Scheduling and agent-run meetings
With built-in scheduling, Appricity's agents book meetings inside the conversation, and then run the meeting themselves, by voice, at the booked time. There's no hand-off to a separate booking tool and no waiting for a salesperson's calendar.
How does booking work?
When a contact is ready for a meeting, or asks for one, the agent offers up to four times in the contact's own time zone. It can also:
- take a time the contact suggests, if it's free;
- offer to talk now, if the agent is free;
- move a meeting (the meeting link stays the same) or cancel it, when asked.
The agent only says a meeting is booked once the booking has actually been made.
With Include a booking link when offering times switched on (the default), the agent also sends a private booking page for that contact. It lasts 14 days and shows the next two weeks of free times in the visitor's own time zone.
What happens at the booked time?
The contact opens their meeting link. The meeting opens ten minutes before the start, and the agent is there, live, by voice, with a typed fallback and a transcript. If nobody joins within ten minutes of the start, it's recorded as a no-show.
What meeting types are there?
Two are created for you: Intro call (20 minutes) and Product demo (30 minutes). You can add more in Work → Scheduling, and for each choose:
- the agent who runs it;
- its length (10 to 180 minutes) and a gap after it;
- how often start times are offered, the earliest notice (5 minutes by default) and how far ahead people can book (14 days by default, up to 90);
- a daily maximum, and hours of its own if needed.
When are agents available?
By default, any time. Under agent hours you can switch to business hours or set custom hours. One agent can run several meetings at once (three by default, up to ten); a contact can never be booked into two overlapping meetings.
What reminders go out?
- a confirmation when the meeting is booked, plus an email with a calendar invitation if the contact has an email address;
- a reminder 24 hours before (skipped if they booked within the last day) and 1 hour before;
- if they miss it, a sorry we missed each other message with new times, one follow-up two days later, and then nothing more.
On a WhatsApp Business number, reminders sent outside WhatsApp's 24-hour window need an approved template, chosen per meeting type.
How does my team keep track?
Scheduling → Bookings lists upcoming and past meetings: booked, completed, no-show, cancelled or rescheduled, each linked to its conversation. Cancel meeting tells the contact. Admins are emailed about new bookings, cancellations and no-shows.
Does it sync with my calendar?
No. Available times come from the agent's hours, because the agent, not a person, runs the meeting. Contacts get a calendar file for their own calendar.