Appointment booking

Connect a PepoSmart scheduling calendar and the agent offers real openings and books meetings without the visitor leaving the chat. Slots are shown in the visitor's own time; the booking is made in the host's, so nobody does timezone math.

Connect your calendar

1. Create an API key in PepoSmart

   In your PepoSmart account, create an API key for PepoChat.

2. Open Appointments in PepoChat

   Paste the key and save. Your meeting types load from PepoSmart.

3. Choose what the agent may offer

   For each meeting type, switch it on and write a short when to offer this note, for example "Product demos for teams evaluating the Growth plan". The agent uses these notes to pick the right type. Up to 12 meeting types can be enabled.

4. Add scheduling instructions (optional)

   Up to 2,000 characters of extra guidance for the agent, for example "Only offer demos to prospects, not existing customers".

How a booking happens in the chat

1. The visitor asks for a call, a demo or an appointment.
2. The agent checks availability for the matching meeting type over the next days (up to 14) and offers a handful of slots in the visitor's local time.
3. If the meeting type has several locations, or the host calls the visitor, the agent asks for the visitor's preference or phone number first.
4. The visitor picks a slot. If they have verified their email, the booking uses that name and email; otherwise the agent asks for both.
5. PepoSmart re-validates the slot, assigns a host (round-robin is supported), creates the meeting link, and sends confirmation emails and reminders. The agent confirms the time in the visitor's timezone and repeats the meeting link.

If a slot was taken in the meantime, the agent offers alternatives. If booking is not configured, the agent says it cannot book and offers a person instead.

Prefer to pick a time yourself

When the agent shows openings it can also show a Find a time button that opens PepoSmart's booking page inside the widget, for visitors who would rather browse a calendar.

Good to know

• Paid event types are never offered by the agent.
• Hosts are named only when a meeting type has a single host; collective meetings are described as "the full team joins".
• Booking works on every plan.

Next steps