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Use case · Appointment booking

Booked against real availability, reminded automatically

Calendar-integrated scheduling by voice or WhatsApp, with confirmation and a reminder sequence timed to actually reduce no-shows.

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Illustrative interface. Names, times and figures are sample data, not a performance claim. The screen shows an OptiML flow designer canvas for an appointment-booking flow: an inbound call or WhatsApp trigger, a node capturing the service requested, a live availability check against Google Calendar, a node offering real slots that respect duration, buffer and resource rules, and a confirmation node that starts a reminder sequence with a one-tap reschedule. Below the canvas, the slots returned for one day and the three-step reminder sequence are listed.

Real slots, not a callback promise

The agent reads your calendar before it offers a time, so the slot it offers is a slot you have.

  1. Step one

    Connect the calendar

    Connect Google Calendar or Microsoft 365 with OAuth.

  2. Step two

    Build the flow

    Build a flow that captures the service, checks live availability and offers real slots.

  3. Step three

    Confirm and write it back

    Confirm on the customer’s channel and write the booking into your system.

  4. Step four

    Remind, then reschedule

    Run a reminder sequence, with one-tap reschedule rather than a cancellation.

What the flow actually does

Booking is a workflow, not a form. These are the parts of the platform it runs on.

Triggers, including the calendar

Start a workflow from an inbound webhook, an email arriving, a calendar event, a schedule, a manual run, or a conversation event: lead created, call completed, conversation closed, escalation raised, CSAT submitted, budget threshold crossed. There are 50+ trigger types, each with its own filter conditions.

The visual canvas

A drag-and-drop designer with a node palette, a property inspector and a live execution panel. There are 100+ nodes covering logic, data, communication, chat and connectors, with if/else, switch, filter and parallel branches. A custom JavaScript node and an expression evaluator take over when the logic outgrows the palette.

Branch, loop, wait, approve

If/else and switch branching, filters, parallel execution, loops over collections, delays and waits, and human approval steps that pause a run until someone signs off. AI decision nodes let a model choose the branch when the rule is fuzzier than a condition.

The same agent on voice and on WhatsApp

An agent built once runs on voice and on every chat channel. The engine adapts the presentation without a second build or a second configuration. Quick-reply buttons on WhatsApp become spoken options on a phone call.

Reminders on the channel they answer on

Multi-step, audience-segmented journeys with send-time optimisation and journey-level A/B testing. Onboarding sequences, renewal nudges, win-back campaigns and post-purchase follow-up are orchestrated across whichever channel each customer actually responds on.

Reminders that respect the clock and the consent

Calling windows are enforced by the contact’s own timezone and local public holidays, not your office’s. Consent is captured and verified, and do-not-call enforcement runs across national, internal and client-supplied lists. The gate blocks the send rather than logging a warning after it.

What you need before you start

You need calendar access and your booking rules: durations, buffers and resources.

In practice

A dental group books and reschedules across voice and WhatsApp, sends reminders in the patient’s preferred language, and offers a reschedule link that avoids the empty chair.

You’ll need

  • Calendar access. Google Calendar or Microsoft 365, connected with OAuth.
  • Your booking rules. Durations, buffers and resources: the constraints that decide which slots are genuinely offerable.

We publish outcome figures only with the customer's written approval, so this slot stays empty until one is signed off. In the meantime the mechanism above is the honest version.

Customer story

A named customer story replaces this block once the quote and the figure are approved in writing. Until then the scenario above stays unnamed and generic, and no no-show figure appears on this page.

Talk to our team

The booking holds because the rules do

Timezone and holiday aware

Windows are enforced per contact, against that contact’s own IANA timezone and local public holidays, not the ones your office runs on.

20+ languages

Including 22 Indian languages through Bhashini, with mid-call language switching for the customer who moves between them.

100+ connectors

Connectors and custom actions, 68 CRM workflow nodes, 11 ITSM connectors and a universal adapter for the tool nobody else connects to.

99.9% monthly uptime

Contractual in the SLA with published service credits. Standard time to go-live is 6–11 weeks.

The capabilities behind it

Each of these is a product surface with its own page, not a bullet on this one.

Specification

Every figure on this page is a platform figure, not a customer outcome.

Appointment booking — specification
Triggers50+ — webhook, email, calendar, schedule, conversation event, manual
Control flowIf/else, switch, filter, parallel, loop, delay, human approval, AI decision
Nodes100+ across logic, data, communication, chat, CRM, ITSM, ERP and connectors
JourneysMulti-step, segmented, send-time optimised, A/B testable
ChannelsVoice, SMS and WhatsApp sends, with inbound reply handling
WindowsIANA timezone and public-holiday aware, per contact
RetriesExponential backoff, per-campaign attempt caps, holiday-aware
Languages20+, including 22 Indian languages
CRM syncSalesforce, HubSpot, Zoho, Pipedrive — idempotent

The platform underneath

Everything on this page is the OptiML CX Platform configured for Appointment booking, not a separate product. These are the modules it leans on.

Book a working session

See it handle one of your real conversations

Bring a call recording, a policy document or a WhatsApp thread from your own operation. We will ground an agent in it and run it live on the call, not a canned demo.

  • 30 minutes
  • A working agent grounded in your content
  • No slide deck unless you want one

Book a demo

30 minutes, on your own content. No slide deck unless you want one.

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