# How to set up a booking chatbot

> Set up a booking chatbot with calendar integration, availability checks, confirmed records, cancellations and agent handoff, then test critical cases.

_Onur Candan — Kurucu & CEO · 2026-07-02 · https://palmate.ai/blog/how-to-set-up-booking-chatbot_

A booking chatbot can collect dates and party details and show available options. Turning a conversation into a booking, however, requires a connection to the calendar or reservation system. The key is to check current availability and never confirm a booking before its record exists. Include cancellations, changes and human handoff in the same design.

## Key Takeaways
- Read availability from the current reservation system.
- Confirm bookings only after the underlying record is verified.
- Test cancellations, changes and duplicate requests.

## Define the scope and source of information
Rooms, tables, appointments and events need different fields. Start with one service. Define dates, time zones, party size, duration and necessary contact details. Document where prices, capacity, cancellation conditions and availability are maintained.

## Check availability in the live system
Establish an authorised connection to the calendar or booking system. Review the [integration options](/integrations) and confirm reading and booking-creation capabilities separately. A slot shown as free in an old spreadsheet may already be taken. If the source does not respond, send the request to the team instead of confirming it.

## Turn a choice into a confirmed booking

- Clarify the date, party size and service.
- Show available options and applicable conditions.
- Obtain the customer’s choice and required confirmation.
- Create the record and check the system response.
- If successful, share the booking reference and next step.
Protect against simultaneous requests for the same slot and duplicate records caused by repeated messages. If payment is required, explain whether the reservation is provisional or confirmed.

## Include changes and cancellations
Match the existing record to the correct customer. Before a change, show the new availability and any price difference. Follow your system’s rules for replacing or cancelling a booking; a failed operation should not leave the customer without their original reservation.

## Test before launch
Try unavailable slots, different time zones, missing contact details, connection failures, repeated requests and cancellations. Measure correctly created bookings and records needing correction, not just conversation volume. Keep human help accessible for unclear requests.

## Evaluate your own workflow
Explore [Palmate customer support](/ai-customer-support). [Request a demo](/contact) to review the flow with your own systems and customer requests.

## Frequently Asked Questions

### Can I take bookings without a calendar connection?
You can collect requests, but current availability and confirmed reservations require verification by the relevant system.

### What should I prepare first?
Prepare services, the availability source, required fields, cancellation conditions and handoff rules.

### Can every booking be completed automatically?
Only actions supported by the integration and rules can be completed. Special requests and system errors should reach the team.