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Add-on · Appointments

Appointments from the chat, in your Google Calendar

Visitors pick a day and time without leaving the chat or WhatsApp, and the appointment lands in the assistant's Google Calendar with them as a guest. You set the hours; Xerra only looks at when you're busy.

Optional add-on, per organisation. Included during the demo.

Join the demoSee how it works

For your visitors

Booking, without leaving the chat

No separate forms or booking pages: it all happens inside the conversation, on your website or on WhatsApp.

  1. Invitation card in the chat of a sample dental clinic, with the dentist's photo, the message and the next free days.

    01An invitation, if you want one

    After a few seconds, on the pages you choose and only once per visitor, a card appears with the photo of whoever they'll see. There's also a button at the start of the chat, such as “Book a call”.

  2. Booking card in the chat showing the free times on Friday 23 October, morning and afternoon.

    02They pick a day and time

    Only the calendar's free times show up, in the business's time zone and, if the visitor is elsewhere, in theirs too.

  3. Booking form in the chat for Friday 23 October at 9:30, with name, email, phone and reason for the visit.

    03They add their details

    Name and email and, if you want, phone and reason for the visit.

  4. Appointment confirmation in the chat, with the day, time, address and an add-to-calendar button.

    04Appointment confirmed

    Google sends them the invitation, and “Add to calendar” saves it to theirs.

Screenshots of the chat with sample data from Clínica Dental Sol, a made-up business. The chat is shown in the visitor's language.

The invitation and the start button
If you turn it on, after the seconds you choose, on the pages you want and only once per visitor, a card appears with the photo, name and role of whoever they'll see. The start of the chat can have a button such as “Book a call”, and the assistant also offers to book when someone asks for an appointment.
No mix-ups with the time
Times show in the business's time zone, with the city next to them (“Barcelona time”). If the visitor is in another time zone, the card tells them what time that is for them, and the Google invitation reaches them in their own time.
“Add to calendar”
On the confirmation, visitors save the appointment with one tap to Google Calendar, Outlook or Apple Calendar (.ics).
Changes and cancellations
Visitors change or cancel it from the Google invitation, like any other. If it's cancelled or you delete it from the calendar, Xerra notices on its own, marks it in the conversation and offers that time again.
No double bookings
Each time can only be booked by one person. Right before confirming, Xerra checks the calendar again.

On the platform

How to set it up

It's ready in a few minutes, from the Xerra platform. Each assistant has its own calendar, hours and appointments.

  1. Turn on the add-on

    In Integrations, on the Google Calendar card. During the demo it's included: it says “Included” and you can connect an assistant straight away.

    The Google Calendar add-on card in Integrations, marked as included, with what it does and the button to connect an assistant.

  2. Connect the assistant's Google Calendar

    On the assistant's Google Calendar page, “Connect Google Calendar” takes you to Google, which asks for your permission for Xerra on its usual screen. Back in Xerra, you choose the calendar used for busy times and the calendar where appointments are created, and switch on “Offer appointments to visitors”.

    The Google Calendar page of a connected assistant: the account, the calendar for busy times, the calendar for appointments and the switch to offer appointments to visitors.

  3. Set up the appointments

    In “Set up appointments” you decide what can be booked and how. The preview next to it changes as you type.

    The 30-minute “First visit” appointment type and the weekly hours with two ranges per day.
    The appointment type and the hoursThe title and length, and the hours for each day of the week, with as many time ranges as you need (morning and afternoon, for example).
    The options for the buffer between appointments, minimum notice and days ahead.
    Buffers and noticeThe buffer between appointments, the minimum notice (nobody books for an hour from now unless you want them to) and how many days ahead people can book.
    The location options (Google Meet, by phone or in person with the address) and who attends, with the photo, name, role and message.
    Where it happens and who attendsOn Google Meet (the link goes in the invitation), by phone (you call the number the visitor leaves) or in person, with the address. Who attends, with a photo, name and role, and the message visitors read on the invitation.
    The proactive invitation options and, next to them, the preview of the card on the website with the button to try it.
    The proactive invitation and “Try it”After how many seconds the card appears, on which pages, only once per visitor and whether it shows on mobile. “Try it” opens your website with the invitation so you can make a test booking: it's created in the calendar with “[Prova]” in the title.

  4. Appointments in Conversations

    Every conversation with a booking carries the “Appointment booked” label, and the “With appointment” filter shows them all. The conversation's detail has the day, time, the visitor's details and a link to open it in Google Calendar.

    The conversation history filtered to those with an appointment, each marked as booked.
    A conversation's detail with the appointment block: day, time, visitor and the link to Google Calendar.

Screenshots of the platform (in Catalan) with sample data. The Google connection is a test one.

Privacy and security

From your calendar, only what's needed

Only busy or free
Xerra looks at when you're busy, not at what's in your events: no titles, descriptions or guests. It only reads back the appointments it creates itself.
The permission, encrypted
Google's access token is stored encrypted, in the European Union, and never appears in any response or log.
Disconnect whenever you want
With “Disconnect” in Xerra, or at myaccount.google.com/permissions. Appointments already created stay in your calendar.
Limited Use
Google data is only used for appointments: it isn't sold, used for advertising or used to train AI models, in line with Google's Limited Use requirements.

The Google section of the privacy policy

Questions about appointments

Do I need a Google Workspace account?

No. It works with a regular Google account, like a Gmail one, and with a Google Workspace one. Your diary just needs to be in Google Calendar.

Can several people take appointments?

For now, each assistant connects a single calendar, where appointments are created. If your team shares a calendar, you can use that one; if everyone has their own, you can have one assistant per person.

What if I delete the appointment in Google Calendar?

It's cancelled: Xerra notices when it checks the calendar again, marks it in the conversation and offers that time again. As with any invitation, Google may let the visitor know.

Does booking use up credit?

No. Picking the day and time and adding the details happens on the booking card, without AI. Only the assistant's replies are charged, as always.

Does it work on WhatsApp?

Yes. If the assistant answers on WhatsApp, it offers booking there with list buttons, and the appointment lands in the same Google Calendar.

What about time zones?

You set the hours in the business's time zone. Times show with the city next to them, visitors in another time zone see what time that is for them, and the Google invitation reaches them in their own time.

Want to try it on your website?

We're opening it in small groups. During the demo you pay nothing.

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