AI appointment scheduling during the call
Kalyvox reads your real availability, offers open slots and writes the appointment to your calendar before the caller hangs up.
Start 7-day free trial- Google Calendar
- Microsoft Outlook
- Booking link by SMS or email
One appointment booked during the call beats ten promised callbacks
In most businesses that take inbound calls, value isn't created when the phone rings — it's created when a date goes on the calendar. Until a slot is fixed, the request is only an intention: the caller compares options, calls a competitor, or simply forgets to call back. The pattern we see across calls handled by Kalyvox is consistent: requests turned into an appointment during the call convert far more often than those deferred with "I'll call you back to agree on a time".
Kalyvox's calendar integration removes that gap. The AI phone assistant reads your real availability at call time, offers two or three slots that match your rules, confirms verbally with the caller, then writes the event into Google Calendar or Microsoft Outlook. If you'd rather not connect a calendar, the assistant falls back to sharing a booking link — sent by text when the number is a mobile, by email otherwise.
Why manual appointment taking costs you money
An appointment that isn't booked during the call is an appointment that usually never happens.
How it works
Connect your calendar
Google Calendar or Microsoft Outlook, in one authorization from your settings. Nothing to install.
Set your rules
Appointment duration, allowed windows, minimum lead time, and the reasons you accept.
The assistant books
During the call it offers two or three open slots, confirms and creates the event.
What you need before you start
- A Google Workspace / Gmail or Microsoft 365 account, with permission to authorize a third-party app.
- The calendar the appointments should land in (main calendar or a dedicated one).
- Your opening hours and the typical duration of an appointment.
- For link sharing: your existing booking link (Calendly or equivalent).
Typical setup time: about 5 minutes, under Settings → Appointments in your dashboard.
How each trade uses it
Booking rules differ from one trade to the next. Here are four common setups.
Plumbing and emergency repair
Two slot types: same-day emergency work and quote visits. The assistant qualifies urgency first, then only offers quote slots inside your defined travel windows.
See this industry pageDental practices
Different durations per reason (check-up, emergency, first visit) plus a minimum lead time before the first slot offered, so the file can be prepared.
See this industry pageGarages and body shops
Booking a vehicle drop-off slot, with the reason and model logged in the event so the bay and parts can be prepared.
See this industry pageLaw and accounting firms
A qualification meeting scheduled automatically, with a summary of the matter discussed on the phone in the event description.
See this industry pageAvailability by plan
Solo
Included
Pro
Included
Business
Included
Appointment booking and calendar sync are included in every plan, starting with Solo.
See pricingLimits and best practices
Being upfront: here's what the calendar integration does not do, and how to avoid surprises.
It doesn't reshuffle your schedule
The assistant books into open slots; it never moves an existing appointment and never overbooks a taken one.
An up-to-date calendar is still required
Unavailability written on paper or kept in another tool is invisible. Block time off and jobs directly in the connected calendar.
One booking mode at a time
Google Calendar, Outlook or link sharing: modes are mutually exclusive so you never end up with two conflicting sources of truth.
Keep a buffer
A one- to two-hour minimum lead time prevents appointments landing fifteen minutes before you arrive.
Data and security
Scoped authorization
Kalyvox only requests availability reading and event creation on the calendar you designate.
Immediate revocation
Disconnect from your Kalyvox settings, or from your Google / Microsoft account. Access stops right away.
European hosting
Call and appointment data is hosted in the European Union, in line with GDPR.
What gets written to your calendar
Every event the assistant creates carries what you need to prepare the appointment without calling the customer back.
- Date and time
- Slot chosen by the caller among your real openings, with the duration set in your rules.
- Appointment reason
- Intent detected during the conversation (quote, repair, first consultation, follow-up…).
- Caller details
- Name, callback number and, when given, the email or the service address.
- Call summary
- Auto-written digest added to the event description.
- Link to the call
- Deep link to the Kalyvox call record to read the full transcript.
What it changes day to day
No calendar connected? Use the booking link
Kalyvox detects whether the number is a mobile and texts your booking link. Otherwise it asks for an email address and sends it there.
Clinics and practices
Consultation requests are qualified then placed on the right slot type, without tying up the front desk.
Trades and on-site visits
Site visits are scheduled according to your service area and travel windows.