Appointment booking

Connect a PepoSmart or Cal.com calendar and the agent offers real openings and books meetings without the visitor leaving the chat. Slots are shown in the visitor's own time; the booking is made in the host's, so nobody does timezone math.

Connect PepoSmart

1. Create an API key in PepoSmart

   In your PepoSmart account, create an API key for PepoChat.

2. Open PepoSmart in PepoChat

   In the dashboard sidebar open Integrations, then PepoSmart under Scheduling. Paste the key and save. Your meeting types load from PepoSmart.

3. Choose what the agent may offer

   For each meeting type, switch it on and write a short when to offer this note, for example "Product demos for teams evaluating the Growth plan". The agent uses these notes to pick the right type. Up to 12 meeting types can be enabled.

4. Add scheduling instructions (optional)

   Up to 2,000 characters of extra guidance for the agent, for example "Only offer demos to prospects, not existing customers".

Connect Cal.com

1. Create an API key in Cal.com

   In Cal.com open Settings → Developer → API keys, click New, give the key a name and an expiry (or never), and copy it. The key is shown once. It works on Cal.com's free plan.

2. Open Cal.com in PepoChat

   In the dashboard sidebar open Integrations, then Cal.com under Scheduling, click Connect and paste the key. PepoChat checks it against Cal.com before saving it, encrypted. The agent books the event types of the account that owns the key.

3. Choose what the agent may offer

   Your personal event types load from Cal.com, including unlisted ones. Switch on the ones the agent may book and write a short when to offer this note for each, exactly as for PepoSmart.

What the agent can book on Cal.com:

• Personal event types, including hidden ("unlisted") ones, so you can keep an event type just for the chat.
• Event types with several locations (video, phone, in person): the agent asks the visitor to choose. When the host calls the visitor, or the visitor picks the place, the agent collects the phone number or address first.
• Event types whose Additional notes field is required: the agent fills it with "Booked through the website chat assistant."

What it cannot book, and lists as not bookable: paid event types, recurring ones, ones that require sign-in or booker email verification, ones with required custom questions, and team event types. Visitors can still reach those through your Cal.com booking page.

If both PepoSmart and Cal.com are connected, the agent offers the meeting types selected on both pages.

How a booking happens in the chat

1. The visitor asks for a call, a demo or an appointment.
2. The agent checks availability for the matching meeting type over the next days (up to 14) and offers a handful of slots in the visitor's local time.
3. If the meeting type has several locations, or the host calls the visitor, the agent asks for the visitor's preference or phone number first.
4. The visitor picks a slot. If they have verified their email, the booking uses that name and email; otherwise the agent asks for both.
5. The calendar re-validates the slot (PepoSmart assigns a host, round-robin included; on Cal.com the agent re-checks live availability before booking), creates the meeting link, and sends confirmation emails and reminders. The agent confirms the time in the visitor's timezone and repeats the meeting link.

If a slot was taken in the meantime, the agent offers alternatives. If booking is not configured, the agent says it cannot book and offers a person instead.

Prefer to pick a time yourself

When the agent shows openings it can also show a Find a time button that opens the PepoSmart or Cal.com booking page inside the widget, for visitors who would rather browse a calendar.

Good to know

• Paid event types are never offered by the agent.
• Hosts are named only when a meeting type has a single host; collective meetings are described as "the full team joins".
• Cal.com bookings carry source: pepochat in their metadata, so you can tell chat bookings apart in Cal.com.
• Booking works on every plan.

Next steps