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Appointment booking by phone
The appointment is booked during the call, straight into your calendar.
Cantya reads your real availability in Google Calendar or Outlook, offers the caller time slots and records the appointment with the reason and contact details.
- Hosted in the EU
- GDPR compliant
- 6 languages
- 24/7
Mr DuboisCustomer · appointment to moveLive00:37
Hello, I have an appointment on Thursday at 10 am, but I won’t be able to make it after all.
No problem. I can offer you Friday at 11 am or Monday at 9 am.
Monday at 9 would be perfect.
Done: your appointment is now Monday at 9 am, and the Thursday slot is free again.
Call reportAppointment moved
- Monday 9 am in Outlook
- Thursday slot freed up
- Reason kept in the event
Sent to
Rooted in Nouvelle-Aquitaine
They trust Cantya
The question you are asking
What is appointment booking by phone?
Appointment booking by phone means setting a time slot with the person calling, during the call itself. It requires up-to-date availability, applying the business’s rules (durations, appointment types, notice periods) and noting what will be needed on the day: the reason for the appointment and the contact details.
In many teams, this work happens in two stages. Someone notes the request, calls back later to suggest a date, reaches a voicemail and tries again the next day. In the meantime the calendar has moved on, and the slot mentioned no longer exists.
Cantya does it all in one go. It checks the availability in your calendar during the call, offers only free slots that respect your rules, then writes the appointment into it. Your team sees it appear like any other event, with the reason and the caller’s number.
In practice
How it gets set up
- 01
You connect your booking calendar
Google Calendar, Outlook or the calendar built into Cantya. It reads the busy periods there and writes in the appointments it books.
- 02
You set the booking rules
The length of each appointment type, the time to leave afterwards, the minimum notice before a slot, the days you are closed. These rules apply to every call, without exception.
- 03
Cantya offers free slots
It starts from the need expressed, picks the appointment type that fits, then offers times that are genuinely available. If none suits, it looks for others.
- 04
The appointment appears in the calendar
With the reason, the caller’s name and number. The summary and transcript of the call remain available in your dashboard.
Connectors
What lands in your tools, call after call.
For this scenario, here is where Cantya files what it did. The other connectors plug in the same way, in two clicks from your workspace.
- OutlookThe appointment is added to the Outlook calendar.01
- Google CalendarThe appointment goes into the calendar, with its reason.02
- GmailThe call report reaches the team by email.03
All connectors
Before and after
What changes against a calendar kept by hand
| A calendar kept by hand | Cantya | |
|---|---|---|
| The slot offered | The one someone believes is free, from memory | A free slot in your calendar |
| A request at 8 pm | Noted to be called back the next day | The appointment is booked within the minute |
| Durations by appointment type | Respected depending on who answers | The same on every booking |
| An appointment to move | A call-back, then an exchange of messages | Moved during the call, to a free slot |
| The details in the event | A name in the box, sometimes a number | The reason and the caller’s contact details |
| Two bookings at the same time | A double booking discovered on the day | Never beyond the capacity set for that type |
They use it every day
What our customers say about it.
« J’ai mis Cantya en place pour gérer le SAV de ma boutique et franchement, ça m’enlève une bonne charge. Je m’y retrouve beaucoup mieux dans les demandes clients et je passe moins de temps dessus. » « On utilise Cantya pour prendre le relais sur nos appels quand on est déjà en intervention ou qu’on ne peut pas décrocher. C’est vraiment pratique, on évite de perdre des appels et nos clients ont toujours une réponse. Ça nous soulage beaucoup au quotidien. » « Nous utilisons ce service pour la relance de nos impayés et nous en somme très satisfaits. Un vrai gain de temps au quotidien, avec des retours positifs et une gestion beaucoup plus efficace. » « Je suis ravie de l’usage Canthya qui me permet de proposer un service conseil adapté à nos client architectes. Je conseille l’outil !! » « Très bonne expérience avec Cantya ! Service pratique, efficace et simple à utiliser. L’équipe est professionnelle, réactive et à l’écoute. Je recommande sans hésiter ! » GDPR compliant. On every exchange.
Read the privacy policy- Hosted in the European UnionData encrypted in transit and at rest.
- The AI identifies itselfIn the first sentence, on inbound and outbound calls alike, as the EU AI Act requires.
- Immediate opt-out“Don’t call me again” goes straight onto a list shared by all your campaigns.
- Every exchange loggedTranscript, outcome and follow-up: who, when, what.
Legal calling hours : Outbound calls Monday to Friday, 10 am to 1 pm and 2 pm to 8 pm. · Supervised subprocessors : Processing outside the EU is covered by the European Commission’s standard contractual clauses.
Pricing
Your AI agent from 24 € a month
Live chat is free for life: your team answers. With the AI chatbot, Cantya answers for you 24/7, and you add the AI voice agent or AI WhatsApp whenever you like. No commitment.
Essentiel
To get started gently.
2 months free
24 €excl. VAT / mo
288 € excl. VAT billed once a year
400 credits is about:
- ≈ 400 written conversations
- ≈ 100 text messages
Everything in Free, plus:
- AI chatbot
Optional
The AI answers for you, and you can take over whenever you like.
Pro
For a busy business.
2 months free
65 €excl. VAT / mo
780 € excl. VAT billed once a year
1,250 credits is about:
- ≈ 1,250 written conversations
- ≈ 313 text messages
Everything in Essentiel, plus:
- AI chatbot
Optional
The AI answers for you, and you can take over whenever you like.
Premium
For a high volume of conversations.
2 months free
149 €excl. VAT / mo
1 788 € excl. VAT billed once a year
3,200 credits is about:
- ≈ 3,200 written conversations
- ≈ 800 text messages
Everything in Pro, plus:
- AI chatbot
Optional
The AI answers for you, and you can take over whenever you like.
Credits are shared according to your use, between calls and written messages. Never cut off: the AI voice agent always picks up, and the AI chatbot switches back to Live chat once the credits are used up.
Frequently asked questions
Everything you need to know.
Another question?Our team will answer, with your use cases in front of them.Talk to the team
How does Cantya know a slot is free?
It reads the availability in your calendar. An appointment added that same morning by a colleague is taken into account, provided it is in the connected calendar.
Can a customer cancel or move their appointment by phone?
Yes. Cantya finds the appointment, cancels it or offers another free slot, and the calendar is updated during the call. The freed slot becomes available again for the next caller.
Can durations differ according to the reason?
Yes. A first appointment can last an hour and a follow-up twenty minutes: you assign a duration to each type, and Cantya chooses the type from what the caller describes. If in doubt, it asks.
Can several people be booked into the same slot?
Yes, if you allow for it. Each appointment type has its own capacity: a workshop can take six people at the same time, a consultation only one. Cantya offers the slot only while places remain.
See also
Other solutions
Your industry
The next call gets answered.
Show us your calls and we will show you what Cantya would do with them, or try it yourself in a minute.