How to Book Appointments in Google Calendar with Phonely’s Voice AI
Phonely’s Google Calendar template takes down appointment requests over the phone and schedules appointments in Google Calendar automatically.
How this template works
Phonely’s Google Calendar integration allows businesses to handle appointment scheduling automatically, giving customers the ability to book 24/7 without waiting on hold. To do this, Phonely’s AI answers calls instantly, speaks in a natural, humanlike voice, and adapts to any language or accent, ensuring your customers have an amazing phone scheduling experience every time.
By eliminating the need for a full-time receptionist, businesses reduce labor costs by over 70% while ensuring that every appointment is scheduled accurately and without delays. Plus, Phonely is completely free for up to 200 minutes per month including a dedicated phone number making it easy to get started without any upfront investment.
Continue reading to learn how this template works and how you can customize Phonely to fit the unique needs of your business.
Step by Step breakdown
Answering Calls Instantly – The AI answers the phone immediately and greets the customer. It asks if they’d like to book an appointment or need assistance with something else.
Gathering Essential Details – It collects the caller’s name, phone number, and email for the appointment record and confirmation.
Selecting the Service and Stylist – The AI asks what service the customer needs, such as a haircut, coloring, or styling, andwhether they have a preferred stylist or want the earliest available appointment.
Connecting to the Calendar – It checks Google Calendar in real-time and offers open time slots based on availability. If the preferred time is unavailable, it suggests the next closest option.
Confirming the Appointment – Once a time is selected, the AI confirms the details and asks if the customer has any special requests, such as extra time for a consultation or a specific style preference.
ending Confirmation and Ending the Call – Before ending the call, the AI reviews the appointment details and sends a confirmation via text and email, including a reminder before the appointment.
How to customize Phonely for your business
Every business has unique needs, and Phonely is built to adapt. The goal is to fully automate your phone receptionist system, ensuring that AI can handle calls just as effectively as your team would if not better.
By integrating directly with scheduling tools, knowledge bases, CRMs, and messaging systems, Phonely can answer customer questions, book appointments, send follow-ups, and even transfer calls to the right person without missing a step. Whether your business needs AI to handle complex inquiries, process transactions, or manage high call volumes, customization ensures that every conversation is efficient, natural, and tailored to your business. Keep reading to learn how to customize Phonely.
STEP 1
Create an account and customize your business
Setting up Phonely takes just a few minutes. After signing up, you’ll be guided through a simple onboarding process where you choose a voice for your AI agent and receive a dedicated phone number for your business. Once you have your Phonely number, you can easily forward your existing business number to it, allowing AI to start handling calls immediately.
During setup, you’ll go through a few key steps to customize your AI, including selecting call handling preferences and linking any essential tools. Once configured, your AI agent is ready to take calls, answer customer inquiries, and follow your business workflows no technical expertise required.
Connect your business knowledge
Phonely ensures your AI agent has all the information it needs to handle calls just like a human receptionist. You can import your entire website, allowing the AI to pull details about your services, pricing, and FAQs instantly. If you have a knowledge base or internal documentation, Phonely can integrate with that too, giving your AI access to specific policies, processes, and answers tailored to your business.
STEP 3
Add call floes to your agent
Phonely gives you complete control over how your AI agent handles calls by allowing you to build custom call flows. A call flow is a series of AI prompt blocks, question blocks, and real-time or post-call integrations that guide your AI through different interactions. Whether you need the AI to gather customer information, ask follow-up questions, transfer calls, or trigger an action like sending an email or updating a CRM, you can design the perfect workflow.
You can create call flows from scratch, import them from a template, or even have AI generate them for you using a recording or an existing call script. This flexibility ensures your AI agent adapts to your business needs while providing a structured and efficient experience for every caller.
STEP 4
View and analyze your AI Calls
Phonely provides powerful insights into every call, allowing you to track performance, refine call flows, and optimize customer interactions. You can access AI-generated summaries, full call recordings, and transcripts to quickly review conversations. Advanced analytics let you dive deeper into call sentiment, outcomes, and key topics, giving you a clear picture of how your AI agent is handling inquiries.
Beyond reviewing past calls, Phonely helps you improve performance over time. You can see where callers are hanging up or getting stuck, test different approaches with A/B testing, and fine-tune your call flows based on real data. With these insights, you can continuously enhance your AI agent’s effectiveness and ensure every call delivers the best experience possible.
Looking for enterprise features?
If your business handles over 2,000 calls per month, you may qualify for Phonely’s Enterprise Plan, which includes advanced features designed for high-volume operations. Additionally, if you need priority support, white-glove monitoring, AI buildout and integrations, custom features, or additional data controls, our enterprise solutions provide the flexibility and security you require.
Some key enterprise features include:
Dedicated Infrastructure & Provisioned Capacity – Scale effortlessly with high availability and 99.999% uptime.
Advanced Security & Compliance – SOC2 Type II, HIPAA, and PCI DSS compliance for full data protection.
Custom AI Development – Work directly with our team to build AI agents tailored to your business workflows.
Priority Support & White-Glove Service – Get hands-on assistance with onboarding, monitoring, and ongoing optimizations.
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