Troubleshooting Conversational Booking Issues in AGENT AI Chat Bot

Booking issues are a common challenge when using AI chat bots, but with the right knowledge, you can quickly resolve these problems and ensure your bot is functioning smoothly. This blog post delves into the most frequent booking issues encountered with AGENT AI Chat Bot and provides practical solutions to troubleshoot and fix them.

If your bot is providing incorrect availability information, this guide offers troubleshooting tips to address the issue. From checking integration settings to verifying calendar sync, you'll find solutions to ensure your bot's availability aligns with your schedule.

Is Your Bot Actually on the Booking Objective?

⭐️ most common issue ⭐️

Sometimes your bot may seem like it is in the process of booking but really it's on a different objective.

Find a message in the dashboard where your bot appears to be responding incorrectly for booking and check which goal it's attempting at that stage. At this stage we can see that it's currently on our booking objective. Remember that bots are blind to your availability unless they are on a booking objective.

THE FIX: If your bot is talking about booking an appointment when it's not actually on the booking objective, you've likely told your bot about booking, appointments, availability, etc. in your MAIN tab. This is discouraged because it makes it more likely that your bot will falsely talk about booking appointments at the wrong time. Remove all mention of these things from your Main Tab.

Are You Using the Correct Calendar ID?

If you are using the custom calendar ID option, make sure you're referencing the permanent Calendar ID.

This is the calendar ID that you will past into this section if you are using Other as your calendar integration.

THE FIX: Use the permanent ID for your calendar or select the calendar you want to use directly from the dropdown.

Is the Availability Pulling in Correctly?

Find the message where the bot has responded trying to book an appointment. Scroll toward the bottom of that message and you'll find the exact prompting the bot is referencing for booking. This includes timezone and availability

Timezone - If the contact has a timezone set on their contact item, we use that timezone. If they do not, we use the location timezone. If there is an issue pulling timezone for some reason from the location, we use Eastern Time.

Availability - The bot looks at the conversation and pulls in availability for dates that it thinks is relevant.

THE FIX: If there is a timezone issue, make sure your location and contact timezone are correct. If the availability shown isn't correct, check your GoHighLevel calendar by clicking on your calendar link to see if GoHighLevel Calendar Settings are set up to show the availability you would expect. We pull availability based on your calendar settings.

To make sure the availability your bot is pulling in matches the availability you have set for the matching calendar go here:

GoHighLevel ➡️ Settings ➡️ Calendars and Edit the calendar.

Here you can make sure your availability is set correctly for the calendar you want your bot conversationally booking to.

Step-by-Step Troubleshooting:

1. Check Current Goal:

   • Go to your dashboard.

   • Find the problematic message.

   • Verify the current goal and ensure it aligns with booking.

2. Adjust Main Section Information:

   • Navigate to the main tab.

   • Remove booking information from fields not related to booking.

3. Validate Calendar IDs:

   • Ensure the calendar ID is correct.

   • Verify that any variables used are not blank.

4. Set Time Zone Objectives:

   • Add a time zone objective before the booking objective.

   • Ensure the bot understands the user’s time zone before scheduling.

By following these steps, you can effectively troubleshoot and resolve common booking issues in AGENT AI Chat Bot. This will help streamline your scheduling process, ensuring a better user experience and improved operational efficiency. Stay tuned for more tips on optimizing your AI chat bot’s performance! Book a free DEMO to learn more!