Calendar coordination
Connects to Google Calendar through Olano's 75+ built-in integrations, checks live availability before offering a slot, and writes confirmed bookings straight back — no double entry.
Appointment booking
An AI booking assistant your front desk will trust
Olano's booking agent answers enquiries on WhatsApp, Telegram, or email, qualifies each request with your questions, checks your live calendar, and books the slot. Sensitive cases queue for your team's approval before anything is confirmed — a private AI front desk with a human in the loop.
Booking runs on interruptions
Every appointment starts as a message, and someone has to stop mid-task to answer it. A single booking usually means three or four rounds of "does Tuesday work?", then typing the same details into the calendar a second time. Enquiries that arrive after hours wait until morning — and some of those people book elsewhere first.
The costs are familiar to anyone who runs a front desk:
- Staff pulled away from the customer in front of them to negotiate time slots by chat
- Double entry — the conversation in one place, the calendar in another
- No-shows nobody had time to remind, and cancellations that never get refilled
- After-hours enquiries answered a day late — which is how leads go missing
How the booking workflow runs
One agent handles the loop end to end. Your team stays in control of the cases that matter.
Enquiry arrivesAgent qualifies with your questionsChecks live calendar availabilityBooks or proposes slotsSensitive cases queue for approvalConfirmations and reminders on schedule
The qualification step is yours: the agent asks your intake questions and answers pricing or policy queries from your uploaded documents, so it never guesses. It then checks your connected calendar and books directly or proposes open slots. Routine bookings flow straight through; categories you flag as sensitive — new patients, complaints, special requests — pause for a quick staff yes or no. Once confirmed, the confirmation goes out immediately and reminders follow on the schedule you set.
What it looks like in chat
A routine booking handled end to end — with a first-visit case flagged for the team.
Sample conversation
A synthetic example: the agent qualifies, offers two live slots, books one, and schedules the reminder.
Today
Hi, do you have any appointments this week? Afternoons work best for me
Hi! Happy to help. Quick question so I book you correctly — is this your first visit with us?
Yes, first visit
Welcome! I have two afternoon slots open this week: Thursday 2:30pm or Friday 4:00pm. Which works better?
Friday 4pm please
Done — Friday 4:00pm is reserved for you. As a first-time visitor, our team will review and send your final confirmation shortly, and you'll get a reminder the day before. Anything else I can help with?
What the assistant does
Qualification before booking
Asks your intake questions first and answers price or policy queries from your uploaded documents — service lists, policies, SOPs — so every booking arrives with the context your team needs.
Approval gates for sensitive cases
Per-category approval gates and trust levels 0–4. New patients, complaints, and special requests queue for a staff decision; anything outbound waits for approval by default until you loosen it.
Reminders that actually go out
Scheduled tasks and proactive monitoring handle confirmations at booking time and reminders before the appointment — on the cadence and wording you choose.
Audit trail on everything
Every message, calendar write, and approval decision is recorded in an immutable audit trail, so you can always see what was booked, by whom, and why.
Who it's for
Any business where the calendar is the product — and the front desk is stretched.
Clinics & dental
Enquiries, bookings, reminders, and FAQs — never medical advice. New-patient registrations queue for staff approval. See WhatsApp AI for clinics.
Consultants & professional services
The agent asks scoping questions, books discovery calls into free slots, and flags unusual requests for your review first.
Education & training
Trial-class bookings, course enquiries, and schedule changes handled in chat, with reminders that cut no-shows.
Beauty & aesthetics
Slot negotiation and rebooking without tying up the counter; first-time clients and special requests route to staff before confirmation.
FAQ
How does the assistant avoid double-booking?
It checks availability in your live calendar — Google Calendar, for example — immediately before proposing or confirming a slot, and writes each confirmed booking back to that same calendar. There is one source of truth, so it does not offer times that are already taken, and every calendar action is recorded in the audit trail.
What counts as a sensitive case?
Whatever you decide. Most teams gate new patients or first-time clients, complaints, cancellations, and unusual requests. Olano supports per-category approval gates and trust levels from 0 to 4, and anything outbound waits for approval by default — you choose which bookings the agent may confirm on its own and which queue for a staff yes or no.
Can it send confirmations and reminders?
Yes. A confirmation goes out when a booking is made, and reminders run on scheduled tasks — for example the day before and the morning of the appointment. You set the cadence and the wording, and reminder sends can sit behind an approval gate until you trust the routine.
Which channels does it work on?
WhatsApp, Telegram, email, and SMS are the most common for booking, and Olano supports 15+ messaging channels including Slack, Signal, and inbound webhooks. The same agent, the same qualification questions, and the same calendar sit behind every channel.
How long does setup take, and what does it cost?
A single booking workflow is typically live within 1–2 business days of onboarding; bigger rollouts take 1–3 weeks. The Founding Partner Pilot is S$499 monthly base with setup included for the first 10 Singapore SMEs (normally S$1,500) — one fully managed workflow with hosting, monitoring, and 2 hours of consultation a month. Every build is quoted and approved before we build.
Related use cases
WhatsApp AI for clinics
Enquiries, bookings, and reminders for clinics — with the approval gates regulated practices need.
WhatsApp AI customer service
Answer customer questions 24/7 from your own data, the way Repuestos Comodin does.
Missed lead recovery
Catch the enquiries that arrive after hours and follow up before they book elsewhere.
Put a booking assistant in front of your calendar
Start with one workflow: enquiries in, qualified bookings out, sensitive cases held for your approval. Book a free 30-minute AI assessment — live in days, not months. See pricing.