When your calendar is connected, your AI Receptionist can check your availability in real time and book appointments directly into your Google or Outlook calendar - automatically, during calls and texts it handles on your behalf.
This article covers how to set up and configure the Book Appointments feature, and what happens from the moment a caller requests a meeting to the moment it lands in your calendar.
📌 Note: You can connect your calendar and configure all booking settings from either the Beside mobile app or the web app at app.beside.com. For full step-by-step setup, see 📖 Set calendar permissions.
Connect your calendar
Beside currently supports Google Calendar and Outlook Calendar. iCal is not supported.
From the web app
Go to app.beside.com and click AI Receptionist in the sidebar
If you have multiple lines, select the relevant one from the dropdown at the top
Under Actions, click Book Appointments
Click Connect Google Calendar or Connect Outlook Calendar
Sign in and grant permissions when prompted
From the mobile app
Open the Beside mobile app
Go to the AI tab (If you have multiple lines, select the relevant one from the dropdown at the top left)
Under the 📞 Phone tab, scroll down to Actions
Tap Book Appointments
Tap Continue and Connect
Choose Google Calendar or Outlook Calendar
Sign in and grant permissions when prompted
Once connected, your AI Receptionist can start booking appointments based on your availability.
⚠️ Grant full calendar access:
During sign-in, make sure to allow all requested permissions. If any permissions are unchecked (for example, by a Google Workspace admin policy), Beside won't be able to connect your calendar.
On the latest mobile app version, you'll see a "Calendar permissions required" error if access is incomplete - tap it to reconnect and grant full access.
If bookings are still failing after reconnecting, see 📖 Fix calendar and scheduling issues.
How it works
When a caller or texter requests a meeting, your AI Receptionist will:
Ask for the reason for the meeting and preferred time
Ask for the caller's email address
Check your calendar availability in real time
Book the meeting automatically or suggest an alternative slot
Add the confirmed event to your Google or Outlook Calendar and your Beside line conversation
Once a booking is made:
The caller receives a confirmation text from your Beside number - if booking confirmation texts are enabled
A confirmation email is also sent if the caller's email was successfully captured and if they provide one
The booking is confirmed in real time, often while the call is still ongoing
If you cancel the event later, a cancellation text is automatically sent from your number to notify the caller
👉 You can cancel any appointment at any time from the conversation view.
Example flow:
Caller: "Can I schedule a consultation for tomorrow afternoon?"
Your AI Receptionist: "Sure! What time works best for you?"
It checks your calendar and confirms: "You're available at 3 PM, I've added the meeting to your schedule."
Both you and the caller receive confirmation instantly.
Appointment settings
All booking settings - preferred hours, destination calendar, appointment duration, and confirmation texts - can be configured from either the web app or the mobile app on the same Book Appointments page.
Preferred hours
Your AI Receptionist will only book meetings during the hours you set. Choose the days you're available and set a single From/To time range that applies to all selected days.
Destination calendar
If your account contains multiple calendars, use Add events to on the web app (or pick during setup on mobile) to choose which calendar receives new appointments.
Appointment duration
Web app: use the Duration dropdown on the Book Appointments page (default: 30 minutes).
iOS: choose a default duration between 15 minutes and 3 hours.
Android: appointment duration is currently fixed at 30 minutes.
This duration applies to all appointments booked by your AI Receptionist.
Booking confirmation texts
When enabled, callers receive a confirmation SMS from your Beside number after a meeting is scheduled.
Web app and iOS: on the Book Appointments page, toggle Send confirmation text under Appointment confirmation.
Android: booking confirmation texts are currently enabled by default and cannot be disabled.
📖 For full step-by-step instructions on each setting, see Set calendar permissions.
Things to know
Works only for AI-handled calls and texts - not live calls you answer directly
iCal is not supported - you'll need a Google or Outlook account
Bookings only happen during your Preferred hours
You can update or disconnect your calendar anytime from AI Receptionist → Book Appointments on the web app or mobile app
Minimum advance notice: There is currently a minimum buffer of up to 4 hours between a booking request and the meeting start time. If a caller requests a meeting sooner, your AI Receptionist will automatically suggest the next available slot. This buffer is not customizable at this time.
One booking per time slot: the AI won't offer a slot that already has an event on your connected calendar. Overlapping or group bookings aren't supported today.
Troubleshooting
If bookings aren't working as expected - for example, the AI isn't offering slots, the AI confirmed a meeting but the event isn't in your calendar, or your calendar isn't syncing at all - see the dedicated guide:
FAQs
Why is my AI Receptionist scheduling appointments in the wrong timezone?
Why is my AI Receptionist scheduling appointments in the wrong timezone?
Beside follows the timezone of your phone, not your calendar app or email account. If appointments show the wrong time, check your phone's timezone in device settings and restart the Beside app. If it still doesn't update, delete and reinstall the app to force a fresh timezone detection. There is no timezone setting inside Beside - adjusting your phone's timezone is the only way to change this.
Why isn't my AI Receptionist offering to book appointments?
Why isn't my AI Receptionist offering to book appointments?
Make sure Book Appointments is enabled and a calendar is connected in your AI Receptionist settings. Also check that your Preferred Hours are set - without them, no time slots are available to book. Note that scheduling only works for calls and texts handled by your AI Receptionist, not live calls you answer yourself. For more detailed troubleshooting, see 📖 Fix calendar and scheduling issues.
My calendar shows as connected but bookings aren't working - why?
My calendar shows as connected but bookings aren't working - why?
This usually means the calendar connection has incomplete permissions or has expired. Go to AI Receptionist → Book Appointments on the web app or mobile app, disconnect your calendar, and reconnect - making sure to grant all requested permissions during sign-in. If you see a "Calendar permissions required" error on mobile, tap it to restart the connection flow. Full troubleshooting: 📖 Fix calendar and scheduling issues.
The AI told my caller the meeting was booked, but there's no event in my calendar. What happened?
The AI told my caller the meeting was booked, but there's no event in my calendar. What happened?
The most common cause is missing calendar write permission - the AI confirmed the booking based on availability, but couldn't actually create the event. Reconnect your calendar from AI Receptionist → Book Appointments, granting both read and write access. Also confirm you're looking at the same calendar account that's connected to Beside (not a secondary or shared calendar). Detailed steps: 📖 Fix calendar and scheduling issues.
Can the AI book multiple appointments in the same time slot (e.g. group sessions or classes)?
Can the AI book multiple appointments in the same time slot (e.g. group sessions or classes)?
Not today. The AI treats each booking as an exclusive slot and won't offer a time that already has an event on your connected calendar. Use cases like group classes, overlapping consultations, or open-house style appointments aren't supported. If this matters for your business, let our team know through the in-app chat so we can factor it into future scheduling improvements.
Does Book Appointments work with Outlook?
Does Book Appointments work with Outlook?
Yes. Beside supports both Google Calendar and Outlook Calendar. The setup flow is the same for both. Note that Outlook connections can expire over time - if bookings stop working, try reconnecting your calendar from the Book Appointments settings.
Can I set up Book Appointments from the web app?
Can I set up Book Appointments from the web app?
Yes. The full setup is available on the web app at app.beside.com → AI Receptionist → Book Appointments. You can connect your calendar, set preferred hours, choose the destination calendar, set the duration, and toggle confirmation texts - all from the same page.
Can I cancel an appointment that was booked by my AI Receptionist?
Can I cancel an appointment that was booked by my AI Receptionist?
Yes - open the conversation where the appointment was booked and tap Cancel appointment. Your caller will automatically receive a cancellation text from your Beside number.