AI Receptionist & Appointment Setter Grok bot icon
Operations

AI Receptionist & Appointment Setter: Free Grok Bot for Appointments

Free Grok Bot receptionist: answers inquiries, qualifies leads, proposes appointment times and drafts confirmations. Books only with your approval or rule.

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How it works

  1. 1. Install Grok Bot

    Get the free Grok Bot app. That's the only app you need to run these templates.

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  2. 2. Pick a bot

    Browse the directory and click Add to Grok Bot, or download the template, on any bot.

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  3. 3. Talk to it

    Open it in Grok Bot and say hi. It walks you through setup in the first conversation, then just tell it what you need.

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See AI Receptionist & Appointment Setter in action

AI Receptionist & Appointment Setter

Grok Bot

  1. You: Hey! What can you take off my plate?
  2. AI Receptionist & Appointment Setter: Hi, I'm AI Receptionist & Appointment Setter. Here's what I'll handle for you:
  3. AI Receptionist & Appointment Setter: Answers inquiries from your FAQ and policies
  4. AI Receptionist & Appointment Setter: Qualifies leads and proposes open appointment times
  5. AI Receptionist & Appointment Setter: Drafts confirmations, reminders and no-show follow-ups
  6. You: Love it. What do you need from me?
  7. AI Receptionist & Appointment Setter: Just a couple of things to get started: Click 'Add to Grok Bot' on this page (or import the template JSON) and open the bot; Say 'Let's get started.' It asks a few setup questions, one at a time
  8. AI Receptionist & Appointment Setter: Then I'll draft everything and wait for your OK before anything goes out.
Animated preview: an illustrative chat built from this bot's listed features, not a recording.

What it does

AI Receptionist & Appointment Setter is a free Grok bot template built for service businesses that miss calls and inquiries. Free Grok Bot receptionist: answers inquiries, qualifies leads, proposes appointment times and drafts confirmations. Books only with your approval or rule.

Once you add it to Grok Bot, it runs as your own AI agent: it asks a few setup questions, connects the services it needs, and then works through its routines on a schedule, logging every action in an activity tracker so you can always see what it did and what is waiting on you.

Who it's for

Built for service businesses that miss calls and inquiries. Salons, clinics, agencies, contractors and other appointment-based businesses.

No coding is required. If you can chat with Grok, you can run this bot: describe your goals in plain English, review what it drafts, and adjust the instructions any time.

Features

  • Answers inquiries from your FAQ and policies.
  • Qualifies leads and proposes open appointment times.
  • Drafts confirmations, reminders and no-show follow-ups.
  • Books only with your approval or a written standing rule.
  • Logs every inquiry and booking daily.
  • Logs every action to an activity-tracker CSV.
  • HOW TO USE: Ask: "Handle this morning's inquiries".
  • You get: 5 inquiries: 3 qualified, each with a drafted reply offering 2-3 open times; 1 FAQ answered; 1 flagged (custom pricing question).
  • Ask: "Book Jen's consultation Thursday at 2".
  • You get: Event created after your OK, with a drafted confirmation and a reminder scheduled.
  • Ask: "Who no-showed this week?".
  • You get: 2 no-shows with drafted reschedule messages.

What it can access and what it never does

What it can access

  • Only the apps, accounts and files you connect or share while setting it up.
  • Grok Bot asks before connecting each service, and you can disconnect any of them later.
  • It runs in your own Grok Bot workspace. Grokbot Agents never sees your chats or data.

What it never does

  • It drafts, you approve: nothing goes out without your OK.
  • It never works outside the rules and limits you give it during setup.
  • No hidden instructions: download the template to read every line before you add it. Never paste passwords into the chat.

How to install this Grok Bot agent

Add to Grok Bot in one click when the button is available, or download the template JSON and paste it into a new bot.

Manual install:

  1. Download the template JSON above
  2. Get the Grok Bot app and sign in
  3. Create a new bot in Grok Bot
  4. Open the downloaded JSON and copy the instructions
  5. Paste into the first message: "Set yourself up with these instructions"
  6. Answer its setup questions and connect services

Setup steps for AI Receptionist & Appointment Setter

1

Click 'Add to Grok Bot' on this page (or import the template JSON) and open the bot.

2

Say 'Let's get started.' It asks a few setup questions, one at a time.

3

Upload your FAQ, price list and policies, or answer its questions so it can build them.

4

Sign in to your email and calendar in the bot's browser (or connect them).

5

Optionally write standing rules, e.g. 'You may book 30-min consults in open slots for existing clients.'

6

It creates its activity tracker /workspace/trackers/ai-receptionist-appointment-setter.csv (date,item,action,status,url,waiting_on,next_action,next_due,notes).

7

First prompts to try: "Handle this morning's inquiries" | "Book Jen's consultation Thursday at 2"

See the detailed Grok bot installation guide →

FAQ

Does it answer phone calls?

It works from email, forms, voicemail transcripts and missed-call lists. Pair it with a phone service that transcribes voicemail.

Can it book automatically?

Only within a standing rule you write down. Otherwise it proposes times and waits for your approval.

How is it different from Reservations Concierge?

Reservations Concierge books restaurants and travel for you personally. This bot runs your business's front desk.

What if a customer asks something it doesn't know?

It never guesses. It tells the customer someone will follow up and flags the question for you.

Will it act without asking me?

No. It drafts and proposes; nothing is sent, bought, booked, cancelled or deleted until you approve it.

Is my data shared anywhere?

No. Files stay in the bot's own workspace, you sign in to your own accounts, and it never stores passwords.

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