Voice AI Bot Integration

Integrate meetergo with voice AI platforms like Vapi, Retell, or custom voice bots to enable phone-based appointment booking.

Overview

A voice AI bot can use meetergo’s API to:

Check available time slots in real-time
Book appointments without requiring an email address
Provide instant confirmation to callers

Prerequisites

meetergo account with API access enabled
API key from my.meetergo.com/admin/api-keys
A meeting type created in your meetergo dashboard

Setup

1. Get Your Meeting Type ID

Go to your meetergo dashboard
Navigate to Meeting Types
Click on the meeting type you want to use for voice bookings
Copy the ID from the URL: https://my.meetergo.com/meeting-types/{meetingTypeId}/edit

2. Enable Phone-Only Bookings

By default, bookings require an attendee email. For voice bots, enable phone-only bookings. Option A — Dashboard UI:

Open the meeting type in your dashboard
Go to Advanced → Core Booking Settings
Toggle on Allow phone-only booking
Save

Option B — API:

curl -X PATCH "https://api.meetergo.com/v4/meeting-type/{meetingTypeId}" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "x-meetergo-api-user-id: YOUR_USER_ID" \
  -H "Content-Type: application/json" \
  -d '{
    "meetingOptions": {
      "allowPhoneOnlyBooking": true
    }
  }'

With allowPhoneOnlyBooking enabled, you can create bookings using just the caller’s phone number—no email required. Email bookings via the standard booking page continue to work on the same meeting type.

3. Set Up SMS Confirmation (Optional)

Since phone-only bookings have no email address, email confirmations are automatically skipped. To send an SMS confirmation to the caller instead, set up a Workflow:

Open the meeting type → Workflows
Create a workflow with trigger Booking Confirmation
Set the action to Send SMS to attendee
Customize the message content per language
Save

The workflow fires for all bookings on this meeting type. Callers who book via voice bot receive the SMS; web bookers receive the standard email — the same meeting type handles both.

4. Get Your User ID

Retrieve your user ID for API requests:

curl -X GET "https://api.meetergo.com/v4/user/me" \
  -H "Authorization: Bearer YOUR_API_KEY"

API Endpoints for Voice Bots

Your voice AI needs two main API calls as LLM tools:

1. Get Available Time Slots

Fetch available booking windows for the meeting type:

curl -X GET "https://api.meetergo.com/v4/booking-availability?meetingTypeId={meetingTypeId}&start=2024-01-15&end=2024-01-22" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "x-meetergo-api-user-id: YOUR_USER_ID"

Response:

{
  "timezone": "Europe/Berlin",
  "timeframes": [
    { "start": "2024-01-15T08:00:00.000Z", "end": "2024-01-15T16:00:00.000Z" }
  ],
  "dates": [
    {
      "date": "2024-01-15",
      "spots": [
        { "startTime": "2024-01-15T14:00:00.000+01:00" },
        { "startTime": "2024-01-15T14:30:00.000+01:00" }
      ]
    },
    {
      "date": "2024-01-16",
      "spots": [
        { "startTime": "2024-01-16T10:00:00.000+01:00" },
        { "startTime": "2024-01-16T10:30:00.000+01:00" }
      ]
    }
  ],
  "earliestAvailableDate": "2024-01-15"
}

2. Book an Appointment

Create a booking with the caller’s information:

curl -X POST "https://api.meetergo.com/v4/booking" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "x-meetergo-api-user-id: YOUR_USER_ID" \
  -H "Content-Type: application/json" \
  -d '{
    "meetingTypeId": "{meetingTypeId}",
    "start": "2024-01-16T10:00:00Z",
    "phoneOnlyBooking": true,
    "icsDescription": "Call summary: Customer wants to discuss enterprise pricing.",
    "attendee": {
      "fullname": "John Doe",
      "phone": "+4915123456789",
      "notes": {
        "utm_source": "voice_bot"
      }
    }
  }'

You can use icsDescription to pass a conversation summary into the calendar invite, and notes to pass UTM parameters for CRM tracking. See Create Booking for all available fields.

Both conditions must be met for phone-only booking: phoneOnlyBooking: true in the request body AND allowPhoneOnlyBooking enabled on the meeting type. When both are set, you can omit the email field and only provide the phone number.

Response:

{
  "appointmentId": "booking-uuid",
  "secret": "secret-token-xyz"
}

LLM Tool Definitions

Configure these tools in your voice AI platform:

Tool 1: Check Availability

{
  "name": "check_availability",
  "description": "Check available appointment times for the next 7 days",
  "parameters": {
    "type": "object",
    "properties": {
      "startDate": {
        "type": "string",
        "description": "Start date in YYYY-MM-DD format"
      },
      "endDate": {
        "type": "string",
        "description": "End date in YYYY-MM-DD format"
      }
    },
    "required": ["startDate", "endDate"]
  }
}

Tool 2: Book Appointment

{
  "name": "book_appointment",
  "description": "Book an appointment at a specific time",
  "parameters": {
    "type": "object",
    "properties": {
      "startTime": {
        "type": "string",
        "description": "Appointment start time in ISO 8601 format"
      },
      "callerName": {
        "type": "string",
        "description": "Full name of the caller"
      },
      "callerPhone": {
        "type": "string",
        "description": "Phone number of the caller"
      }
    },
    "required": ["startTime", "callerName", "callerPhone"]
  }
}

Example Implementation

Here’s a Node.js implementation for handling voice bot requests:

const express = require('express');
const app = express();
app.use(express.json());

const MEETERGO_API_KEY = process.env.MEETERGO_API_KEY;
const MEETERGO_USER_ID = process.env.MEETERGO_USER_ID;
const MEETING_TYPE_ID = process.env.MEETING_TYPE_ID;

const headers = {
  'Authorization': `Bearer ${MEETERGO_API_KEY}`,
  'x-meetergo-api-user-id': MEETERGO_USER_ID,
  'Content-Type': 'application/json'
};

// Tool: Check availability
app.post('/tools/check-availability', async (req, res) => {
  const { startDate, endDate } = req.body;

  const response = await fetch(
    `https://api.meetergo.com/v4/booking-availability?` + new URLSearchParams({
      meetingTypeId: MEETING_TYPE_ID,
      start: startDate,
      end: endDate
    }),
    { headers }
  );

  const data = await response.json();

  // Format slots for voice output
  const allSlots = data.dates.flatMap(d => d.spots);
  const formattedSlots = allSlots.map(slot => {
    const date = new Date(slot.startTime);
    return {
      iso: slot.startTime,
      readable: date.toLocaleString('en-US', {
        weekday: 'long',
        month: 'long',
        day: 'numeric',
        hour: 'numeric',
        minute: '2-digit'
      })
    };
  });

  res.json({ availableSlots: formattedSlots });
});

// Tool: Book appointment
app.post('/tools/book-appointment', async (req, res) => {
  const { startTime, callerName, callerPhone } = req.body;

  const response = await fetch('https://api.meetergo.com/v4/booking', {
    method: 'POST',
    headers,
    body: JSON.stringify({
      meetingTypeId: MEETING_TYPE_ID,
      start: startTime,
      phoneOnlyBooking: true,
      attendee: {
        fullname: callerName,
        phone: callerPhone
      }
    })
  });

  if (!response.ok) {
    const error = await response.json();
    return res.status(400).json({
      success: false,
      message: 'Failed to book appointment',
      error
    });
  }

  const booking = await response.json();

  res.json({
    success: true,
    message: `Appointment confirmed`,
    bookingId: booking.appointmentId
  });
});

app.listen(3000);

Voice AI Platform Integration

Vapi

Add these as custom tools in your Vapi assistant:

// vapi-tools.js
export const tools = [
  {
    type: "function",
    function: {
      name: "checkAvailability",
      description: "Check available appointment slots",
      parameters: {
        type: "object",
        properties: {
          startDate: { type: "string" },
          endDate: { type: "string" }
        }
      }
    },
    server: {
      url: "https://your-server.com/tools/check-availability"
    }
  },
  {
    type: "function",
    function: {
      name: "bookAppointment",
      description: "Book an appointment",
      parameters: {
        type: "object",
        properties: {
          startTime: { type: "string" },
          callerName: { type: "string" },
          callerPhone: { type: "string" }
        }
      }
    },
    server: {
      url: "https://your-server.com/tools/book-appointment"
    }
  }
];

Retell AI

Configure the tools in your Retell dashboard or via API:

const retellTools = [
  {
    name: "check_availability",
    description: "Get available appointment times",
    url: "https://your-server.com/tools/check-availability",
    speak_during_execution: true,
    speak_after_execution: false
  },
  {
    name: "book_appointment",
    description: "Book an appointment for the caller",
    url: "https://your-server.com/tools/book-appointment",
    speak_during_execution: true,
    speak_after_execution: true
  }
];

Best Practices

Enable phone-only booking - Callers shouldn’t need to provide an email

Format times for speech - Convert ISO dates to natural language (“Tuesday at 2pm”)

Limit date range - Query 7-14 days ahead to keep responses manageable

Handle timezone - Use the caller’s timezone or ask for preference

Confirm before booking - Always repeat the selected time before confirming

Validate phone numbers - Ensure phone numbers are in E.164 format (+1234567890)

Sample Voice Script

Here’s a sample conversation flow for your voice AI:

AI: "Hi! I can help you schedule an appointment. What day works best for you?"

Caller: "Do you have anything on Tuesday?"

AI: [calls check_availability]
AI: "I have openings on Tuesday at 10am, 2pm, and 4pm. Which works for you?"

Caller: "2pm sounds good"

AI: "Great! I have Tuesday at 2pm. Can I get your name?"

Caller: "John Smith"

AI: "Thanks John. I'll book that for you now."
AI: [calls book_appointment]
AI: "You're all set! Your appointment is confirmed for Tuesday at 2pm. You'll receive a confirmation shortly. Is there anything else I can help with?"

Troubleshooting

400 Bad Request on booking

Verify allowPhoneOnlyBooking is enabled on your meeting type
Check the phone number format (use E.164: +1234567890)
Ensure the selected time slot is still available

No available slots returned

Verify the meeting type ID is correct
Check that the date range is in the future
Ensure the host has availability configured

Authentication errors

Verify your API key is correct and not expired
Ensure the x-meetergo-api-user-id header matches your user ID

Next Steps

Webhooks

Get notified when bookings are created or cancelled

CRM Sync

Sync voice bookings to your CRM

Get Started

Core Concepts

Webhooks

Components

Recipes

Best Practices

Voice AI Bot Integration

Overview

Prerequisites

Setup

1. Get Your Meeting Type ID

2. Enable Phone-Only Bookings

3. Set Up SMS Confirmation (Optional)

4. Get Your User ID

API Endpoints for Voice Bots

1. Get Available Time Slots

2. Book an Appointment

LLM Tool Definitions

Tool 1: Check Availability

Tool 2: Book Appointment

Example Implementation

Voice AI Platform Integration

Vapi

Retell AI

Best Practices

Sample Voice Script

Troubleshooting

Next Steps

Webhooks

CRM Sync

​Overview

​Prerequisites

​Setup

​1. Get Your Meeting Type ID

​2. Enable Phone-Only Bookings

​3. Set Up SMS Confirmation (Optional)

​4. Get Your User ID

​API Endpoints for Voice Bots

​1. Get Available Time Slots

​2. Book an Appointment

​LLM Tool Definitions

​Tool 1: Check Availability

​Tool 2: Book Appointment

​Example Implementation

​Voice AI Platform Integration

​Vapi

​Retell AI

​Best Practices

​Sample Voice Script

​Troubleshooting

​Next Steps

Webhooks

CRM Sync

Overview

Prerequisites

Setup

1. Get Your Meeting Type ID

2. Enable Phone-Only Bookings

3. Set Up SMS Confirmation (Optional)

4. Get Your User ID

API Endpoints for Voice Bots

1. Get Available Time Slots

2. Book an Appointment

LLM Tool Definitions

Tool 1: Check Availability

Tool 2: Book Appointment

Example Implementation

Voice AI Platform Integration

Vapi

Retell AI

Best Practices

Sample Voice Script

Troubleshooting

Next Steps