An AI assistant that answers questions and books your appointments

Answers client questions from your own knowledge base, checks your calendar, and books confirmed appointments by email.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"client starts a chat"]:::trig s0(("client asks a question")):::human s1["AI answers from knowledge base"]:::svc trig --> s0 s0 --> s1 gx{"× does client want to book"}:::gate s1 --> gx p00["answer stands alone"]:::task gx -->|"no booking needed"| p00 p10["check calendar availability"]:::task gx -->|"wants to book"| p10 p11["propose available times"]:::task p10 --> p11 p00 --> out p11 --> out out[/"appointment booked and confirmed"/]:::out pay{{"hours saved on scheduling"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itAn outside serviceA personOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsKnowledge Base & RAGImage & Media ProcessingSpreadsheet & Database OpsScheduling & CalendarEducation & Training
Connects
Google SheetsGoogle CalendarGmailOpenAI

The problem it solves

Answering the same client questions over and over, then checking your calendar and going back and forth to confirm a time, eats up hours every week. It's also easy to double-book or forget to confirm details in writing.

Who it fits

Consultants, coaches, or service providers who handle bookings and repeat client questions themselves.

How it works

  1. A client starts a chat and asks a question
  2. AI answers using the information you've stored in Google Sheets
  3. If they want to book, it checks your Google Calendar for open times
  4. It proposes times, and once the client confirms, books the appointment
  5. A confirmation email with the details is sent automatically
What you get

Appointments booked while you're with a client

Clients get answers pulled from your own knowledge base and a confirmed appointment on your calendar, without you lifting a finger.

What you get

An answered client question, a booked calendar appointment, and a confirmation email.

What you need

A Google Workspace account for Sheets, Calendar, and Gmail, and an OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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