When the agent is connected to Google Calendar, it can look at your real free and busy times while the caller is still on the line. It offers a few options, creates the event once the caller agrees, and can move or remove it when plans change. The booking appears where you and your team already look every day.
A tidy calendar makes a big difference. Decide which calendars the agent should use, such as one per person or one per room. Mark your working hours and block out time you never want booked. Use clear event names so the agent and your staff can tell a consultation from a personal block. We help you work through these choices before the build. If a caller asks for a time that is not free, the agent offers the nearest alternatives.
Two people may try to book the same slot at the same moment, or a team member may add an event by hand a few seconds before the agent does. We test how these cases behave and agree what happens when a clash is found, usually offering the caller a different time. Sensitive bookings, such as double-length visits, can be sent to a person for approval.
Last, tell your team where to look. Bookings made by phone should be as easy to find as ones made in person, so use a consistent calendar colour or label. That small step helps everyone trust the diary, and helps you check at a glance what the agent has booked.