Every call becomes an appointment.
Straight into your calendar.
fonea checks your availability in real time, books appointments in Google Calendar, Microsoft 365, Apple Calendar, or Cal.com, prevents double bookings, and sends automatic confirmations by email or SMS — while you focus on patients, workpieces, or clients.
What is automatic appointment booking with fonea?
fonea is an AI phone assistant that takes incoming calls, checks available slots in your calendar, proposes matching time windows, books the appointment directly, and automatically sends a confirmation plus reminder to your customer — multilingual, 24/7, and FADP-compliant.
Why appointments dominate call traffic
Appointment booking eats up your day
Phone ping-pong instead of confirmed bookings
Without calendar access at reception, every appointment request ends in a callback. It takes two to three calls for customer and staff to agree — per appointment.
2–3 calls per appointment booking
Double bookings and gaps
When multiple people book in parallel — reception, assistants, case handlers — double bookings happen. Awkward at a medical practice, expensive for a tradesperson who drives in for nothing.
Missed calls after hours
About 40 percent of all appointment requests come in after 6 pm, on weekends, or during lunch. These calls land in voicemail — or with your competitor.
Source: fonea analysis Swiss SMB, 2025
What changes
How fonea books appointments reliably
Real-time calendar check
fonea knows who is free when — single calendar or team — and only offers available slots. No double bookings, no callback games.
Confirmations and reminders, automatic
After the call, the customer receives a confirmation by email or SMS. 24 hours before the appointment, fonea sends a reminder — your no-show rate drops noticeably.
Booked 24/7 — including Sundays
The flu call on Saturday evening, the tradesperson request after hours, the salon booking at 7 am: fonea books when your reception is long off duty.
Set up in 30 minutes
How we connect fonea to your calendar
Calendar integration
We connect fonea to your calendar — Google Calendar, Microsoft 365, Apple Calendar, or Cal.com. Team calendars with multiple staff members are standard.
Define appointment types
We capture your typical appointment types (first consultation 30 min, check-up 20 min, on-site visit 60 min), buffers, and opening hours.
Set up confirmations
Email and SMS templates in German, French, and Italian. Reminders, cancellation links, directions — all automatic.
Test calls and go-live
Joint test calls, fine-tuning, then call forwarding. You always keep full control — rules and time windows are yours to adjust.
Typical appointment calls
How fonea books appointments in practice
Doctor appointment for flu symptoms
Acute case, fast triage between doctors, immediate booking with SMS confirmation — no medical assistant needs to pick up the phone.
On-site tradesperson visit for a kitchen remodel
On-site appointment with travel buffer, address capture for routing, automatic calendar invite for the fitter.
Salon appointment for colouring and cut
Staff-specific booking, automatic time calculation by service, SMS reminder 24 hours before the appointment.
Punctuality is Swiss culture
Why fonea fits Swiss appointment culture
Punctuality via reminders
SMS reminders 24 hours before the appointment noticeably reduce no-shows. For service providers with tight schedules — practices, law firms, salons — that is pure gold.
All common calendars
Google Calendar, Microsoft 365 / Outlook, Apple Calendar (iCloud), Cal.com, and many industry solutions. Multi-calendar setups with several staff members are standard.
Cancellations and reschedules without a call
Confirmation emails include a link so customers can cancel or reschedule themselves. That relieves your team — and frees the slot for rebooking immediately.
Data hosted in Switzerland
All persistent customer data (names, contact details, appointment data) is hosted with our Swiss partner Supabase. FADP- and GDPR-compliant.
Precios
Precios transparentes
Incluido
- 120 minutos de conversación IA incluidos
- DE, FR, IT, EN, ES + alemán suizo
- Integración con calendario y reserva de citas
- Contestador IA 24/7
- IA interactiva para atención al cliente
- Notificaciones por email y SMS
- Cancela cuando quieras, sin permanencia
Incluido
- 500 minutos de conversación IA
- 3 llamadas simultáneas
- 3 números de teléfono
- Asistentes ilimitados
- Usuarios ilimitados
Funciones
- Todo de Basic
- Llamadas salientes
Incluido
- Desde 2.000 minutos
- Llamadas simultáneas a medida
- Números a medida
- Asistentes ilimitados
- Usuarios ilimitados
Funciones
- Todo de Professional
- Voz personalizada
- Zero Data Retention
- SLA a medida
Frequently asked
What you should know about booking with fonea
Which calendar systems are supported?
fonea integrates directly with Google Calendar, Microsoft 365 / Outlook, Apple Calendar (iCloud), and Cal.com. For industry-specific systems (e.g. Vitomed, Elexis, Dr. Medware, Aeskulap, salon software), API or iCal bridging is usually available. We clarify your specific system during onboarding.
How does fonea prevent double bookings?
Before every proposal, fonea performs a real-time lookup in your calendar and respects existing appointments, buffers, and blocked times. The appointment is written immediately — if a manual entry sneaks in within milliseconds, fonea falls back to the next free slot.
What happens when customers cancel or reschedule?
Every confirmation email and SMS contains an individual link to cancel or reschedule. When the customer uses this link, the appointment is removed from your calendar automatically — and the slot becomes available again.
Do customers get automatic reminders?
Yes. You decide when and how reminders go out: 24 hours ahead by SMS, two hours ahead by email, both, or individually per appointment type. In practice, a 24-hour SMS noticeably reduces no-shows.
Can fonea manage appointments for multiple staff members?
Yes. fonea sees the availabilities of all connected staff calendars in parallel. If the customer has no preference, fonea offers the first matching slot. If they request a specific person, fonea books exclusively in that person's calendar.
In which languages are confirmation emails and SMS sent?
In the language of the call — German, French, Italian, English, or Spanish. We adapt the templates to your tone of voice during onboarding.
Can I define blocked times and breaks?
Yes. You define opening hours, lunch breaks, internal meetings, holidays, and emergency-only windows. fonea never offers slots outside these times.
What if no slot fits the caller?
fonea proposes up to three alternative times. If nothing fits, fonea captures name, callback number, and preferred window and creates a task for your team — including the transcript so you can call back informed.
Further reading
Terminvereinbarung per KI-Telefon: So klappt es
KI-Telefonassistent bucht Termine automatisch: 8-Schritte-Ablauf, Kalenderintegration, SMS-Bestätigung und No-Show-Reduktion für Schweizer KMU.
Arztpraxis: Team entlasten, DSG einhalten
KI-Telefonassistent entlastet MPAs in Schweizer Arztpraxen bei 60-100 Anrufen pro Tag. Praxisbeispiel, DSG-Compliance und Einrichtung in 5 Schritten.
Coiffeur & Kosmetik: Leere Stühle vermeiden
KI-Telefonassistent für Coiffeursalons und Kosmetikstudios: Termine automatisch buchen, No-Shows reduzieren, Umsatz steigern. Mit CHF-Zahlen.
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