HiloVoice
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All topics
  1. Getting started
    1. Create your account
    2. Get started with the guided welcome
    3. Invite your team
    4. Keep your number and forward it to your agent
    5. Set up your first agent
    6. A tour of HiloVoice
    7. Get help
  2. Concepts
    1. What HiloVoice does
    2. The five kinds of agent
    3. Phone numbers and caller ID
    4. Campaigns and recipients
    5. Calls, leads and contacts
    6. Roles and permissions
  3. Building an agent
    1. How the builder works
    2. Describe the business
    3. Name the agent and give it a purpose
    4. Set your opening hours
    5. Handle each kind of caller
    6. Choose what the agent asks
    7. Give the agent answers
    8. Shape how a call sounds
    9. Give a Receptionist its number
    10. Write an outbound agent's opening
    11. Set a follow-up's goal
    12. Set when an outbound agent may call
    13. Give an outbound agent a caller ID
    14. Turn callers into leads
    15. Book appointments on a call
    16. Hand calls to a person
    17. Turn away callers you can't help
    18. Let the agent check your records
    19. Send messages after a call
    20. Review and go live
    21. Start a new agent from one you have
    22. Pause, archive or delete an agent
    23. Call new leads within seconds
  4. Agent playbooks
    1. Set up a receptionist for a clinic
    2. Confirm tomorrow's appointments
    3. Check the details you hold
    4. Ask for feedback after a visit
    5. Follow up on open quotes
  5. Testing and going live
    1. Test an agent with Try it
    2. Put a Receptionist on the web
    3. Check an agent before real calls reach it
    4. Your responsibilities on calls
  6. Campaigns
    1. How a campaign runs
    2. Create a campaign
    3. Import a campaign's recipients
    4. Set a campaign's calling hours and retries
    5. Monitor a running campaign
    6. Work the Needs a person queue
    7. Call a recipient again
    8. Read a follow-up's progress
  7. Day-to-day operations
    1. The Usage page
    2. Review your calls
    3. Follow up your leads
    4. Keep your contacts up to date
    5. Set up transfer destinations
    6. Put callers straight through to a person
    7. Block a number
    8. Keep up with notifications
  8. Integrations
    1. What you can connect
    2. Connect your own Twilio account
    3. Connect your calendar
    4. Send email from your own address
    5. Connect HubSpot
    6. Connect Salesforce
    7. Connect Slack
    8. Connect Zapier
    9. Send leads to your own system
    10. Add a lookup source
  9. Administration
    1. Change your organization's settings
    2. Manage members and roles
    3. Manage your phone numbers
    4. Plans, minutes and limits
    5. Make and revoke API keys
    6. Check who did what in the activity log
    7. Manage your own account
    8. Join the HiloVoice affiliate program
  10. Reference
    1. Glossary
    2. Campaign statuses
    3. Recipient statuses
    4. Follow-up dispositions
    5. Call statuses and outcomes
    6. Agent builder fields
    7. CSV columns
    8. Error messages
    9. Frequently asked questions

Book appointments on a call

For BuildersChecked against the app on October 1, 2026

On the Appointment Booking step, under Optional, you give the agent an appointment to book. From a connected calendar it finds open times, offers up to three at a go, takes a name and email, and books: the same booking your page makes, confirmation email and all. Any other booking page it offers, and can text or email to the person. Every kind of agent has this step.

Before you start

  • You're an Owner, Admin or Builder.
  • To book on the call, connect your calendar under Settings → Integrations first: Calendly, Cal.com, Acuity Scheduling, HubSpot, Square Appointments, YouCanBookMe or Google Calendar. An Appointlet page books on the call with nothing to connect. Any other page is offered as a link.
  • A Google Calendar appointment is booked in the agent's hours unless it has its own. Those are the hours on Hours of Operation, or on an outbound agent's Calling Hours.

Steps

  1. Open the agent. In the step rail, open Optional and click Appointment Booking.

  2. Switch on Book appointments. Off, the agent says someone will follow up about an appointment.

  3. Under Booking link, paste your booking page's link and click Use this link. HiloVoice checks it and shows the appointment's name, length and place, then books on the call or link only. With a calendar connected, you can instead click the calendar icon in the box (Choose from your calendars) and pick one.

    Appointment Booking with a Calendly page checked: a new patient visit, an hour, in person, booked on the call; then Book on the call, Send the link by text and by email, and new and existing patients ticked under Who can book.

  4. When Book on the call is offered, it lets the agent book, move and cancel appointments in the conversation; every booking needs the caller's email for its confirmation. Off, the agent only offers the link and never states a time.

  5. Under Send the link, choose By text, By email or both: how the agent sends the link to someone who'd rather book themselves, or when the appointment is a page it can't book.

  6. Under Who can book, tick the kinds of caller the agent books for. Nothing ticked means anyone; with some ticked, it takes a message for anyone else who asks. The kinds come from Caller Handling; an agent that doesn't sort its callers shows Anyone.

  7. Click When they can book beside a kind, or beside Anyone, to narrow it: Only if… an answer, Only for certain services…, Only if they qualify…, or A different appointment… for that kind alone (Same as everyone undoes it). Click Done.

Someone a rule leaves out is told the agent can't book that for them and someone will call back.

Book a different appointment by answer

Under Another appointment when…, click Add one to book something else when the caller's answers match: a telehealth session for anyone who asks for one, say. Choose the answers under Book it when all of these are true, paste the Appointment's own link and click Use this link, then click Done. The agent checks times for that appointment and books it instead; the first that matches wins.

A Google Calendar appointment

Google Calendar holds only events, so the appointment's rules are set here. Pick the calendar from Choose from your calendars and the Google Calendar appointment drawer opens; Settings on the appointment opens it again.

  • Calendar, Name (what the agent calls it; the event reads "Consultation with Jane Smith"), Length and Where: a Google Meet video call, in person, or by phone either way.
  • When it can be booked: Opening hours uses the agent's hours; Its own hours sets hours for this appointment alone.
  • More settings: Gap either side, Notice (how soon the earliest time can be), Book up to (how far ahead), Also keep clear of (other calendars whose events block a time) and an optional Booking page for someone who'd rather book themselves.

Next open times shows what callers would be offered with these settings.

What happens next

  • Changes reach callers when you publish on Review & Go Live.
  • The agent never states a time or confirms a booking the calendar hasn't returned. If the calendar can't be reached, it takes the person's details for someone to confirm.
  • A booking made on a call shows on that call's Information collected tab on Calls.
  • Each time you open the step, HiloVoice checks the link with its calendar again, so a page switched off since shows as such.

If it does not work

You seeWhyWhat to do
Paste the full booking link, starting with https://.What's in the box isn't a whole web addressCopy the full link from your booking page.
Connect <calendar> to use this link.The page can be booked on the call, and that calendar isn't connectedClick Connect <calendar> →, connect it, then click Use this link.
That link is not one of the event types on the connected <calendar> account. Check the link, or connect the account it belongs to.The link belongs to a different accountUse a link from the connected account, or connect the one it belongs to.
Booking on the call isn't available on this <calendar> account (<plan> plan); the agent will offer the link instead.That calendar account's plan doesn't allow itNothing breaks: the agent offers the link. To book on the call, the account needs a plan that allows it.
Google Calendar isn't connected, so the agent takes the caller's details instead.The Google Calendar connection is missing or was removedClick Connect it →.
No opening hours are set, so no time is open. Set them on the Hours of Operation step, or give this appointment its own. (Calling Hours step, on an agent that places calls.) On Review & Go Live: A Google Calendar appointment is booked in your opening hours, and none are set — set them, or give the appointment hours of its own.A Google Calendar appointment uses Opening hours, and the agent has noneSet hours on Hours of Operation (or Calling Hours), or choose Its own hours.
On Review & Go Live: Appointments are switched on but no booking link has been checked yet.Book appointments is on with no appointmentPaste a link and click Use this link, or switch Book appointments off.
Add one is greyed out, with Needs a question with fixed answers, such as in person or telehealth.Another appointment when… reads an answer, and no question has fixed answersAdd a yes/no or fixed-options question first.