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SMART AI
Minutes.You don’t write dialog trees. Paste a URL, drop in docs, set hours - then tune what you hear in Conversations.
Paste a seed URL. We crawl up to 30, 100, or 500 pages by plan and pull services, pricing, FAQs, bios, and location details into the knowledge base the agent actually searches.
Drop PDFs, Word, CSV - or pull from Google Drive, Dropbox, or OneDrive. Policies and service lists become answers the agent can cite, not files nobody reads.
Add a page, delete stale copy, or re-crawl after a site refresh. Don’t leave last year’s fees in the knowledge base.
OMNICHANNEL
Point AptaBook at your content once. The same agent then handles calls, web chat, WhatsApp, and email - qualifying leads and booking into your calendar without separate tools for each channel.
Understands.It reads open slots from your calendar, offers times, and confirms - staff only jump in when you want them to.
Drop a single line of code onto any page of your website. The branded chat widget appears instantly - styled to match your logo, colours, and tone.
Visitors type in plain language. The AI understands context, asks follow-up questions, and guides them to the right service or appointment - without feeling robotic.
The agent collects the information you need - service type, preferred time, location, contact details - and hands off a qualified lead to your team or books directly.
If a question is outside the agent's knowledge, it doesn't guess. It offers to connect the visitor to a real person, send an email, or schedule a callback.
2 AM.Not scripted. Not keyword-based. A genuine AI conversation that answers questions, qualifies leads, and books appointments - in your brand's voice.
Get a real phone number (US or Canadian) that you can promote on your website, Google Ads, and printed materials. Every call goes to your AI agent.
Embed a "Call Me" button on your site. Visitors enter their number and your AI agent calls them back - ideal for demos, after-hours leads, and campaigns.
Your AI monitors inboxes, replies intelligently to emails, books appointments directly from threads, and flags complex messages for your team.
Every call is logged with a summary your team can review. When needed, the agent escalates gracefully - transfer, callback, or email your staff with full context.
WHATSAPP
WhatsApp chat and voice - same knowledge base as your website and phone agents.
Connect Meta WhatsApp Business. The AI answers questions, qualifies leads, and books appointments in chat - including after hours.
Take AI voice calls over WhatsApp. Ideal for markets where WhatsApp is the default - with natural speech and calendar booking.
The agent pulls live availability from your connected calendars. Busy times from your calendar block the slot. Callers only see times that are still free.
Define which providers handle which services. Routing follows the provider-service maps you set, plus who’s free on the calendar.
After booking, they get a confirmation by email or WhatsApp - whichever you enable. Reminders go out on the schedule you pick so fewer people forget the visit.
Reschedule or cancel in the same chat or call. The calendar updates - no phone tag for a simple time change.
Add each branch with its address, hours, and services. Callers get the site that matches what they asked for - or the closest open option.
They say which location they want. That calendar is checked first; other sites only come up if it’s full.
Set up virtual locations with Google Meet or Zoom. Join links sent automatically.
Define services with durations, prices, and
provider availability.
you already pay forWe don’t ask you to ditch Google or HubSpot. Bookings sync out; webhooks cover weird stacks.
Google Calendar
Outlook / Exchange
Google Meet
Gmail
Microsoft Teams
HubSpot
Zoho CRM
Jobber
Mindbody
Knowledge base (web crawl up to 30, 100, or 500 pages by plan)
Document upload (PDF, DOCX, CSV)
Branded chatbot widget
Dedicated inbound phone number
Natural language understanding
Appointment booking
Real-time calendar sync
Multi-location support
Physical & virtual locations
Service catalog & provider matching
Lead qualification & capture
Email confirmation & reminders
WhatsApp confirmation & reminders
Google Meet / Zoom auto-link
CRM push (Zoho CRM, HubSpot, Jobber, Mindbody)
Slack notifications
Call logging & summaries
Graceful escalation to human
Audit trail & access logging WhatsApp messaging & voice calling Call Me Now callback widget Public booking page Appointment & unfinished-chat automations Outbound webhooks & custom HTTP tools Cloud doc import (Drive, Dropbox, OneDrive)
FAQs
Here’s everything you need to know before getting started.
Contact us and we’ll help you out.
Want a demo call? Use Call Me at the top of the page.
Chat is the site widget. Voice is the phone line. Same knowledge and booking rules. Use one or both.
One seed URL, up to 30, 100, or 500 pages by plan - services, pricing, FAQs, bios, locations. Add PDFs or Word docs when the site is thin.
Yes - street addresses and Meet/Zoom rooms can sit side by side. Join links go out when the booking is virtual.
Google Calendar and Microsoft 365/Outlook for bookings. HubSpot, Zoho, Jobber, and Mindbody (1:1 appointments) on supported plans. Otherwise webhooks or an HTTP tool. Live calendar busy blocks the slot.
Logo, colours, position, tone preset. One snippet. Don’t write a novel for the greeting.
It shouldn’t invent answers. Fallbacks you set: handoff, email, or callback. You configure how fallbacks and escalations work so your team only gets the conversations that need them.
You define which providers offer which services and their availability. The AI routes each booking to the right person based on the customer's choice, your rules, and live calendar availability - no manual triage needed.
Traffic uses TLS; sensitive fields are encrypted at rest. Audit trails cover admin access. US or Canadian residency options exist for teams that need them. AptaBook is HIPAA compliant - email support before you put PHI on a live number so we can confirm your setup. Ask for current SOC 2 report status rather than assuming a public badge equals certification.
Free trial, No credit card required
Sign up in under a minute. Train your AI, deploy it, and start booking-all within your first session.
