Before You Start
Before configuring meeting scheduling for your AI Voice Agent, you must first create and configure a Meetings setup.
For detailed instructions, see:
Configuring Meeting Scheduling in an AI Voice Agent
Once your Meetings configuration is ready, you can connect it to your AI Voice Agent.
Go to the AI Voice Agent section.
Open the configuration of the selected agent.
Navigate to the meeting scheduling settings.
Enable the Meeting Scheduling feature.
Select the appropriate Meetings configuration from the list of previously created Meetings.
The selected Meetings configuration will determine calendar availability, booking rules, and the information collected during the scheduling process.
How Meeting Scheduling Works
During the conversation, the AI Voice Agent:
Checks available time slots in the selected Meetings configuration.
Offers available dates and times to the caller.
Collects the required information.
Creates the meeting in the connected calendar.
Confirms the booking with the caller.
Once the process is completed, the meeting is automatically scheduled according to the selected Meetings configuration.
Information Collected During Booking
The AI Voice Agent automatically asks all questions configured in the Meetings booking form.
Any custom fields added to the Meetings form will be collected during the phone conversation and saved together with the scheduled meeting.
This ensures that meeting owners receive all required information before the meeting takes place.
Recommendation: Remove the Phone Number Field
We recommend removing the Phone Number field from your Meetings form.
The AI Voice Agent already has access to the caller's phone number, so asking for it again creates unnecessary friction and extends the conversation. In most cases, there is no need to collect this information a second time.
Routing Meetings to Different Calendars
AI Voice Agents can schedule meetings in different calendars based on the caller's responses during the conversation.
This allows you to create advanced routing scenarios, such as:
Directing leads to different sales teams.
Assigning meetings to specific representatives.
Supporting multiple locations.
Routing bookings based on language, product interest, or inquiry type.
To achieve this, create separate Meetings configurations and use your AI Voice Agent's conversation logic to determine which configuration should be used.
Example
A caller interested in Product A → meeting is scheduled in the Product A team's calendar.
A caller interested in Product B → meeting is scheduled in the Product B team's calendar.
A caller requiring technical assistance → meeting is scheduled in the support team's calendar.
This ensures that every booking is automatically routed to the right person or team without any manual intervention.