Appointment scheduling

Appointments booked into the calendar you already run.

A booking is only real if it is in the system your team works from. Zenith books into that system, whether it is a shared Google or Microsoft calendar, a practice system or a field-service schedule, and does not call it booked until it has read the appointment back.

Start with appointment scheduling

Schedule · SaturdayBooked into your real calendarRead back, confirmed

5:00Tasting · Bright LabsPriya, events

6:00Table for 6 · LeeBallard

7:30Table for 4 · Chen, birthdayBallard

8:00Hold · party of 5, decidingHeld

Reminders by text the day before and two hours before

A booking

Held, written, read back, then confirmed.

Every booking follows the same four steps, so a time is never promised twice.

01
Find a time
Open times come from your calendar or system, filtered by the booking type's rules: length, provider, location, buffer.
02
Hold it
The time is held while the caller decides, and released if they do not. Holds expire on their own.
03
Write it
The appointment is created in your calendar or system with the person's details and the reason for the visit.
04
Read it back
Zenith reads the appointment back from your system. Only then does the customer get a confirmation.

Booking types

Booking types, set per business.

Each kind of appointment has its own rules. They are configured by picking options, and changed by your team as your schedule changes.

Where it books: A shared calendar, a person's calendar, a practice system or a field-service schedule.
Who it is with: A provider, a technician, a team or a room, with the skills or equipment the visit needs.
When it is allowed: Days, hours, lead time, how far ahead, and blocks you never want filled.
How long: A fixed length, or one that depends on the answers given (two units take longer than one).
Who qualifies: New or existing customers, a service area, a minimum job size.
Reminders: When and how: a text the day before, an email two days before, or both.

After the booking

Confirmations, reminders and changes, handled.

Confirmed

A confirmation on the channel the person used, with the time, place and anything they need to bring.

Reminded

Reminders on your schedule, with a reply to confirm, move or cancel.

Moved

A reply asking for another time is rebooked from open times and read back, and the old slot is released.

Cancelled

The slot is freed in your system, and if you choose, offered to someone waiting for an earlier time.

Where it books

Your system stays the schedule.

Business	Books into	Your team sees it
Dental practice	The practice system's appointment book	On the schedule, as any other appointment
Home services	Your field-service schedule, by technician and skill	On the dispatch board
Clinic or studio	Your booking system or a provider's calendar	On the provider's day
Distributor or manufacturer	The rep's Google or Microsoft calendar	As a calendar event with the account details

On its own, and where it stops

Zenith handles the routine. Your people handle the rest.

Zenith finds times, books, confirms, reminds and reschedules on its own. Deposits, cancellation fees and exceptions to your booking rules go to a person on your team.

Zenith answers, routes, books and handles routine questions on its own. Refunds, discounts, complaints, low reviews and campaigns wait for a person, and anyone on your team can take over a conversation at any time.

Your dataThe voice model carries the spoken conversation and nothing else. Your customer records stay in your own database, read only by your own agents.

Zenith’s agents About Ferrata Labs

Start here, keep the foundation

Start with appointment scheduling. Add the rest without starting over.

Start with one booking type, usually the one most often asked for by phone. The calendar or system connection it needs is the same one reminders, reactivation and caller context use, so adding the next booking type is configuration.

FAQ

Questions, answered plainly.

What is AI appointment scheduling?

AI appointment scheduling lets customers book by call, text or chat with an agent that finds a time, books it into the business's system and confirms it while your team gets on with the day. Zenith books into the calendar or system you already run.

Which calendars and systems can Zenith book into?

Google Calendar and Microsoft 365 calendars, practice systems such as Open Dental and Dentrix, and field-service schedules such as ServiceTitan. Connections are set up per company when its instance is configured.

How do you prevent double booking?

A time is held while the caller decides, the appointment is written to your system, and Zenith reads it back before confirming. If someone on your team took the slot in the meantime, the write fails and the caller is offered the next open time.

Can customers reschedule by text?

Yes. A reply to a reminder or confirmation asking to move is handled from open times, read back and confirmed, and the original slot is released.

Can Zenith take deposits for appointments?

No. Zenith does not process card payments. If a booking type needs a deposit, it is marked on the booking for your team to collect the way you do today.

What about appointments that need a person to decide?

Booking types can require a person's review, for example a long or high-value visit. Zenith gathers the details, holds a time if you allow it, and puts the request in front of the person your rules name.

Do reminders follow texting rules?

Yes. Reminders go only to people who have consented to that channel, only between 8am and 9pm their local time, and STOP ends texting at once.

Related in Zenith

From Ferrata Labs

Start with appointment scheduling, or talk it through first.

Thirty minutes with Ferrata Labs on how calls and messages reach you today. You leave with a view of where Zenith fits, and an honest answer if something else should come first.