Schedule

The Schedule function allows your Vida AI phone agents to book appointments and meetings, ensuring they align with your availability and avoid conflicts on your Google Calendar.

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Adding a Schedule Function

To add a scheduling action to your agent:

1. Log into your account and navigate to the agent editor.
2. Click the (+) button in the Functions section and select the “Schedule” function.

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Configuring the Schedule Function

Once added, you need to provide instructions to the agent on how and when to use the scheduling function. You will specify:

• Conditions: Describe under what conditions the agent should offer to schedule an appointment.
• Email Recipients: You can define additional emails (beyond the one associated with your account) that should receive the Calendar invitation event.
• Rules: Define any specific rules about when appointments can be scheduled.
• Where: Where will the meeting take place? Include a link to a video conference here, or even a real world destination.

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Example Instructions

Here is an example of how you might configure a scheduling action:

- **Condition**: When the caller requests a consultation.
- **Email Recipients**: test@apple.come, fest@fun.org
- **Rules**: Schedule appointments only on weekdays between 10 AM and 4 PM.
- **Where**: Use my google room: meet.google.com/example/example

- **Condition**: When the caller wants to book a follow-up meeting.
- **Email Recipients**: None.
- **Rules**: Check Google Calendar for conflicts before booking.
- **Where**: Use my zoom link: zoom.us/example/example

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Use Cases

Scheduling actions can be used in various scenarios:

• Consultations: Book consultation appointments, ensuring they do not conflict with existing calendar events.
• Follow-Up Meetings: Schedule follow-up meetings, taking into account your configured availability and calendar conflicts.
• Service Appointments: Book service appointments within specified time frames, ensuring efficient scheduling.

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Availability Configuration

The agent will take into account the Availability configured on your account. To configure availability, go to Settings -> Availability and set the days of the week and times during which booking is available.

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Enabling Google Calendar Integration

To enable Google Calendar integration for conflict checking, go to Settings -> Integrations and enable Google Calendar. This allows the agent to check for calendar conflicts before booking appointments.

Explore our functions to see how Vida can transform your business interactions!

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Webhooks

Vida can perform an HTTP POST request when a scheduled event occurs. This is available via our Zapier integration or by configuring your own webhook via our API.

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Paywall your schedule

Your Vida AI phone agent can require payment before performing other actions. This is especially useful when combined with the Schedule action to facilitate paid consultations. Check out the Request Payment function for more information.