Appointment Scheduler
Meetings booked without back-and-forth emails.
Appointment Scheduler
Productivity & Projects
- RuleDone:
A request comes in from the booking form or an email.
- RuleDone:
It works out what was asked and the requester's time zone.
- RuleDone:
It finds free slots within your working hours and buffers.
- RuleDone:
It emails the slot offer with secure booking links.
- RuleWaiting for approval:Waiting for you
The requester clicks a slot; it re-checks and books.
- RuleNot started:
Invite, reminders and reschedule/cancel links go out.
For example: A design agency in Pune gets a request from a client in New York.
Waiting for you. Nothing has changed yet.
Standard. Low-risk, reversible changes. Every action is logged.
What is Appointment Scheduler?
In shortAppointment Scheduler is an AI automation for Productivity & Projects teams that works with Gmail, Google Calendar, Outlook and Outlook Calendar. Turns a meeting request into a confirmed calendar event with invite and reminders, in the right time zone, and never double-books. It is built for business owners, consultants, front-desk staff and small B2B sales teams.
Last reviewed
Key facts
- Department
- Productivity & Projects
- Starts when
- Someone fills in the booking form, or emails asking for a meeting
- Works with
- Gmail, Google Calendar, Outlook, Outlook Calendar
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Standard
- Status
- Available now
The problem today
Agreeing a time takes 3–6 emails per meeting. Time-zone mistakes and forgotten buffers are common, and with no reminders 15–25% of people do not show up. Today: 10–20 minutes per meeting by hand.
What it does
It reads the request, finds free times in your hosts' calendars and offers the best slots in the requester's time zone. The requester clicks a signed link to book. It re-checks the slot, creates the event with a video link and sends the confirmation and reminders. It also handles reschedules, cancellations and changes the host makes in the calendar.
How does Appointment Scheduler work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A request comes in from the booking form or an email.
- Step 2Rule
It works out what was asked and the requester's time zone.
- Step 3Rule
It finds free slots within your working hours and buffers.
- Step 4Rule
It emails the slot offer with secure booking links.
- Step 5Rule
The requester clicks a slot; it re-checks and books.
- Step 6Rule
Invite, reminders and reschedule/cancel links go out.
What you get
Key features- Reads busy times only, never other event details
- Meeting types with their own length, buffers and video link (Meet or Teams)
- Round robin or specific host assignment
- Time-zone handling, including daylight saving edges
- Built-in India and US public holidays, plus your own
- Reminders (default 24 h and 1 h before)
- Reschedule and cancel links
How much does it do on its own?
Run modesPick a mode to see what Appointment Scheduler would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Appointment Scheduler in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A request comes in from the booking form or an email.
Watches for it
- Rule
It works out what was asked and the requester's time zone.
Runs on real data, read only
- Rule
It finds free slots within your working hours and buffers.
Runs on real data, read only
- Rule
It emails the slot offer with secure booking links.
Runs on real data, read only
- Rule
The requester clicks a slot; it re-checks and books.
Shown to you as a suggestion
- Rule
Invite, reminders and reschedule/cancel links go out.
Shown to you as a suggestion
Shadow vs Auto for Appointment Scheduler
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1A request comes in from the booking form or an email. | Watches for it | Runs on its own within your limits |
| Step 2It works out what was asked and the requester's time zone. | Runs on real data, read only | Runs on its own within your limits |
| Step 3It finds free slots within your working hours and buffers. | Runs on real data, read only | Runs on its own within your limits |
| Step 4It emails the slot offer with secure booking links. | Runs on real data, read only | Runs on its own within your limits |
| Step 5The requester clicks a slot; it re-checks and books. | Shown to you as a suggestion | Runs on its own within your limits |
| Step 6Invite, reminders and reschedule/cancel links go out. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | Never books without a slot click from the requester. | |
What it will never do on its own
Safety & human control- Never books without a slot click from the requester.
- Never books outside working hours or inside buffers.
- Only invites the requester, the host and people you list.
- Out-of-policy asks (weekends, on-site, over 2 hours) go to the host as a task.
- In Draft mode, the host approves each offer and booking.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Booking completion rate (target ≥ 60% of requests that get offers)
A goal it is built to reach
- Tracked
Median time from request to booked
Measured on your own data
- Tracked
No-show rate, with vs without reminders
Measured on your own data
- Estimate
Hours saved (bookings × minutes per booking, default 12)
Worked out from your own volumes
- Target
Double-bookings: target 0
A goal it is built to reach
- Target
Slot offer sent within 2 minutes (p95 target)
A goal it is built to reach
A design agency in Pune gets a request from a client in New York. It offers three slots shown in New York time, inside the account manager's working hours. The client clicks one, and both get the invite with a Meet link and reminders.
Who is Appointment Scheduler for?
- Business owners
- Consultants
- Front-desk staff
- Small B2B sales teams
Industries: Professional services, Agencies, SaaS & tech, Real estate, Education & training, Home & field services
Also useful for: Sales & CRM, Customer Support & Success
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail
- Google Calendar
- Outlook
- Outlook Calendar
Better together
Automations that hand work to Appointment Scheduler, or pick up where it stops.
What do you need to set it up?
Setup- Connect each host's calendar and the sending mailbox
- Choose Google or Outlook
- Set meeting types, working hours and holidays
- Set notice time, how far ahead people can book, and daily limits
- Pick how hosts are assigned
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Clinical appointments with patient health data
- Payments or deposits for bookings
- Group events, webinars and room booking
Questions about Appointment Scheduler
FAQSee Appointment Scheduler on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.