Appointments by phone
How does a phone robot for appointment booking work?
A modern telephone robot no longer asks you to “press 1”: it is an AI voice agent that speaks with the person, finds out the service, specialist and suitable time, confirms the details and sends them to your booking system. With Kallina, the booking is created directly in Altegio or through another system’s API, and the reminder is then sent by call or SMS.
Updated on 10 October 2026
- ClientI’d like a haircut appointment on Saturday morning.
- AgentOf course. What time, and do you have a preferred specialist?
- ClientAt 10, with anyone who is available.
- AgentNoted: haircut, Saturday at 10. You will receive a confirmation SMS.
Keypad robot or voice agent
- Keypad robot (IVR)
- It reads out a menu and waits for a keypress. Good for directing the call, not for making an appointment with a service, specialist and time.
- The voice agent
- It understands the request spoken in the person’s own words, asks clarifying questions and completes the booking.
- Limba
- The agent speaks Romanian and Russian with native pronunciation and switches to the caller’s language, from the languages configured on the agent.
- Omul
- When the caller asks for a person or the request falls outside the rules, the call is transferred directly to reception.
What the agent does, step by step
Serviciul
It finds out what the person wants and matches it with the list of services in the booking system.
Specialistul
If the person has a preference, it looks for that specialist; if not, for anyone who provides the service.
Ora
Propose or accept a time according to the established rules: intervals read from the system, where the integration provides them, or the time desired by the client, then confirmed by reception.
Confirmarea
Repeat the day, time and service, then create the booking.
After the call
Confirmation SMS via Infobip and the call summary in the history.
And post-booking calls
Memo
A short SMS or a call with the day and time, sent at the moment you choose.
Confirmation
A campaign that calls the next day’s bookings and asks whether they still stand.
Mutare
If the person cannot come, the agent notes the new time and reschedules the booking, where the integration allows modification.
Anulare
The freed interval becomes available for the next caller.
When it does not fit
The calendar is in Google or Outlook
Kallina voice agents do not write to Google Calendar or Outlook today. We make direct appointments through Altegio or through your system's API.
The system has no API
If the scheduling system cannot receive data from outside, the agent can only take note of the request for reception.
Do you only want a keypad menu
To route the call to a department, a classic IVR from your operator is enough.
How much does it cost?
The public monthly packages are $99 and $300 per month, in credits consumed according to call duration; above them, Enterprise on request. Agent implementation and telephony are charged separately.
Frequently asked questions
What happens if there are no more free intervals?
The agent says this, suggests another day, or notes the person to be called when a slot becomes available, according to your rule.
Can it schedule multiple services in one call?
Yes, if the scheduling system allows it. We test them on your scenarios.
Who sees the appointments made by the agent?
The same people who see them today, in your scheduling system. The agent does not keep a separate list.
Does the robot answer at night too?
Yes. You can redirect all calls to the agent or only those outside working hours.
What sectors is it suitable for?
For anyone who works with appointments: clinics, salons, car service, consultants. The scheduling system matters, not the sector.