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Last updated: 2026-06-09•Location: Appointments & Calendars > Calendar Settings > User Booking Guidance

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AI Guidance for Manual Booking

Quick Reference Keywords: Let AI Select Calendar · AI booking guidance · Calendar selection help · Account booking rules · User booking guidance · Which calendar to book

Overview

When you book an appointment manually in the Book Appointment dialog, the "Let AI Select Calendar" button helps you pick the right calendar (and optionally the right user) without having to memorize your routing rules. With one click, it reads your configured rules for the selected contact and pre-fills the calendar and user fields for you.

This is purely a convenience for team members booking by hand. It does not change anything about how your AI agents book on their own.

When the Button Is Available

The button appears once you've selected a contact in the Book Appointment dialog. It becomes clickable when either of the following is true:

  1. The contact has an open opportunity in a journey whose assigned agent has booking rules configured, or
  2. Your account has User Booking Guidance rules configured (see below).

If neither is in place, the button stays disabled.

Which Rules It Uses

The button resolves guidance in a clear priority order:

  1. Journey agent rules (first priority) — If the selected contact has an open opportunity and the assigned journey agent has calendar booking configured, the button uses that agent's rules. This keeps manual bookings consistent with how the AI agent would have booked for that contact, including triggering the correct journey stage.

  2. Account-wide rules (fallback) — If the contact has no relevant journey agent to provide guidance, the button falls back to your account-wide User Booking Guidance rules, when configured.

If neither applies, the button does not return a suggestion.

After a suggestion is returned, you can review it and click Apply to fill in the calendar and user, or Ignore to keep your manual selections.

Account-Wide Rules vs. Agent Rules

  • Account-wide rules (User Booking Guidance) are for team members booking manually. They are never used by AI agents. They exist so that when a contact isn't tied to a journey agent, your team still gets a smart calendar suggestion.

  • Agent rules live on each AI agent and are used both by the agent itself when it books and by the "Let AI Select Calendar" button when that agent is assigned to the contact. You configure these in the Agent Editor → Booking tab.

Where to Configure Account-Wide Rules

Step 1: Go to Appointments & Calendars and click the Calendar Settings tab.

Step 2: Click the User Booking Guidance sub-tab.

Step 3: Choose a Selection Scope (Calendar Only, or Calendar and User), then click Set Up Default Booking Rule to describe your rules in plain language. The assistant organizes them and generates the logic for you. You can Test Rule, Edit Rules, or Delete Rule at any time.

Tip: If you've already set up calendar selection rules on one of your AI agents, you don't have to start from scratch. When no account-wide rule exists yet, you'll see a Copy from an existing agent option that lets you start from an agent's configured rules and edit them from there.

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