Calendars & Scheduling Overview

What is the Calendars & Scheduling section?

The Calendars & Scheduling section is where all your appointments live. It connects directly to BiteBot's AI Text Bot and AI Voice Receptionist — so when a lead books through your chatbot or landing page, it shows up here automatically. Your team can also manually book, reschedule, and manage appointments from this view.

To access it, click Patient Flow in the left sidebar, then click Calendars.

The Four Tabs

At the top of the Calendars page you'll see four tabs:

• Calendar View — Your main week/day/month calendar showing all upcoming appointments

• Appointment List View — A table view of all appointments, easier to sort and search

• Calendars — Where you manage your individual calendars (consultation, new patient, etc.)

• Calendar Settings — Where you set availability, booking rules, appointment types, and reminders

Calendar View

This is the default view. It shows all appointments in a standard week grid. Switch between Day, Week, and Month using the dropdown in the top center.

Use the Manage View button on the right to filter by:

• View By Type — Show All, only Appointments, or only Blocked Slots

• Users — Filter by specific team members

• Calendars — Show only specific calendars if you have multiple set up

To create a new appointment manually, click the + New button in the top right.

Appointment List View

Prefer a spreadsheet-style view? Click Appointment List View in the top nav. This shows all appointments in a sortable table with columns for patient name, appointment type, date/time, status, and assigned staff. You can search by name or filter by date range.

Managing Your Calendars

Click the Calendars tab to see all calendars in your account. BiteBot sets up a default New Patient Consultation calendar during onboarding. From here you can:

• Create additional calendars for different services (Implant Consult, Cosmetic Consult, etc.)

• Assign different team members to each calendar

• Get a unique booking link per calendar to embed on your website or use in ads

Calendar Settings

Click Calendar Settings (the gear icon tab) to configure:

• Availability — Set the days and hours when patients can book

• Appointment Duration — How long each slot is (15 min, 30 min, 1 hour, etc.)

• Buffer Time — Add time between appointments so your team can prepare

• Confirmation & Reminder Messages — Automated texts/emails sent before appointments to reduce no-shows

• Booking Form — Customize what info you collect when a patient books (name, phone, insurance, chief concern, etc.)

? Tip: A 24-hour reminder text dramatically reduces no-shows. BiteBot's default reminder sequences handle this automatically — make sure they're turned on.

How Appointments Get Booked Automatically

BiteBot's AI Text Bot qualifies leads and books them directly onto your calendar — no human needed. Here's how it works:

1. A new lead comes in from a Facebook ad or your website

2. The AI Text Bot texts them within 30 seconds and asks qualifying questions

3. If the lead qualifies, the bot offers available time slots from your calendar

4. The patient picks a time and it appears on your calendar automatically

5. Confirmation and reminder texts go out automatically

Your team just shows up and does the consultation — BiteBot handles all the scheduling legwork.

Troubleshooting

• Appointments not showing up? Make sure the calendar connected to your AI Text Bot is the same one you're viewing. Check under Calendar Settings → Connected Calendars.

• Leads can't book? Check that your availability is set correctly and that the calendar isn't fully booked. Also verify your time zone in Calendar Settings.

• Double bookings? Enable the "Check for conflicts" setting in Calendar Settings to prevent overlapping appointments.

Need Help?

Reach out to BiteBot support at support@bitebot.io or use the Need Help? button in the bottom right of your account.