• Chatbots · LEO Chat

Appointment booking bot: answers questions and books clients right in the chat

An appointment booking bot is a Telegram chat or a website widget where a person writes “I'd like to see a hygienist this week”, and the bot clarifies the service and the specialist, shows free slots from your calendar and records the visit. In Telegram, the reminder the day before and rescheduling happen in the same conversation. We have no ready-made booking bot: we build it around your schedule on the LEO Chat engine, which answers from a knowledge base and hands over to a person whatever it does not know.

See how it works
Price
after a free audit
Guarantee
30 days after project sign-off
Channels
Telegram and a website widget
after a free audit
Price
Guarantee

days after project sign-off

Telegram and a website widget
Channels

the LEO Chat engine does not support other messengers yet

Engine answer accuracy

on the 45 reference questions

4 July 2026, shop questions, not booking ones

Queue reliability

lost and 0 duplicated messages at 300 per second

chaos test on 17 August 2026, run on a test stack, not in production

Timeline

working days in total across all stages

free review of the schedule and messages
Start
What's included

Complete list of work and what you get as a result

  • a dialogue scenario: the bot clarifies the service, the specialist and the preferred day before offering a time, so the client does not scroll through a grid that does not suit them
  • connection to the source of free slots: the specialist's Google Calendar, or your booking service or CRM if it has an open API
  • calculating free slots from the real length of the service and each specialist's schedule
  • a knowledge base with answers to pre-booking questions: duration, preparation, what to bring, address and parking
  • a reminder the day before in Telegram for whoever booked through the bot, asking them to confirm the visit or reschedule it
  • rescheduling and cancellation in the chat according to your rule: the bot offers another free slot and releases the old one
  • handover to the administrator together with the conversation history when a question goes beyond the knowledge base or the client asks for a person
  • a notification to the administrator about every new booking, rescheduling and cancellation
  • a run of the scenario on real messages from the last month before the bot starts answering clients
  • a 30-calendar-day warranty from the date the acceptance act is signed
When this service isn't right

What's not included — so there are no surprises at delivery

  • medical or professional advice in the chat: the bot answers about booking and organizational matters, and passes questions about symptoms and treatment to a person
  • building the calendar or booking system itself from scratch when the schedule is not kept anywhere yet: that is a separate online booking service
  • Viber, Instagram and WhatsApp: LEO Chat does not support these channels yet, so a booking bot there is a separate project
  • Telegram reminders to people who have never written to the bot: Telegram does not allow a bot to start a conversation first
  • keeping patient records: the bot knows the schedule and your knowledge base, but it does not see treatment histories
Who it's for

Situations where this service delivers results

Scenario 1 of 4

A clinic or dental practice people write to with questions

Before booking, a person asks how long the appointment takes, whether any preparation is needed and which doctor to see with their problem. The bot answers from your knowledge base and offers a time straight away, and passes questions about treatment to a person.

We'll review your situation in a free audit
Free review: what the bot will book on its own and what stays with the administrator

We take your messages and schedule and look at how many inquiries end in a booking and what people ask before it.

What we measure

  • Questions before bookingwhich ones repeat and whether there is an answer to them that can go into the knowledge base
  • Where the schedule is keptGoogle Calendar, a booking service, a CRM or a spreadsheet — and whether free slots can be read from there
  • Channelhow many inquiries come in via Telegram and how many via the website or other messengers
  • The ruleslength of services, who does what, rescheduling and cancellation — whether they are written down or live in the administrator's head

What you get

  • a written review: which inquiries the bot will take through to a booking and which it will pass to a person
  • an answer on whether your schedule can be connected, or what needs to change for that
  • honest advice if a booking calendar on your website would suit you better

Timeline: 1–3 working days

Why is it free

The amount of work is determined not by the bot but by your schedule and your rules. Until we have seen them, any figure would be guesswork.

What's next

Then an estimate broken down by stage and a contract with a fixed amount. The review stays with you even if we go no further.

Short form: your contact and site URL

We work officially

Contract, act and invoice — for every project, not just large ones.

Trusted by6 brands

Trusted by: Kvant Energy, GYPSUN, Naturel Cosmetics, Pancer Protection, LUGI, BeeTech

Terms fixed in writing8 points
  • 01

    Contract, act and 30-day warranty

    Every project gets a written contract: scope, deadlines, amount, acceptance procedure. After delivery — act and invoice, then 30 calendar days of warranty.

  • 02

    Sole proprietor & bank transfer

    The contractor is a registered sole proprietor. Payment by invoice with closing documents.

  • 03

    Rights & access — yours

    Code, design and materials transfer to you after full payment. Domain, hosting, repository and analytics are registered to you.

  • 04

    Client portal instead of email chains

    During the project you get access to a portal: contracts, invoices, acts and project status in one place.

  • 05

    Sites in nine countries

    Our sites run in nine countries: besides Ukraine — Poland, Germany, Austria, England, Norway, Bulgaria, Moldova and Spain.

  • 06

    Verifiable numbers

    Every case in the portfolio comes with a link to a live site and a technical measurement.

  • 07

    Audit first, then pricing

    There is no price list on the site intentionally: the scope of the same work differs multiples between clients.

  • 08

    We say "no" when unsure

    If the task isn't ours or the deadline is unrealistic — we tell you upfront.

  • 01

    Contract, act and 30-day warranty

    Every project gets a written contract: scope, deadlines, amount, acceptance procedure. After delivery — act and invoice, then 30 calendar days of warranty.

  • 02

    Sole proprietor & bank transfer

    The contractor is a registered sole proprietor. Payment by invoice with closing documents.

  • 03

    Rights & access — yours

    Code, design and materials transfer to you after full payment. Domain, hosting, repository and analytics are registered to you.

  • 04

    Client portal instead of email chains

    During the project you get access to a portal: contracts, invoices, acts and project status in one place.

  • 05

    Sites in nine countries

    Our sites run in nine countries: besides Ukraine — Poland, Germany, Austria, England, Norway, Bulgaria, Moldova and Spain.

  • 06

    Verifiable numbers

    Every case in the portfolio comes with a link to a live site and a technical measurement.

  • 07

    Audit first, then pricing

    There is no price list on the site intentionally: the scope of the same work differs multiples between clients.

  • 08

    We say "no" when unsure

    If the task isn't ours or the deadline is unrealistic — we tell you upfront.

We sign NDAs on request. After completing the work, we delete our access to your services ourselves.

What affects the price

Why two seemingly identical tasks are priced differently

  • Where the schedule is keptGoogle Calendar for each specialist, a booking service with an open API or the administrator's spreadsheet: this determines how easy it is to read free slots and record a visit
  • How many specialists and servicesone consultant with a single appointment length is a short scenario; ten staff members with different sets of services is a system of rules the bot has to know
  • Clarifying questionsfor a salon the service and the staff member are enough, for a car service you need the make, the year and a description of the problem — each dialogue branch adds work and testing
  • Rescheduling and prepaymentfree rescheduling up to a day before is simpler than a fee for late cancellation or advance payment through your own merchant account
  • ChannelsTelegram only, or Telegram and the website widget; for widget bookings a reminder needs a separate channel — email or SMS
Cases

Tasks and results in numbers — all metrics measured by us

LEO Chat

LEO Chat — the agency's own product, the engine the booking bot is built on

Task
Answer customers from a knowledge base without made-up answers and without losing messages under load — in Telegram and in the website widget.
Solution
A knowledge base with links to sources, handing unknown questions to an operator, a message queue with retries and deduplication.
Result
89.7% accurate answers on a reference set of 45 questions and not one outside the knowledge base (4 July 2026, evaluated against the live OpenAI API); 0 lost and 0 duplicated confirmed messages in a chaos test: 300 messages per second with forced shutdown of the engine, NATS and Redis (17 August 2026, test stack, not production). These measurements did not include a booking scenario: the questions were shop questions and no calendars were connected.

Did not find your case?

Describe how it works on your side — we will tell you whether “Appointment booking bot” fits and what it means in your situation. No brief and no call: one question, one answer.

Process steps

Transparent stages with approval at every step

Total duration:12–25 days

  1. The bot's boundaries and access

    1–3 days

    We take the conclusions of the review, set down what the bot answers on its own and what it passes to the administrator, and get access to the calendar and the bot.

  2. Booking rules

    2–4 days

    We set down the length of each service, which specialist does what, and the rules for rescheduling and cancellation. The bot does not make exceptions, so everything the administrator decides on the fly either becomes a rule or goes to a person.

  3. Dialogue and knowledge base

    3–5 days

    We write the branches of clarifying questions for your services and fill the knowledge base with the answers your administrator gives now.

  4. Connecting the calendar

    3–6 days

    The bot reads busy slots from the specialist's calendar, works out the free ones and records the visit as an event. We separately test the case where the same time is taken by a phone booking at the same moment.

  5. Reminders and rescheduling

    2–4 days

    We set up reminders the day before, confirmation and rescheduling in the chat, and a notification to the administrator about every change.

  6. Launch

    1–3 days

    We run the scenario on real messages from the past month and hand over instructions on updating the knowledge base without us. Then a 30-day warranty.

Technologies & integrations

What we build on and what it connects to

Stack

  • LEO Chat — the agency's own product: knowledge base, Telegram and website widget channels, handover to an operator
  • Telegram Bot API
  • Google Calendar API: freeBusy availability query and event creation with events.insert
  • webhooks and the public API of the LEO Chat knowledge base, HTTP requests from the scenario to external systems

Integrations

  • Google Calendar
  • a booking service or CRM with an open API (we check this at the review)
  • monobank or LiqPay on your own merchant account, if prepayment is needed
  • email or SMS for reminders to those who booked through the widget
A chatbot or online booking on the website

How this option differs from the alternative

Where the person comes fromwrites in Telegram or in the website chat, often with a question first
How the time is chosenthe bot clarifies the service and offers several free slots
Questions before bookingan answer from the knowledge base in the same conversation
Reminders and reschedulingin the same Telegram chat
What is needed in advancea calendar or system the bot reads free slots from
What we need from you

We can't start without this — best to prepare in advance

  1. a list of services with their real duration and which specialist provides them
  2. access to the calendar or system where the schedule is kept now
  3. the questions clients ask before booking, taken from the last month's messages
  4. the rule for rescheduling and cancellation, and a decision on whether prepayment is needed
  5. a bot token from @BotFather and a person who will answer the handed-over conversations

If something is missing — let us know, we'll help you gather it or do it as a separate task.

FAQ

Most frequently asked questions — with concrete answers

How is a booking bot different from online booking on a website?

The point of entry. The bot works where people already message you, and first clarifies what they need; both read the same schedule. If clients hardly ever message you and come to the website already knowing what they want, go for online booking: it is simpler.

How does the bot know which time is free?

From wherever you already keep the schedule. For Google Calendar the bot requests busy slots with the freeBusy method, works out the free slots from the length of the service and writes the visit as a new event. If the schedule lives in a booking service or a CRM, we check whether it has an open API: without one the bot will not see the current schedule, and we will tell you so at the review.

Can the bot remind a client about the visit?

In Telegram, yes, if the person booked through the bot: they have already written first, so the bot can message them the day before, unless they have blocked it. Telegram does not let a bot write to someone who has never contacted it: its documentation says plainly that a bot cannot start a conversation on its own. For bookings made through the website widget, the reminder goes by email or SMS if the person left a contact.

Won't Telegram block the bot if there are a lot of reminders?

Not for a single business. Telegram's documentation limits a bot to roughly 30 messages per second for bulk notifications and one message per second in a single chat. Three hundred reminders for tomorrow go out in about ten seconds. We send them with rate limiting in the engine. The chaos test on 17 August 2026 checked the message flow, not scheduled reminders, so the reminder scenario is run separately before launch.

What will the bot say to a question about treatment or a diagnosis?

Nothing of substance, and that is deliberate. It answers only from your knowledge base: duration, preparation, address, what to bring. The bot passes questions about symptoms, contraindications or treatment outcomes to an administrator or a doctor together with the conversation history. On the LEO Chat engine's reference set (45 questions, 4 July 2026) there was not a single answer outside the knowledge base; the set was made of shop questions, so we run yours separately.

What happens if the same time is taken both in the bot and by phone?

The bot checks availability again at the moment of confirmation, not only when it shows the options. If the slot has been taken in the meantime, it offers another one. A split-second window between the check and the booking remains, so once a day we reconcile the calendar and notify the administrator if two bookings overlap. The bot sees only the calendar it is connected to: a booking written in a notebook or taken by phone and never entered into the calendar does not exist for it.

Can a client reschedule a visit on their own?

Yes, in the same chat: the bot offers another free slot, books the new one and releases the old one, and the administrator gets a notification. You set the limit, for example no later than a day before. For later changes, the bot hands over to a person.

How long does the launch take?

12–25 working days in total across the six stages. The longest are the dialogue with the knowledge base and connecting the calendar, and what most often shifts the timeline is describing the rules: who does what and how long it takes. We give a more precise timeline after the free review; after acceptance a 30-day warranty applies.

Let's work out which bookings the bot can handle without an administrator

We will go through last month's messages and your schedule, and tell you whether a booking calendar on your website would be enough. The review is free, and we reply within 2 hours.

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  • Reply within 2 hours
  • No commitment
  • We work under a contract

There is no price list on the site on purpose: the same work differs several times over between two clients, and a “from” figure explains nothing in that case. First a free audit — we count your pages, duplicates and speed — then we name the sum and the deadline and fix both in the contract.