Solution
Appointment scheduling calls handled, calendar decisions kept.
Scheduling is more than first bookings. Leap answers the reschedule, cancel and 'when can I come in' calls, writes each one up clearly, and leaves the calendar changes to your team.
Appointment scheduling is the ongoing work of a calendar: new bookings, moves, cancellations and reminders. Leap answers those calls, collects what your team needs, and passes reschedule and cancel requests on. It books new appointments directly only in a connected Google Calendar, and it can send reminders.
Clear requests. Reschedule and cancel calls become written requests with the caller's name, the appointment and the time they would like instead.
Team decides. Leap does not move or cancel existing appointments itself, so your team keeps control of the calendar and your change policy.
Reminders. You can send appointment reminders automatically: a text two days ahead and a call the day before.
Google Calendar. With Google Calendar connected, new appointments can be booked into open times during the call.
Requests inbox. Every request from a call sits in one Requests inbox, with follow-up status, until someone handles it.
How is scheduling different from booking?
Booking is the first reservation. Scheduling is everything after it: the patient who needs Thursday instead of Tuesday, the client cancelling an hour before, the reminder that keeps a slot from going empty.
Those calls are short but constant, and each one interrupts whoever is at the desk. They also carry rules: late-cancel fees, deposits, who can be double-booked. That is why Leap writes them up for your team instead of changing the calendar on its own.
What does Leap do on a reschedule call?
It confirms who is calling, asks which appointment they mean and what times would work instead, and takes a callback number. It tells the caller your team will confirm the change. Your team sees the request in the inbox with the details already gathered.
If you have a cancellation policy in your approved facts, Leap can explain it to the caller. The decision on fees or exceptions stays with your team.
One call, complete request
Name, the appointment, new preferred times and callback, collected one question at a time.
Policy explained, not enforced
Leap can tell callers your notice policy from your approved facts; your team applies it.
Repeat callers escalated
If someone calls again about a request nobody handled, a separate URGENT text goes to your team.
Reminders reduce the calls
A text two days ahead and a call the day before give people a chance to move the appointment early.
Can Leap book new appointments directly?
Yes, if you connect Google Calendar. Leap checks availability and writes the event during the call. Without a connected calendar, new bookings are requests your team confirms, and Leap can also text your online booking link.
Leap does not connect to Outlook or to practice-management and salon systems, so offices that schedule there use the request flow.
How it works
- 01
Add your scheduling facts.
Hours, appointment types and your change policy go in the knowledge base, so Leap answers questions about them.
- 02
Leap takes the scheduling calls.
New bookings, reschedules and cancellations become complete requests, or bookings in Google Calendar.
- 03
Your team makes the change.
Work the Requests inbox, and let automatic reminders go out before each visit.
Frequently asked questions
Can Leap reschedule or cancel appointments?
Not directly. Leap takes the reschedule or cancel request, with the times the caller would prefer, and passes it to your team to change in your calendar.
Why doesn't Leap change appointments itself?
Moves and cancellations involve your policy, fees and calendar systems Leap does not connect to. Your team stays in charge of those decisions; Leap makes sure the request is complete.
Can Leap explain my cancellation policy?
Yes, if the policy is in your approved facts. Leap repeats it to the caller. Applying fees or exceptions stays with your team.
Which calendars does Leap connect to?
Google Calendar, for checking availability and booking new appointments. Leap does not connect to Outlook or to practice-management systems.
Does Leap send appointment reminders?
Yes. You can turn on automatic reminders: a text two days before and a call the day before.
How does my team track scheduling requests?
Each request goes to the Requests inbox with a follow-up status and to the people your notification rules name. If a caller calls back about an unhandled request, Leap sends an URGENT text.
Can callers ask about open times when no calendar is connected?
Leap tells them your team will confirm a time and records their preferred days and times, so the callback can start with an offer.
Which businesses get the most scheduling calls?
Dental and medical practices, physical therapy, salons and spas, where most calls after the first visit are about moving or confirming an appointment.
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