Book Appointments by Chat, Around the Clock
The XICBOT booking assistant reads free slots from your calendar, books and reschedules appointments right in the conversation, sends confirmation and reminder and writes everything to the calendar in sync. This way it accepts appointment requests, even at night and on weekends, and relieves phone and reception. GDPR-compliant, hosting in Germany, with handover to a human at any time.
24/7
appointments on weekends too
in seconds
free slots shown and booked
40+
languages in the same assistant
GDPR
hosting in Germany
Appointment requests rarely reach a business exactly when someone is free to answer the phone. They come in the evening, on the weekend or in the middle of a busy shift when no one can pick up. Every unanswered request is a lost appointment and often a lost customer. The XICBOT booking assistant closes exactly this gap: it lives on your website, knows your opening hours and appointment types, reads availability from your calendar and books a free slot right away on request. Because it uses defined actions and qualifies requests like a lead assistant at the same time, a chat window becomes a reception that works around the clock. For practices, law firms and other appointment-driven businesses, the industry page shows what that looks like in concrete terms.
Show Free Slots, Book, Sync the Calendar
What the Booking Assistant Handles
A booking assistant is more than a booking field. It leads the conversation, clarifies follow-up questions, suggests suitable times and completes the booking through to confirmation. The following six capabilities form the core. Each can be configured individually for your business, from the bookable appointment types and buffer times to the rules that decide which slots are offered at all.
Shows Free Slots
The assistant reads availability from your calendar and only offers times that are actually bookable. It automatically takes opening hours, breaks and buffer times into account.
Books and Reschedules
On request it books the chosen slot immediately, reschedules existing appointments or cancels them. Every change ends with a clear confirmation so no uncertainty remains.
Sends the Confirmation Instantly
After the booking, a confirmation goes out immediately, with date, time and the key details. This creates commitment without anyone having to write an email by hand.
Reminds Before the Appointment
Before the appointment, the assistant sends a reminder. Timely reminders tend to reduce the number of no-shows (project experience) and make your scheduling more reliable.
Syncs the Calendar
Booked appointments land in your calendar immediately, rescheduled ones are updated. Because the assistant always reads current availability, no double bookings arise across multiple channels.
Relieves Phone and Reception
Standard appointment requests run through the chat, around the clock and with no waiting. Your team is freed from routine calls and has more time for the matters that truly need a human.
Try XICBOT live
This is not a video or a recording — you are chatting with a real assistant trained on XICBOT. Ask a question or click an example to start.
This demo processes your input to reply — also via a provider outside the EU (standard contractual clauses). Please do not enter sensitive data. Click “Understood” to start the chat. Privacy
Reading and Acting — What Happens Behind the Scenes
For the assistant to book appointments, it first reads: the availability in the calendar, your opening and consultation hours, the possible appointment types with their respective durations and rules such as lead time or buffers between two appointments. On this basis it answers the typical questions — “When do you still have free time this week?”, “Is Saturday morning possible?” — with real, bookable times instead of vague promises. All answers are bound to your own data, not guessed into the blue.
Reading turns into acting. Via defined actions the assistant books the chosen slot, reschedules an existing appointment, offers a callback where needed, pre-fills a contact form or hands the request over to your inbox or CRM in a structured way. For sensitive or unclear matters it automatically escalates to a human, with full conversation context. This way the booking assistant works hand in hand with the lead assistant: anyone not yet ready for a concrete appointment is qualified and noted for a callback instead of being lost.
Always the Real, Current Calendar
The assistant does not work with an outdated copy but reads availability in real time. As soon as an appointment is booked, the calendar is synced and the slot is taken everywhere. This prevents double bookings, even when appointments come in simultaneously by phone, email or across several locations. And when a request exceeds the limits of booking, the assistant passes it on to a human.
- Free slots in real time from the calendar
- Booked appointment synced immediately, a slot given out only once
- Handover to a human possible at any time
Confirmation and Reminder Without Manual Work
What many businesses still do by hand, the assistant handles automatically: it writes the appointment in, sends a confirmation and gets in touch before the appointment with a reminder. This creates commitment and tends to reduce the number of missed appointments (project experience). Your team has nothing to follow up and is freed from the same routine tasks over and over.
- Confirmation right after the booking
- Reminder in good time before the appointment
- Callback offered where needed, or handed to reception
Appointment Booking in Your Industry
Appointment requests look different depending on the business, but the pattern is the same everywhere: check availability, book, confirm, remind. In practices and health businesses the assistant accepts appointment requests, states consultation hours and explains which documents to bring — without medical advice, since it passes medical questions on to the team. Service providers and trades businesses let consultation, survey or service appointments be booked and offer a callback for emergencies. Car dealerships coordinate test drives and workshop appointments, law firms initial consultations and estate agents viewings. In hospitality the same assistant handles table reservations and event enquiries. In every case it speaks the visitor's language and works even when your business is closed.
- Show free slots from the calendar, matched to appointment type and duration
- Book, reschedule or cancel an appointment, each with a clear confirmation
- Send the confirmation by email immediately after the booking
- Send a reminder in good time before the appointment to reduce no-shows
- Sync the calendar and prevent double bookings across all channels
- Offer a callback when no suitable slot is free
- Capture contact details cleanly and hand them to inbox or CRM in a structured way
- Automatically escalate sensitive matters to a human
Fewer Missed Appointments, More Reliable Planning
How We Set Up Your Booking Assistant
The path from the first idea to a booked appointment in the calendar is manageable. We take the setup off your hands and align every step with you so the assistant fits your workflows exactly.
Capture Calendar and Rules
In the free initial consultation we clarify your appointment types, consultation and opening hours, buffer times and the rules on which slots should be bookable. This way the assistant later knows exactly which times it may offer and which it may not.
Pro package · net plus VAT
- Pro: operation from 149 € per month net, setup from 2,900 € net
- Appointment booking, confirmation and reminder included
- Calendar sync and handover to a human
- Free initial consultation and demo with a test assistant
The booking assistant is part of the Pro package: a one-off setup from 2,900 € net (individual training, calendar connection and integration) plus operation from 149 € per month net (hosting in Germany, care, updates, GDPR). Included are appointment booking, confirmation and reminder, lead features and conversation analytics. If your workflow needs custom rules or several calendars, it becomes an individual package. Every project begins with a free initial consultation and a free demo with a test assistant for your website.
With and Without a Booking Assistant Compared
The difference shows less in individual features than in everyday practice. Without an assistant, every appointment request depends on someone having the time to pick up the phone or answer an email. With an assistant, the work shifts to where it belongs: routine runs automatically, and your team looks after the cases that truly need attention. The following comparison summarises the key points plainly.
| Aspect | Without a booking assistant | With the XICBOT booking assistant |
|---|---|---|
| Availability for appointments | only during consultation hours by phone | around the clock via the chat |
| Finding free slots | back and forth by phone or email | free slots visible in the chat instantly |
| Double bookings | possible when several channels converge | calendar synced, a slot given out only once |
| Confirmation and reminder | by hand, easily forgotten | automatic, lowers no-shows |
| Phone and reception | tied up by appointment requests | noticeably relieved of routine calls |
| Languages | dependent on available staff | over 40 languages in the same assistant |