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Documentation Index

Fetch the complete documentation index at: https://docs.eolasflow.ai/llms.txt

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Planner calendar view for appointment scheduling The Planner is EolasFlow’s built-in appointment scheduling system. Your AI assistants can check availability, book appointments, and manage cancellations during live phone calls — no external calendar integrations required.

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How It Works

  1. You configure Resources (people, rooms, or equipment) and Business Hours
  2. You enable the Appointment tool on your assistant
  3. During a call, the AI checks real-time availability and books appointments
  4. Appointments appear in the Planner calendar view

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Planner Views

Navigate to Planner in the Workspace section to see your appointment calendar:
  • Month View — Overview of all appointments across the month
  • Week View — Detailed weekly schedule with time slots
  • List View — Chronological list of upcoming appointments
Appointments are color-coded by resource for easy identification.

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Resources

Resources are the people, rooms, or equipment that can be booked through the Planner. When a caller asks to book an appointment, the AI checks which resources are available and assigns one automatically. Navigate to Resources in the Organization section of the sidebar. Resources page showing staff, rooms, scheduling strategy, and custom schedules The Resources page shows:
  • Total resources and how many are active
  • Custom Schedules — resources with their own working hours (overriding global Business Hours)
  • Exceptions — resources with date-specific overrides (e.g., vacation days)
  • Scheduling Strategy dropdown — how the system assigns resources

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Resource Types

TypeExamples
StaffDr. Sarah Collins, Nurse Anna Walsh, Sales Rep John
RoomConsultation Room 1, Meeting Room A
EquipmentUltrasound Machine, Demo Station
AgentTransfer targets for call routing

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Creating a Resource

1

Go to Resources

Navigate to Resources in the Organization section.
2

Click Add Resource

Click Add Resource and enter:
  • Name — A clear identifier (e.g., “Dr. Smith”, “Consultation Room 1”)
  • Type — Staff, Room, Equipment, or Agent
  • Attributes — Key-value pairs for intelligent matching (e.g., specialty: dermatology, capacity: 4)
3

Custom Schedule (Optional)

Override the global Business Hours for this resource. For example, Dr. Smith works Monday–Friday but Nurse Walsh works Tuesday–Saturday.
4

Exceptions (Optional)

Add date-specific overrides — vacation days, training days, or extended hours for a specific date.
5

Save

Save the resource. It’s immediately available for AI booking.
Use attributes to help the AI match caller requests to the right resource. If a caller asks for a “dermatology appointment,” the AI matches to a resource with specialty: dermatology.

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Scheduling Strategies

The strategy determines how the system picks a resource when multiple have open slots. Select from the dropdown at the top of the Resources page.
StrategyHow It WorksBest For
First AvailableAssigns the first resource with an open slotSimple setups, single-resource businesses
Smallest FitFinds the resource with the tightest available windowMaximizing utilization, reducing gaps
Skill MatchMatches based on resource attributes (e.g., specialty)Clinics, salons, specialized services
Round RobinDistributes evenly across resourcesFair distribution, sales teams

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Industry Templates

Click Templates to quickly set up resources for common industries:
TemplateCreates
RestaurantTables with capacity attributes
Sales TeamSales reps with territory attributes
SalonStylists with service specialties
ClinicDoctors with specialty attributes
Templates create a starting set of resources — you can edit, add, or remove them after applying.

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Business Hours

Business Hours define when your AI can book appointments. Navigate to Business Hours in the Organization section of the sidebar to configure your schedule. Business Hours settings — working hours, booking defaults, timezone, and holidays

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Working Hours

Set which days your business is open and the operating times for each day:
  • Each day (Mon–Sun) has an on/off toggle and a time range (e.g., 09:00 AM – 5:00 PM)
  • Use Copy Mon to weekdays to quickly apply Monday’s hours to Tuesday through Friday
  • Disabled days are unavailable for booking — the AI won’t offer those slots
AI assistants will only book appointments during enabled hours. If a caller asks for a Saturday appointment and Saturday is toggled off, the AI will offer the next available day.

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Booking Defaults

SettingDescriptionExample
Buffer Between EventsMinimum gap between consecutive appointments10 min
Default DurationStandard appointment length when not specified30 min

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Timezone

Select your business timezone from the dropdown. All appointment times displayed to callers and in the Planner calendar use this timezone. Supports 25+ timezones worldwide.

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Holidays & Closures

Add dates when your business is closed and the AI should not book appointments:
  • Select a date from the date picker
  • Enter a name (e.g., “Christmas Day”, “Staff Training Day”)
  • Add as many holidays as needed — they override working hours for that specific date

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AI Booking During Calls

When the Appointment tool is enabled on an assistant, it can:
ActionDescription
Check AvailabilityQuery open slots for a date or date range
BookReserve a slot with customer information
View My AppointmentsLook up a caller’s existing bookings (matched by phone number)
CancelCancel an existing appointment (verified by phone number ownership)
The assistant automatically uses request_attributes to match the right resource. For example, a customer asking for a dermatology appointment gets matched to a resource with specialty: dermatology.

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Example Conversation

Customer: "I'd like to book an appointment with a dermatologist for next Tuesday."

AI: "Let me check availability... I have openings at 10:00 AM and 2:30 PM
     next Tuesday with Dr. Smith. Which works better for you?"

Customer: "2:30 PM please."

AI: "You're all set. I've booked you with Dr. Smith at 2:30 PM on Tuesday.
     You'll receive a confirmation. Is there anything else I can help with?"

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Overlap Protection

The system prevents double-booking with database-level constraints. Each resource can only have one confirmed appointment per time slot.

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Best Practices

Set Buffer Time: Add 10-15 minutes between appointments for transitions.
Use Attributes: Add attributes to resources so the AI can match customer requests intelligently.
Test Booking Flow: Make test calls to verify the AI books appointments correctly before going live.

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Next Steps

Configure Assistants

Enable the Appointment tool on your assistant

VoiceFlows

Link the Planner to your VoiceFlows