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How To Manage Appointments Using Tekmatix Conversation AI: Cancel, Reschedule, or Book with Ease
How To Manage Appointments Using Tekmatix Conversation AI: Cancel, Reschedule, or Book with Ease
Why This Feature Matters
Keeping up with appointment changes manually can be time-consuming and prone to error. Tekmatix now simplifies this with smart appointment handling inside Conversation AI. Whether your customers want to book, reschedule, or cancel appointments, the AI now intelligently guides them through the process—ensuring less manual work for your team and a smoother experience for your contacts.
✅ Available under Labs: You can turn this feature on under your Labs section in Tekmatix.
What’s New?
The new Enhanced Appointment Logic allows Tekmatix Conversation AI to:
Detect if a contact already has an upcoming appointment.
Offer the right path: Book, Cancel, or Reschedule.
Handle bulk appointment changes.
Prompt the user when rescheduling might be better than canceling.
Display appointment details (date, day, time) in the user’s timezone.
Key Use Case Example
Let’s say a contact messages your bot:
User says: “I want to cancel my appointment.”
AI replies:
"You have these upcoming appointments. Which one would you like to cancel?"
After selection, "Can you tell me why?"
If the reason is a time conflict, the AI nudges:
“Would you like to reschedule instead of canceling?”
✅ Result:
The appointment is either cancelled or seamlessly rescheduled.
No manual intervention required from your team!
How the AI Appointment Flows Work
🔁 1. Booking a New Appointment
The AI checks if the user has any future appointments.
If one exists, it prompts:
“You already have an appointment. Do you want to book another one or reschedule your existing one?”The user selects the appropriate option and the AI continues.
🔄 2. Rescheduling an Appointment
Triggered when a contact says “I want to reschedule.”
AI retrieves all upcoming appointments, shows up to 5 at a time.
User selects which appointment to reschedule.
AI walks them through rescheduling one at a time (even for bulk requests).
❌ 3. Cancelling an Appointment
The AI lists all upcoming appointments.
User selects one or multiple to cancel.
AI asks for the reason.
If the reason is time-related, the AI suggests:
“If something came up, I can help you reschedule instead. Would you like to pick a new time?”
Step-by-Step
Go to Settings
Click on Labs and look up for Cancel and Reschedule.
Toggle the enable button at the top.
Define the logic for booking an appointment.
Behind the Scenes: What You Need to Know
Appointment slots are displayed with:
Date | Day | Time, automatically adjusted for the user's timezone.New bookings go into the calendar linked to the bot.
Rescheduling and cancellation can happen across any calendar, handled at the contact level.
All appointment statuses are supported (Confirmed, Canceled, No-show, etc.).
Rescheduling currently happens one appointment at a time (bulk support is evolving).
Sample Scenario: Using Tekmatix AI for Efficient Calendar Management
Business Type: Fitness Coach
Bot Name: FitBot
Customer Message: “Hey, I need to move my session tomorrow.”
FitBot replies:
“You have a session on Tuesday at 10 AM. Would you like to reschedule it or cancel?”
Customer clicks: Reschedule
FitBot: “Here are the available time slots this week… [Shows options]”
Customer selects: Wednesday at 3 PM
✅ Appointment successfully rescheduled!
This all happens automatically, saving your staff time while keeping your customers happy.
Final Thoughts
The new Appointment Handling with Conversation AI in Tekmatix is a game-changer for any business that relies on scheduling. Whether you're a coach, agency, or consultant, automating reschedules and cancellations enhances both efficiency and user experience.
