Manually Creating Appointments in VoiceController
VoiceController's calendar and scheduling tools make it simple to create manual appointments when customers call directly or walk into your shop. This guide walks you through how to book an appointment manually—bypassing the AI phone agent.
Opening the Calendar and Starting a New Appointment
To begin, navigate to the Calendar section from the left-hand menu. Use the Day View for a detailed look at your shop’s schedule.
Click the Create Appointment button in the upper-right corner. This will open the appointment form, pre-filled with the selected day on the calendar.
Filling Out Appointment Details
In the appointment creation form, you’ll enter the following information:
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Location – Automatically selected based on your current shop view.
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Start Time / End Time – Set the date and time for the appointment.
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Name – Enter the customer’s full name.
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Phone – Enter a valid mobile number for SMS confirmations.
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Vehicle – Provide the vehicle’s Year, Make, and Model.
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Note – Add any relevant notes (e.g., "Oil Change and Tire Rotation").
You can also choose to send a confirmation SMS to the customer by checking the box before submitting.
Once everything is filled out, click Create Appointment.
Managing an Existing Appointment
After the appointment is created, you can click on it in the calendar to:
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Edit details such as time, notes, or vehicle information
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Reschedule to a different day or time
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Resend the confirmation SMS
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Send a custom SMS message directly to the customer (e.g., “Looking forward to seeing you tomorrow!”)
These tools help your team stay organized and keep customers informed, even when appointments are booked manually.
When to Use This
Use manual appointment creation when:
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A customer is transferred from the AI agent to a team member
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A customer visits your shop in person
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You need to adjust or rebook a past appointment
Manual booking ensures every interaction is captured and scheduled accurately—right alongside AI-booked calls.