In Flow cards and triggers · 4 articles

Schedule appointment

All plans Who can do this: Client Admin Updated 30 Oct 2026
On this page
  1. Set your booking rules
  2. Add the card
  3. Connect the outcomes
  4. Add the meeting to someone’s own calendar

The Schedule appointment card has the AI assistant offer an available time, agree on it with the customer and book the meeting on your Send4 Calendar.

Set your booking rules

  1. Go to Settings → AI & conversations → Meetings.
  2. Fill in Booking, Scheduling rules, Available hours and Blackout dates.
  3. Save your changes.

Every Schedule appointment card uses these rules unless you give it its own.

Caution Send4 only looks at its own Calendar. It works out free times from your rules and the meetings already booked in Send4, across the whole workspace. It does not read Google or Outlook calendars, so a time you are busy elsewhere can still be offered. Use Blackout dates to block days when you cannot attend meetings.

Add the card

  1. In the builder, select Add step and pick Schedule appointment.
  2. Click the card. In Instructions, say what the meeting is for and how to offer it. Today’s date, your working hours and the available times are added for you, so do not repeat them.
  3. Set Hold The Offered Time For (Minutes). It starts at 120. Enter 0 to turn holding off. The most you can set is 1440.
  4. Set Max Reprompts: how many customer replies are allowed without a booking before the card stops trying. If you leave the field empty, it allows 3 such replies. Keep it at 2 or more, because proposing a time and confirming it can take two replies.
  5. Select Done.

To use different rules on one card, turn on Customize scheduling for this card. It starts from a copy of your workspace rules. You can then change Meeting type, Duration, Buffer between, Book up to (days), Min. notice, Business hours and Blackout dates for this card only.

Connect the outcomes

Connect all three card outcomes on the canvas:

  • scheduled: the meeting is booked. Later cards can use {{ meeting.starts_at }}.
  • declined: the customer does not want a meeting at all.
  • no availability: no time is free, or the reply limit has been reached.

To add other ways out, select Add intent under Leave This Card When The Customer…. Connect each one to a card that replies.

Caution A booking made by a flow does not notify your team. It appears on Calendar, but nobody is told. Put an Alert card on scheduled so someone knows.
Caution When no time is free, the assistant can tell the customer a colleague will get back to them. If no availability leads nowhere, nobody on your team hears about it. Connect it to Alert or Transfer to human.

Add the meeting to someone’s own calendar

On Business and Enterprise, set an Alert card to Email and turn on Attach The Meeting’s Calendar Invite. The email includes a file that the recipient can use to add the meeting to their own calendar.

Note Bookings made during Test flow do not appear on Calendar, and the time stays free.
Was this helpful? Tell us what’s missing Still stuck? Email [email protected]

Related articles

Calendar and meetings How offered times are held Flow cards and triggers Collect fields Flow cards and triggers Transfer to human
What you can do with it: Book sales meetings