SMART AI
Minutes.No manual scripting. No IT team needed. Just point AptaBook at your content and it learns.
Paste any URL and AptaBook automatically crawls up to 200 pages of your website. It extracts, structures, and indexes everything services, pricing, FAQs, team bios, location details into a searchable knowledge base.
Upload PDFs, Word docs, CSVs, and more. Internal guides, service manuals, policy documents - all ingested and made available to your AI agent instantly.
Update your knowledge base any time. Add new pages, remove outdated info, or re-crawl your site after a content refresh. Your AI stays current.
Understands.The AI checks real-time availability, presents options, and confirms the appointment all without human intervention.
Drop a single line of code onto any page of your website. The branded chat widget appears instantly - styled to match your logo, colours, and tone.
Visitors type in plain language. The AI understands context, asks follow-up questions, and guides them to the right service or appointment - without feeling robotic.
The agent collects the information you need - service type, preferred time, location, contact details - and hands off a qualified lead to your team or books directly.
If a question is outside the agent's knowledge, it doesn't guess. It offers to connect the visitor to a real person, send an email, or schedule a callback.
2 AM.Not scripted. Not keyword-based. A genuine AI conversation that answers questions, qualifies leads, and books appointments - in your brand's voice.
Get a real phone number (US or Canadian) that you can promote on your website, Google Ads, and printed materials. Every call goes to your AI agent.
AI reads emails, sends smart replies, and books appointments automatically.Complex messages are flagged for your team when human attention is needed.
Your AI monitors inboxes, replies intelligently to emails, books appointments directly from threads, and flags complex messages for your team.
AptaBook nurtures leads automatically - sending smart follow-ups, post-appointment messages, and re-engagement campaigns so no opportunity goes cold.
The agent pulls live availability from your connected calendars. No double-bookings, no outdated slots. Customers always see what's actually open.
Define which providers handle which services. The AI routes each booking to the right person based on the customer's needs, your rules, and current availability.
Once booked, the customer receives an instant confirmation via email or SMS. Automated reminders reduce no-shows without you lifting a finger.
Customers can reschedule or cancel through the same AI agent - no phone tag, no waiting on hold. Changes sync to your calendar immediately.
Add each of your physical offices or branches. The AI knows addresses, hours, services available at each site, and routes customers to the nearest or most convenient location.
Customers tell the AI where they are or which location they prefer. The agent checks that location's availability first and only suggests alternatives if needed.
Set up virtual locations with Google Meet or Zoom. Join links sent automatically.
Define services with durations, prices, and
provider availability.
Matters.AptaBook doesn't replace your tools - it connects to them. Data flows where it needs to go, automatically.
Day One.Enterprise-grade security from day one. Encrypted data, audit trails, and compliance options so you can trust AptaBook with your customers' information.
AptaBook is designed to meet HIPAA requirements. We offer a signed Business Associate Agreement (BAA) and ensure that all patient data is handled in accordance with federal regulations.
Every action in the system is logged. You have full visibility into who accessed what, when, and why.
Choose to store your data in US or Canadian data centres. No surprises.
Our infrastructure and processes are built to SOC 2 standards.
Enterprise-grade reliability with redundant infrastructure.
All data - in transit and at rest - is encrypted using industry-standard protocols (TLS 1.3, AES-256). Conversations, appointment details, and customer information stay secure.
All in One Plan.Chat agent, voice agent, knowledge base, calendar sync, multi-location, and more - everything you need to run your front desk 24/7.
Knowledge base (web crawl up to 200 pages)
Document upload (PDF, DOCX, CSV)
Branded chatbot widget
Dedicated inbound phone number
Natural language understanding
Appointment booking
Real-time calendar sync
Multi-location support
Physical & virtual locations
Service catalog & provider matching
Lead qualification & capture
Email confirmation & reminders
SMS confirmation & reminders
Google Meet / Zoom auto-link
CRM push (Salesforce, HubSpot)
Slack notifications
Call logging & summaries
Graceful escalation to human
Audit trail & access logging
FAQs
Here’s everything you need to know before getting started.
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The Chat Agent runs on your website as an embeddable widget and handles text conversations 24/7. The Voice Agent answers your business phone line with the same knowledge base - callers can speak naturally, get answers, and book appointments. Both agents share one knowledge base and can be used together.
AptaBook can crawl up to 200 pages from a single URL. It extracts services, pricing, FAQs, team info, and location details into a searchable knowledge base. You can also upload PDFs, Word docs, and CSVs to add internal guides or policy documents.
Yes. Add physical offices with addresses and hours, and/or virtual locations with Google Meet or Zoom. The AI routes customers to the right place and sends join links automatically for virtual appointments.
We integrate with Google Calendar, Outlook/Exchange, Google Meet, Gmail, Microsoft Teams, and more (Salesforce, HubSpot, and Zapier coming soon). Bookings sync in real time so you avoid double-booking and your CRM stays up to date.
Yes. You can match the widget to your logo, colours, and tone. It's a single line of code to embed on any page, and you control how conversational or professional the AI sounds so it fits your brand.
The agent is trained not to guess. It can offer to connect the visitor to a human, send an email, or schedule a callback. You configure how fallbacks and escalations work so your team only gets the conversations that need them.
You define which providers offer which services and their availability. The AI routes each booking to the right person based on the customer's choice, your rules, and live calendar availability - no manual triage needed.
We use encryption in transit and at rest (TLS 1.3, AES-256), full audit trails, and optional US or Canadian data residency. We're built with HIPAA in mind and can provide a BAA where required. Our infrastructure follows SOC 2-oriented practices.
Free trial — No credit card required
Sign up in under a minute. Train your AI, deploy it, and start booking - all within your first session.