Appointments
Akol includes a full appointment scheduling system. Your AI agent can book, reschedule, and cancel appointments during phone calls — and you can manage everything from the dashboard.
How Appointments Work
When a caller wants to book an appointment, your AI agent:
- Checks your available time slots
- Offers open times to the caller
- Collects the caller’s name, phone number, and any notes
- Books the appointment and confirms the details
- Optionally sends a confirmation via SMS or email
All of this happens live during the phone call, with no manual work from you.
Where Appointments Come From
Appointments can be created from multiple sources:
| Source | Description |
|---|---|
| Voice AI | Booked by your AI agent during a phone call |
| Manual | Created by you or your team in the dashboard |
| Calendar Sync | Synced from an external calendar (Google Calendar, Outlook) |
| API | Created through the API by your own applications |
| Webhook | Created by an integration or automation |
Appointment Lifecycle
Every appointment follows this lifecycle:
| Status | Description |
|---|---|
| Scheduled | Appointment is booked and upcoming |
| Confirmed | Customer has confirmed they’ll attend |
| Completed | Appointment took place successfully |
| Cancelled | Appointment was cancelled (with reason tracked) |
| No Show | Customer didn’t show up |
| Rescheduled | Appointment was moved to a new time |
Scheduled → Confirmed → Completed
→ No Show
→ Cancelled
→ Rescheduled → Scheduled (new time)What You See in the Dashboard
Go to Dashboard > Appointments to view and manage all your appointments.
Stats Overview
At the top of the page:
- Total appointments
- Scheduled — Upcoming appointments
- Confirmed — Confirmed by customers
- Completed — Successfully held
- Cancelled and No Show counts
- Breakdown by service — Which services are most popular
- Breakdown by source — How appointments are being created
Appointment Views
- List view — All appointments in a sortable, filterable table
- Calendar view — See appointments on a calendar
Filters
Filter appointments by:
- Status (Scheduled, Confirmed, Completed, etc.)
- Date range
- Business
- Service type
Reminders
Akol can automatically remind customers about upcoming appointments through multiple channels:
| Channel | Description |
|---|---|
| SMS | Text message reminder to the customer’s phone |
| Email reminder with appointment details | |
| Voice Call | Automated reminder call from your AI agent |
| Push | Push notification (if using the mobile app) |
You configure how many minutes before the appointment to send each reminder.
Appointment reminders reduce no-shows significantly. We recommend setting up at least an SMS reminder 24 hours before and another 1 hour before.
Next Steps
- Setting Up Services — Configure what customers can book
- Managing Appointments — Handle day-to-day scheduling
- Calendar Sync — Connect your external calendar