Appointment Taker

Appointment Taker

This skill enables you to set up automated 24/7 appointment booking through web chat and WhatsApp, manage availability, handle rescheduling, send reminders, and sync all bookings to Google Calendar. All requests are handled through a proxy-wrapped appointment scheduling API.

Dashboard Connection: Connect your Google Calendar and WhatsApp account to the MyClawBots dashboard before using this skill. The proxy will handle all authentication via $PROXY_API_KEY and ${PROXY_URL}.

Prerequisites

• Google Calendar account connected in dashboard
• WhatsApp Business Account configured (for WhatsApp booking channel)
• Valid $PROXY_API_KEY for the proxy
• Access to ${PROXY_URL} endpoint
• Defined business hours and appointment types

Dependencies

Dependency	Required?	Why
Booking system connected via dashboard	Yes	The proxy needs a connected booking system to manage appointment requests
${PROXY_URL} and $PROXY_API_KEY configured	Yes	Required for all API calls to the appointment proxy endpoints
google-workspace	Recommended	Use to sync appointments to Google Calendar automatically
whatsapp skill	No	Optional; use to enable WhatsApp as a booking channel for customers

Pre-flight checks:

• Verify the booking system is connected in the MyClaw Bots dashboard
• Confirm ${PROXY_URL} and $PROXY_API_KEY environment variables are set
• Test getting booking configuration to verify connectivity before enabling channels

How It Works

This skill wraps an appointment scheduling API. You can:

• Configure business hours, appointment types, and availability windows
• Accept bookings via web chat and WhatsApp 24/7
• Automatically sync all appointments to Google Calendar
• Send confirmation emails and SMS/WhatsApp messages
• Handle rescheduling and cancellations
• Send automated reminders before appointments
• Track no-show rates and booking analytics
• Support multiple time zones for customers

All requests use the proxy endpoint format: ${PROXY_URL}/appointments/...

Available Tools

1. Get Current Booking Configuration

curl -X GET "${PROXY_URL}/appointments/config" \
  -H "Authorization: Bearer $PROXY_API_KEY"

Response: Returns business hours, appointment types, availability settings, and timezone.

---

2. Set Up or Update Configuration

curl -X POST "${PROXY_URL}/appointments/config" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "business_name": "Acme Consulting",
    "business_hours": {
      "monday": {"start": "09:00", "end": "17:00"},
      "tuesday": {"start": "09:00", "end": "17:00"}
    },
    "appointment_types": [
      {"name": "Consultation", "duration_minutes": 30, "buffer_minutes": 15},
      {"name": "Strategy Session", "duration_minutes": 60, "buffer_minutes": 30}
    ],
    "max_advance_days": 60,
    "timezone": "America/New_York"
  }'

Response: Returns { "configured": true, "status": "active" }

---

3. List Upcoming Appointments

curl -X GET "${PROXY_URL}/appointments/upcoming?limit=20" \
  -H "Authorization: Bearer $PROXY_API_KEY"

Response: Returns array of upcoming appointments with customer details, times, type, and status.

---

4. Get Single Appointment Details

curl -X GET "${PROXY_URL}/appointments/{id}" \
  -H "Authorization: Bearer $PROXY_API_KEY"

Response: Returns appointment details including customer name, email, phone, notes, and calendar status.

---

5. Manually Book an Appointment

curl -X POST "${PROXY_URL}/appointments/book" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "customer_name": "Jane Doe",
    "customer_email": "jane@example.com",
    "customer_phone": "+1-555-0123",
    "appointment_type": "Consultation",
    "datetime": "2026-04-05T14:30:00",
    "notes": "First time customer, interested in strategy"
  }'

Response: Returns { "appointment_id": "...", "confirmed": true, "calendar_synced": true }

---

6. Reschedule an Appointment

curl -X PUT "${PROXY_URL}/appointments/{id}/reschedule" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "new_datetime": "2026-04-06T10:00:00"
  }'

Response: Returns { "rescheduled": true, "new_datetime": "...", "confirmation_sent": true }

---

7. Cancel an Appointment

curl -X PUT "${PROXY_URL}/appointments/{id}/cancel" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "reason": "Customer requested cancellation"
  }'

Response: Returns { "cancelled": true, "cancellation_sent": true }

---

8. Check Availability

curl -X GET "${PROXY_URL}/appointments/availability?date=2026-04-05&type=consultation" \
  -H "Authorization: Bearer $PROXY_API_KEY"

Response: Returns array of available time slots for the specified date and appointment type.

---

9. Configure Reminders

curl -X POST "${PROXY_URL}/appointments/reminders" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "appointment_id": "12345",
    "send_before_hours": [24, 1],
    "via": ["email", "whatsapp"]
  }'

Response: Returns { "reminders_configured": true, "schedule": [...] }

---

10. Get Booking Analytics

curl -X GET "${PROXY_URL}/appointments/analytics?period=30d" \
  -H "Authorization: Bearer $PROXY_API_KEY"

Response: Returns { "total_bookings": 45, "completed": 42, "no_shows": 2, "cancellations": 1, "conversion_rate": 0.94 }

---

11. Enable a Booking Channel

curl -X POST "${PROXY_URL}/appointments/channels/enable" \
  -H "Authorization: Bearer $PROXY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "channel": "whatsapp",
    "config": {
      "business_phone": "+1-555-0199",
      "greeting_message": "Hi! Book an appointment with us..."
    }
  }'

Response: Returns { "channel_enabled": true, "webhook_url": "..." }

---

Important Rules

1. Always confirm time zone — Clarify customer's time zone before confirming appointments to avoid confusion.
2. Send immediate confirmation — Confirm booking via email and WhatsApp within seconds of booking.
3. Send reminders — Automated reminders at 24 hours and 1 hour before appointment (adjustable).
4. Respect business hours — Never book outside configured business hours or on days off.
5. Handle conflicts gracefully — Don't allow double bookings; offer alternative slots.
6. Sync to Google Calendar — All bookings must sync to your connected Google Calendar.
7. Track no-shows — Monitor no-show rate; if >10%, follow up to understand issues.
8. Update buffers as needed — Adjust time buffers between appointments based on actual turnaround needs.

Smart Strategy

• Configure first: Set up business hours, appointment types, and buffer times before enabling booking channels.
• Enable channels gradually: Start with web chat, add WhatsApp after testing.
• Test booking flow: Book a test appointment through both channels to verify configuration.
• Monitor no-shows: Check analytics weekly; if no-show rate climbs, tighten reminder schedule or require deposit.
• Gather feedback: Include follow-up survey in reminder messages to improve service.
• Adjust buffer times: Review calendar to identify if buffer times are adequate for your operations.
• Use analytics: Track which appointment types are most popular and which time slots fill fastest.
• Optimize availability: Increase capacity for high-demand slots and adjust pricing/availability accordingly.