The AI Booking Agent automates meeting scheduling over SMS. It connects to your scheduling tool, collects contact details, books meetings on the contact's behalf, and handles reschedules and cancellations — all without manual work.
Setting up your Booking Agent
Step 1 — Name your agent select how to start a conversation
Give your agent a clear, descriptive name like "Sales Booking Assistant" or "Onboarding Scheduler." This helps you stay organized if you manage multiple agents for different teams, roles, or regions.
Select how to start the conversation either with AI-generared text (AI Agent will continue conversations naturally based on past messages, or initiate new conversations when no prior context exists) or using custom message.
Step 2 — Connect your scheduling tool
Select your scheduling tool from the dropdown: Calendly or HubSpot Meetings.
After selecting, choose a specific meeting link or event. This is what the agent will use when offering scheduling options to contacts.
If your account is not yet connected, you will be prompted to complete the integration before continuing.
The agent supports two booking modes. You choose which one applies when setting up the agent.
Share booking link
The agent sends the contact your meeting link directly. The contact self-schedules by opening the link.Chat to book a time
The agent collects the required details through conversation — name, email, preferred duration, and any additional fields — then books the meeting on the contact's behalf. The contact never needs to open a browser.
For HubSpot Meetings, the agent only books at time slots available on your meeting link and only offers durations configured in HubSpot. All scheduling is communicated to the contact in their time zone.
Also you can decide either you want to handle cancelation and rescheduling in the conversation. Use "Smart metting" toggle to enable/disable this feature. Once enabled, when a contact needs to reschedule or cancel, the agent handles all — canceling the existing meeting and confirming a new time in the same thread, with HubSpot/Calendly updated automatically.
Note: If you make changes to your meeting link setup — such as adjusting duration or modifying required fields — return to this step and reselect your event to apply the updates.
Step 3 — Set up data collection and actions
Review the Data collection instructions. These define what information the agent collects from contacts before booking.
For HubSpot Meetings, First Name, Last Name, and Email are required by default and cannot be removed. You can add any additional fields from your HubSpot meeting form to collect more information.
For Calendly, common fields such as First Name, Last Name, Email, and Phone are automapped. If this information already exists in Salesmsg, the agent uses it to prefill the booking form without asking again.
You also can add addtional instructions for your agent, like success/fallback actions or additional qualification rules.
Step 4 — Customize agent behavior
Greeting message: Use the pre-written opener or generate one with AI.
Enrollment triggers: Choose when the agent activates — for new contacts only, or based on tags or custom fields.
Follow-up strategy: Enable automatic reminders for contacts who stop replying mid-conversation.
Step 5 — Test and launch
Use the preview to walk through the full conversation flow. When ready, click Activate. Your agent is now live.
Booking Agent Dashboard
The dashboard gives you a quick view of your agent's performance. Simply click on Active or Disabled Agent to see its details and metrics.
Stats include meetings booked, rescheduled, and canceled. You can also see generic metrics like total, completed, etc.
Beside, under each metric you can see the list of enrolled contact and their detail, so you can easily start chatting with them from this page.
Rescheduling and cancellations
Contacts can request a reschedule or cancellation by replying to the SMS conversation.
How it works:
The agent detects the request
Locates the existing booking
Cancels it in the scheduling system
Confirms a new time if rescheduling
For HubSpot Meetings, rescheduling is handled as a cancel and rebook. The existing meeting is marked as canceled in HubSpot and a new booking is created. No manual action is required on your end.
For Calendly, when a contact replies RESCHEDULE, the agent fetches available slots and presents options. When a contact replies DROP, the agent cancels the booking and releases the time slot. A confirmation SMS is sent in both cases, and each action is logged in the Booking Agent statistics.
Free Calendly Plan Warning: No Booking Confirmations
If you’re using Calendly’s Free plan, you won’t receive confirmation webhooks after booking — which can lead to confusion or missed meetings.
When You'll See This Warning
During the booking process if you choose Calendly as your scheduling tool and your account is on the Free plan, Salesmsg will show you this message to make sure that you are aware of the free plan limitations and have the option to upgrade through Calendly.
Frequently Asked Questions
What happens after a meeting is booked?
For Calendly, Salesmsg receives a webhook and logs a system message in the conversation with the meeting details. For HubSpot Meetings, the booking is created directly via the HubSpot API and synced to the contact record.
Can I use more than one scheduling tool?
Each agent is configured with one scheduling tool. You can create separate agents for Calendly and HubSpot Meetings.
What if a contact asks to reschedule but has no active booking?
The agent responds with a message explaining that no active appointment was found.
Can I map booking data to fields in my CRM?
For Calendly, CRM field mapping is coming soon. For HubSpot Meetings, required fields are synced to the HubSpot contact record automatically at the time of booking.
Do I need to be the same user in Calendly and Salesmsg?
Yes. Each Salesmsg user must be linked to their own Calendly account for meetings to be tracked correctly.
Can the agent send reminders or follow-ups?
Yes. You can configure the agent to re-engage contacts who stop replying to encourage them to complete a booking.
What if I’m on Calendly’s Free Plan?
Calendly’s Free plan doesn’t support webhooks, which means Salesmsg won’t receive automatic booking confirmations. This can cause confusion or missed meetings.
Will the Agent work without a Calendly/HubSpot connection?
No. Without selecting a Calendly event, the Agent cannot complete the booking process.
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