A skill of the Autonomous Sales System
AI Office Manager for Calendar & Appointment Scheduling - with Built-in CRM
The WhaleBiz system schedules, edits and cancels appointments directly with your customers, 24/7 - like an always-available personal assistant.
What Your Digital Office Manager Can Do
Smart Appointment Scheduling & Management
The digital office manager connects to your calendar (Google Calendar, Outlook), checks real-time availability, and offers customers available time slots. Confirmations are sent automatically to both parties.
Administrative Q&A
Answers 24/7 on questions like business hours, address, directions, contact details, and routes to the right department when needed.
Pre-Meeting Information Collection
Before scheduling a meeting, our digital office manager can ask a few preliminary questions to understand the purpose of the inquiry, and passes the information directly to you before the meeting.
Managing & Modifying Existing Appointments
Customers can request to change or cancel an existing appointment directly through chat. Our AI agent will update the calendar and send a change confirmation.
Full Business Customization
Define meeting types, their duration, and scheduling rules (e.g., no appointments less than 24 hours in advance).
Send Files & Media Before the Meeting
Right after booking, the agent can automatically send a pre-meeting preparation file, directions with a photo, pre-fill forms, an explanation video about the treatment - everything to help the customer arrive prepared.
Two-way calendar sync
The agent does not only write to the calendar, it reads from it. Block yourself a meeting or a break directly in Google Calendar and the agent sees that time as taken and stops offering it. There is also a privacy mode in which only busy or free crosses over, never the contents of a meeting, and support for several calendars at once for several people.
Voice Message Support
Our office manager also handles voice messages (recordings) - it understands and processes voice messages customers send, and can schedule or cancel appointments directly from the recording.
Works in Any Language - Automatically
The office manager detects the customer's language and responds in it automatically - Hebrew, Russian, English, Arabic, and more. No setup needed; the customer writes in their language, the agent understands and replies.
Who Is This Service Best For?
Clinics, beauty studios, and hair salons managing a busy appointment calendar.
Consultants, lawyers, and accountants who schedule many advisory meetings.
B2B companies looking to streamline the demo scheduling process with potential clients.
Any business that wants to save precious time on phone coordination and back-and-forth emails.
Questions about the AI office manager
Does the AI office manager see what is in the meetings on my calendar?
It does not have to. You can connect the calendar in privacy mode, where the agent sees only whether a slot is busy or free, without titles or meeting details. It never offers time you blocked, and it does not know what is in it.
Can I stop customers from booking at the last minute?
Yes. You set scheduling rules, for example no bookings less than 24 hours ahead, and a different length for each meeting type. The agent offers only slots that meet those rules.
What does the AI office manager ask before booking a meeting?
Whatever you define: the reason for the enquiry, the service wanted, details you will need for the meeting. The answers are saved on the customer card in the CRM, so you arrive at the meeting already knowing what it is about.
On which plan can the AI office manager book into a calendar?
Calendar booking starts on the Standard plan. On Start the agent answers questions and collects details but does not book into a calendar. How many calendars you can connect on each plan is on the pricing page.
Can the agent send the customer something after the meeting is booked?
Yes. Right after booking it can send a preparation file, directions with a photo, a form to fill in beforehand or an explainer video, so the customer arrives prepared.