plan. Weyvox is available for iPhone and Android.

Cindy, the AI receptionist · Plans and prices · All guides