The Auto-booking functionality allows Charlie to automatically schedule your qualified leads directly into your selected calendar without requiring any manual intervention from you or your team. Guaranteeing that every qualified lead moves promptly from inquiry to a confirmed meeting on your schedule. This functionality is supported for both, DM and voice setters, and located in the 📄 Booking settings menu.

Prerequisites

• Calendar integration configured (Just the ones that will be integrated):

  • 📄 OnceHub: Calendar

  • 📄 Calendly: Integration

  • 📄 Hubspot: CRM - DM setter integration

  • 📄 GHL: CRM - DM setter integration

Key benefits

• Faster Lead Conversion: Book appointments instantly, striking while the lead's interest is highest, significantly improving your conversion rate.

• Reduced Friction: Provide a smooth, professional experience for your leads, leading to higher engagement and satisfaction.

• Real-time Calendar Sync: Charlie ensures that all scheduled appointments respect your current availability

Specificities

Charlie's Auto Booking confirmation is designed to be simple and direct, using standard closure messages only, avoiding open-ended phrases to prevent unnecessary conversation loops.

Visual explanation

✅ Clear closure & direct

❌ Open ended conversations

• When Autobooking is on that the "CTA Message" is ignored and Charlie will instantly offer available times

• Available times are offered in the lead's timezone 8am to 8pm

• Before offering slots, Charlie ensures he knows the lead's email, phone number, and timezone

• To improve the "Autobooks" function, you can also enable the 📄 Post bookingtoggle, allowing Charlie to reschedule, cancel the booking or answer questions, as requested by the lead.

Configuration

Step 1: Enable autobooking

1. Select the "AI Setter" you're going to enable for autobooking

2. Scroll in the "settings" menu at your right side, and look for the "Booking" option; and click on it to expand.

3. Click on the toggle to activate it

4. Enable/ disable the default timezone, so Charlie will not ask lead for it.

Step 2: Configure your calendar

After the Autobooks setting is on, a series of configurations will be displayed

GHL

If you are using GHL, it will display 3 drop downs

1. Is to select the CRM that will be used for the autobooks

2. You should select the Calendar provider

3. Use the search bar to choose which calendar want to use for auto-booking, narrowing the result of the available calendars.

Hubspot

If you are using Hubspot, it will display the following:

1. Dropdown to select your calendar provider.

2. Select the specific calendar you want to use

3. Define the meeting duration

Oncehub

When you select Oncehub you'll need to configure:

1. Select OnceHub as your calendar provider.

2. Select the calendar you want to use from the options within your CRM

3. Define the meeting location: virtual location in Oncehub or re direct it to a phone call

If the phone number option is selected, the OnceHub configuration should be also enabled (this needs to be configured in OneceHub account)

Step 3: Set-up a "DELAYED" Booking Intent (optional)

Charlie includes functionality that intelligently manages situations where a lead's availability falls outside your calendar's configured booking window. When this occurs, Charlie updates the Booking Intent to "DELAYED", schedules an automatic follow-up to reconnect with the lead at an appropriate time, and includes a LOG in the conversation with the explanation behind. No CTA hunts are triggered until the follow-up message is sent.

If a lead responds before the scheduled message is sent, then Charlie responds with the normal auto books flow.

Example & visual guidance: Delayed

example with an enabled booking window of 2 weeks

Example & visual guidance: re activate normal flow

Lead re-engages with Charlie before the scheduled follow up

Booking Limit Window Configuration

How It Works:

1. You set booking window limits in your calendar platform (HubSpot, OnceHub, GHL, Calendly)

2. Charlie automatically detects these limits via integration

3. When lead availability exceeds limits, Charlie triggers Delayed logic

4. No additional Charlie-side configuration needed—it responds to your calendar settings

Hubspot

To include a Booking window option, you need to edit "additional settings" of the "Scheduling" option, in here you can find availability windows & notice settings

🔗 Their documentation shows how to set up booking window limits (how far ahead contacts can book) 

Oncehub

Go to the Time slot & timeframe rules section to configure when slots are offered, plus time frame limits:
🔗Timeframe rules [Classic] | OnceHub (OnceHub)

OnceHub’s documentation shows the section where you control how booking windows behave (time slots, timeframe rules). You’ll find settings for limiting the booking window here.

GHL

You can configure availability via calendar settings inside the app; typical support pages focus on calendar integration and availability (e.g., syncing calendars and setting meeting preferences).

🔗 Calendar & booking configuration

In GHL itself you’ll find booking window-like configuration under: availability → Date range

Calendly

Availability & scheduling window settings including date ranges & minimum notice / booking windows:
🔗 Booking date range