Appointments and reminders
Booked on the call, reminded before the day
An appointments portal in day, week and month views, a service catalogue with durations, resources and capacity rules, reminders over SMS, WhatsApp and email, and calendar sync that lets the AI voice agent book a real slot while the customer is still on the phone.
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Quick answer
What you get
Everything in one workspace
Day, week and month views
The appointments portal shows the day you are working, the week you are filling and the month you are planning, without exporting anything.
Staff assignment
Every appointment belongs to a member of staff, so the calendar answers who is doing this, not just what is booked.
Notes on the appointment
Notes live on the booking itself, where the person taking the appointment will actually read them.
Service catalogue
Each service carries its duration, the resources it needs and its price, so a booking knows how long it takes and what it occupies.
Capacity rules
Capacity rules are enforced at booking time. When the capacity for a service is full, the booking is refused rather than double-booked and sorted out later.
Reminders on a policy
Reminders go out over SMS, WhatsApp and email on the policy you set, so nobody has to remember to send them.
Send now
When a policy reminder is not enough, send one immediately from the appointment.
ICS attachments
Reminders can carry an ICS attachment, so the appointment lands in the customer's own calendar with one tap.
Google Calendar and Microsoft 365 sync
Sync at organisation scope and to each agent's own calendar, with free-busy checks and change notifications.
Layla books on the call
The AI voice agent books, reschedules and cancels during a phone call, after a free-busy check, quoting only prices that are in the catalogue.
Booking and delivery reports
Booking reports for what was booked, and a messages-sent report for whether the reminders actually went out.
Booking viewer role
A read-only role for the people who need to see the diary without being able to change it.
The diary
A calendar that knows what a service costs you
The appointments portal runs in day, week and month views, with staff assignment and notes on each booking. Behind it is the service catalogue, and that is what makes the diary reliable.
Each service has a duration, the resources it requires and its price. Capacity rules are applied when the booking is made, so a service that is full is refused at the point of booking rather than accepted and untangled afterwards.
- Day, week and month views in one portal
- Staff assignment and notes on every appointment
- Service catalogue with duration, resource requirements and price
- Capacity rules enforced at booking time; a full service refuses the booking
Reminders
Sent is not the same as delivered
Reminders go out over SMS, WhatsApp and email on a policy you set once, and you can send one immediately from the appointment when something changes. An ICS attachment puts the appointment straight into the customer's own calendar.
Then there is the part most systems skip. The messages-sent report tells you what actually left the platform on each channel, next to the booking reports that tell you what was booked. A no-show is a different conversation when you can see whether the reminder ever reached them.
- SMS, WhatsApp and email reminders on a policy
- Send-now from the appointment for the exceptions
- ICS attachment so the appointment lands in the customer's calendar
- Booking reports, plus a messages-sent report for reminder delivery
Calendars and the AI
Booked on the call, against a real free-busy check
DialerBee syncs with Google Calendar and Microsoft 365, both at organisation scope and to each agent's own calendar, with free-busy checks and change notifications so a slot taken elsewhere does not stay bookable here.
That is what lets the Layla AI voice agent book, reschedule and cancel during a phone call. It checks free-busy before it offers a time, and it quotes only prices that are in the service catalogue, so the caller is never promised a slot that is gone or a price nobody set.
- Google Calendar and Microsoft 365 sync at organisation scope
- Each agent's own calendar syncs too, with change notifications
- Free-busy checks before a time is offered
- Layla books, reschedules and cancels on the call, using only catalogue prices
- Booking viewer role for read-only access to the diary
How it compares
| A booking page beside your phone system | DialerBee appointments | |
|---|---|---|
| Where the booking is made | On a web form, while the phone rings unanswered | On the call itself, by an agent or by the Layla AI voice agent |
| Availability | Whatever the booking page believes | A free-busy check against Google Calendar or Microsoft 365, at organisation scope and per agent |
| Overbooking | Two bookings land in the same slot and someone sorts it out | Capacity rules refuse the booking when the service is full |
| Prices quoted by the AI | Whatever the model says | Only prices that are in the service catalogue |
| Reminders | One channel, and no proof it arrived | SMS, WhatsApp and email on a policy, send-now, ICS attachments, and a messages-sent delivery report |
Frequently asked questions
What is the appointments portal in DialerBee?+
It is the diary the contact center books into. It runs in day, week and month views, every appointment has a member of staff assigned and notes attached, and the services behind it come from a catalogue that sets each service's duration, the resources it needs and its price.
Can two people be booked into the same slot?+
Capacity rules are applied when the booking is made. If the capacity for that service is full, the booking is refused at that moment rather than accepted and untangled later.
How do reminders go out?+
Over SMS, WhatsApp and email, on a reminder policy you configure once. You can also send a reminder immediately from an appointment when something changes, and reminders can carry an ICS attachment so the appointment lands in the customer's own calendar.
How do I know a reminder was actually sent?+
There is a messages-sent report covering reminder delivery, alongside the booking reports that cover what was booked. That separation matters, because a no-show where the reminder never left is a different problem from a no-show where it did.
Which calendars does DialerBee sync with?+
Google Calendar and Microsoft 365. Sync runs at organisation scope and also against each agent's own calendar, with free-busy checks before a slot is offered and change notifications when something moves on the other side.
Can the AI voice agent book an appointment during a call?+
Yes. Layla books, reschedules and cancels from a phone call. It runs a free-busy check before it offers a time, and it quotes only prices that exist in the service catalogue, so the caller is not offered a slot that is taken or a price nobody set.
Can someone see the diary without being able to change it?+
Yes. The booking viewer role gives read-only access to bookings, which suits reception cover, a franchise owner or a client who wants visibility without edit rights.
Does this work in Arabic?+
The platform handles 11 languages and the AI voice agent is Arabic dialect-aware, so a booking call can be taken in Arabic. Reminder templates are yours to write, in whichever language your customers read.
See a slot booked on a live call, on a demo tenant
A 30-minute walkthrough on a demo tenant, in English or Arabic.