How to Set Up an AI Chatbot for Multi-Calendar Booking

Introduction

Setting up an AI chatbot to handle multi-calendar bookings can significantly streamline your scheduling process, especially if you operate a two-step sales process or offer various services. In this article, we'll cover how to configure your chatbot to manage bookings across multiple calendars within your HighLevel account.

Step 1: Gather Calendar IDs

Before you dive into setting up the chatbot, you'll need to collect the calendar IDs for each of your calendars in HighLevel. This is done by navigating to the Settings and then Calendars section in your HighLevel dashboard. Under each calendar’s name, you'll see the corresponding Calendar ID. These IDs will be vital for directing the bookings appropriately.

Step 2: Update the Automation

Once you have your calendar IDs, the next step is to update your automation workflow to accommodate multi-calendar bookings. Go to the Automations section and load the snapshot that contains your current automation.

1. Find the workflow named Send Message to AI. In this workflow, you will assign the relevant calendar IDs to the appropriate contacts.
2. Look for the Update Fields step where you can add a custom value for the calendar ID. This allows the AI to check for available times based on the calendar the AI should be scheduling for.

Conditional Logic

To differentiate between appointments (e.g., demo call, sales call, discovery call, etc.), you need to set up conditional logic:

1. Add If/Else Branches:

   • Create conditions that determine which calendar to book based on existing tags or fields.
   • For a two-step close (e.g., a discovery call followed by a sales call), you could look for a specific tag that indicates whether the contact has already had the discovery call.
   • If they have the Discovery tag, direct them to the Sales Call Calendar. If not, send them to the Discovery Call Calendar.

2. Updating Calendar IDs:

   • In your branches, update the calendar IDs using the IDs you gathered in the first step. This ensures that each path directs to the correct calendar for bookings.

Handling Different Services

If you provide different products or services, such as software demos and freelance agency services, you can employ a similar logic. However, since you may not want to tag based on calendar bookings outright, you can use AI capabilities to assess user interest.

1. Train Your AI:

   • Utilize AI goals to gauge user interest in your services. Incorporate a tagging system that allows the AI to determine what service the user is interested in.
   • Ensure your prompts encourage the AI to ask which service the user is looking for, thus allowing the AI to correctly categorize the request.

2. Modify Your Prompts:

   • Customize the text prompts for each appointment type to enhance user engagement and clarity.

Conclusion

Your AI chatbot can effectively manage multiple calendar appointments through a structured setup involving calendar IDs, automation workflows, conditional logic, and AI capabilities. By following the steps highlighted in this article, you will be well-equipped to streamline your scheduling needs and improve client interactions.

Keyword

AI Chatbot, Multi-Calendar Booking, Calendar ID, HighLevel, Automation, Conditional Logic, Tagging System, Two-Step Sales Process, Discovery Call, Sales Call, Demo Call, Service Call.

FAQ

Q1: How do I find my calendar IDs in HighLevel?
A1: Navigate to the Settings section and then to Calendars. The Calendar IDs will be displayed beneath the names of your calendars.

Q2: Can I use the same chatbot for different clients?
A2: Yes! As the customization occurs on the location side, you can utilize the same bot and webhook across multiple clients.

Q3: What if I need different prompts for different booking scenarios?
A3: You can modify your prompts within the automation workflow to cater to different booking types.

Q4: How can I tell which path the user should go down?
A4: You can set conditions in your automation based on tags or custom fields to direct users to the appropriate booking path.