Home AI Features and Tools How to Enable AI Scheduling

How to Enable AI Scheduling

Last updated on Jan 21, 2025

The AI scheduling feature integrates with your calendar system to streamline appointment management. However, enabling this feature depends on your workflow preferences and setup requirements. Below is a step-by-step guide on how to enable and use this functionality.

Key Considerations Before Enabling AI Scheduling

Before activating AI scheduling, it's important to consider the following options and potential conflicts:

  • Alternative Options:

    • If you prefer a simpler scheduling process, the AI can send an SMS message with a link to a calendar for manual scheduling. This avoids potential conflicts with pre-existing scheduling links in other sections of your system.

    • If this method is sufficient for your needs, enabling full AI scheduling may not be necessary.

  • Avoiding Conflicts:

    • Enabling AI scheduling while using SMS-based calendar links may result in conflicts. Review your current workflow to ensure compatibility before enabling this feature.

How to Enable AI Scheduling

Follow these steps to enable the AI scheduling feature:

  1. Navigate to the Organization menu and open the client settings.

  2. Click the AI tab and go to the "Scheduling" section.

  3. Check the Enabled checkbox.

  4. Click Save to apply the changes.

How to Use AI Scheduling

  • Currently, calendars are available only within the Hostess Suite platform and can be used exclusively for booking meeting rooms.

  • This feature can be enabled on-demand, allowing you to book meeting rooms over the phone. For setup, please contact our tech support team to integrate this feature into your HostedSuite account.

Integration with Google Calendar (Beta)

  • Beta Integration: A beta version of the Google Calendar integration is available for testing. To enable it, follow the steps below (admin privileges are required):

    1. Go to the Settings menu and click Integrations.

    2. Click the New Integration button.

    3. Enter the integration name, select a center, and enter your admin email address.

    4. Click Save, which will open the Google authorization page.

    5. Authorize the integration by linking your Google account.

  • Limitations:

    • Calendar sync is limited to meeting rooms only.

    • Does not extend to forms or general scheduling tasks.

    • Additional features may be developed upon request from paying customers.

Advantages of AI Scheduling

The AI scheduling feature offers several benefits:

  • Direct Calendar Access: The AI can seamlessly view and book appointments, reducing manual effort.

  • Streamlined Workflow: Eliminates the need for manual scheduling links, improving efficiency.

  • Customizable Features: Future updates can be tailored based on user demand, offering more flexibility.

By following the steps outlined above, you can enable AI scheduling and optimize appointment management for your business. For further assistance, please contact our support team.