01
Calls arrive after hours
An enquiry at 21:40 reaches a closed reception. Most callers do not leave a voicemail, they call the next business on the list.
AI appointment setter agents
Every call answered. Every booking kept.
Getocata answers calls, chats and messages 24/7, checks live availability in your existing booking system, and confirms the appointment without staff involvement.
- Answer time
- Under 2 seconds
- Availability
- 24 hours, every day
- Industries
- Eight sectors
- Pricing
- Usage or lifetime
What an AI Appointment Setter Does
- What is an AI appointment setter?
- Software that answers an inbound enquiry, checks live availability in a booking system and confirms the appointment without a human operator.
- How is it different from an answering service?
- An answering service takes a message. Getocata completes the booking during the call by reading and writing to your scheduling system directly.
- Which channels does it cover?
- The same agent answers phone calls, WhatsApp messages, SMS and web chat, so a caller gets the same information on every route in.
- What does it refuse to do?
- It refuses medical, legal and financial advice, never quotes availability it has not verified, and always confirms it is an AI when asked.
Why Appointment-Led Businesses Lose Bookings
02
Peak demand collides with peak workload
The hours that generate the most enquiries are the hours when nobody is free to answer the phone.
03
Follow-up slips
A web enquiry that lands on Friday is answered on Tuesday, long after the decision was made elsewhere.
04
Reminders are manual
Confirmation and reminder calls are the first task dropped on a busy day, which is when no-shows cost the most.
How Getocata Is Implemented in Three Steps
Getocata sits on top of the systems you already run. Nothing is replaced and no data is migrated.
01
Connect your booking systems
Getocata reads from your property management system, reservation platform, practice software, calendars and CRM using REST APIs, webhooks or MCP servers. Nothing is migrated and no system is replaced.
- REST and GraphQL APIs
- MCP servers
- Webhooks
- CSV and Sheets
02
Ground the agent on your own documents
A retrieval index is built over your rate cards, menus, treatment lists, opening hours and cancellation policies, alongside the escalation rules and refusal boundaries you define.
- Retrieval index
- Policy guardrails
- Escalation rules
- Multi-location routing
03
Deploy across every inbound channel
One agent answers phone calls, WhatsApp, SMS and web chat. It qualifies, books against live availability, confirms, reminds, and hands off to a human when your rules say it should.
- Voice
- WhatsApp Business
- Web chat
- SMS and email
Eight Industries Getocata Serves
A restaurant reservation and a dental recall are not the same booking. Scripts, systems and escalation rules are configured per industry.
AI Appointment Setter for Hotels and Hospitality
Hotel reception is staffed for the front desk, not the phone. The agent quotes live availability from your PMS and confirms the booking directly, so it stays off the OTA.
- Quotes live room availability and rate plans from the PMS
- Qualifies group, corporate and event enquiries
- Confirms in the guest language and sends the reference
- Oracle Opera
- Mews
- Cloudbeds
- Apaleo
AI Appointment Setter for Restaurant Reservations
Reservations arrive at exactly the moment the floor has no spare hands. The agent books against real table inventory and turn times through service.
- Books against live table inventory, covers and turn times
- Captures allergies, occasions and seating preferences
- Runs the waitlist and confirms the day before
- OpenTable
- Resy
- SevenRooms
- Toast
AI Appointment Scheduling for Medical Clinics
It handles the scheduling half of the front desk. Anything clinical is refused and routed to a human immediately, configured as a hard stop.
- Books by appointment type, duration and named practitioner
- Backfills cancellations automatically from the waitlist
- Escalates clinical or urgent questions to staff on the call
- Practice EMR
- Nexhealth
- Cliniko
- Outlook
AI Appointment Setter for Dental Practices
A dental chair that sits empty for an hour cannot be recovered. The agent works the recall and waitlist lists that get postponed when the desk is busy.
- Books by chair, practitioner and treatment duration
- Works recall lists and overdue hygiene appointments
- Fills short-notice cancellations within minutes
- Dentrix
- Open Dental
- Nexhealth
- Twilio
AI Booking Agent for Salons and Spas
Stylists and therapists are with clients, not near a phone. The agent understands that a colour and a trim are not the same slot.
- Books by service, duration and requested stylist
- Offers add-ons where the schedule allows
- Takes deposits on high-value bookings
- Fresha
- Treatwell
- Square Appointments
AI Appointment Setter for Auto Service and Repair
Service advisors are under a vehicle when the phone rings. The agent slots the job by bay capacity rather than a generic calendar.
- Books by bay, technician and realistic job duration
- Captures registration, make, model and mileage up front
- Confirms courtesy car and collection availability
- Garage management system
- Google Calendar
- HubSpot
- SMS
AI Appointment Setter for Real Estate Viewings
Portal leads decay in minutes. The agent responds immediately, qualifies, and books the viewing into the right diary, including at 22:00 on a Sunday.
- Responds to portal and website enquiries within seconds
- Qualifies budget, timeline and financing
- Books viewings into the correct agent calendar
- Salesforce
- HubSpot
- Outlook
- Portal feeds
AI Appointment Setter for Legal and Professional Services
A missed enquiry at a professional firm is a lost engagement, not a lost hour. The agent runs structured first-line intake and does not give advice.
- Records matter type, urgency and jurisdiction
- Applies your qualification and screening criteria
- Refuses regulated advice and escalates instead
- Clio
- Salesforce
- Outlook
- Calendly
What a Booking Call Sounds Like
The agent checks availability while the caller is still on the line, then writes the confirmed booking back before the call ends.
Hear it yourself
Public demo lines are being provisioned. Until then we build the agent on your own availability data and call you from it, so you hear it answering your calls rather than someone else's.
Have the agent call meExample call · Hotels
Caller: Do you have a double for the 14th to the 16th?
Getocata agent: We do, a Deluxe Double at 182 euros a night, breakfast included.
Caller: We land at 23:30. Is late check-in possible?
Getocata agent: Reception is staffed overnight. Shall I hold it under your name?
Illustrative dialogue, not a customer recording
Booking Systems Getocata Reads and Writes To
An appointment setter is only as accurate as the system behind it. Availability is read during the call and the confirmed booking is written back before the call ends.
Property and reservations
- Oracle Opera
- Mews
- Cloudbeds
- Apaleo
- SiteMinder
Restaurant and POS
- OpenTable
- Resy
- SevenRooms
- Toast
- Square
Clinic and practice management
- Dentrix
- Open Dental
- Cliniko
- Nexhealth
- Practice EMR
Calendars
- Google Calendar
- Microsoft Outlook
- Calendly
- Cal.com
- iCal feeds
CRM and databases
- Salesforce
- HubSpot
- Clio
- PostgreSQL
- Google Sheets
Channels and telephony
- Twilio
- WhatsApp Business
- SMS
- Web chat widget
Not listed? Any system with a REST API, a queryable database or a scheduled export can be connected. Feasibility is confirmed against your account during scoping, before you commit to anything.
RAG
Retrieval over your own documents
Rate cards, menus, treatment lists, opening hours and cancellation policies are indexed. The agent retrieves the passage before answering, so replies trace back to a source you control.
API
Live reads and writes to booking systems
Availability and open slots are fetched during the call. Confirmed bookings are written back with a reference ID, so nothing is re-keyed by hand.
MCP
Model Context Protocol tool access
Where a vendor publishes an MCP server, Getocata connects through it directly, with no bespoke integration project.
AI Appointment Setter Pricing: Pay Per Booking or Pay Once
Usage pricing scales with the bookings the agent completes. A lifetime licence is a single payment, with telephony and model usage passed through at cost.
Starter
One location, first deployment
$99/month
plus $1.20 per completed booking
- 1 location
- 500 voice minutes included
- Voice and web chat
- 2 integrations
- Email support
Most selected
Growth
Multi-site or high call volume
$399/month
plus $0.80 per completed booking
- Up to 5 locations
- 3,000 voice minutes included
- Voice, WhatsApp, SMS and web
- Unlimited integrations
- Custom retrieval index
- Priority support
Scale
Groups, chains and franchise networks
Custom
volume rates from $0.40 per booking
- Unlimited locations
- Dedicated number pool
- SSO and audit logging
- Contractual SLA
- Named account manager
Prices exclude telephony pass-through. Every plan includes a fourteen-day pilot on your own data.
How Getocata Operates
Commitments that hold on every deployment, rather than claims about results not yet measured on your data.
It states that it is an AI when asked
Disclosure is on by default and cannot be switched off. Several jurisdictions require it, and callers care far more about whether the booking was made.
It never books without checking live availability
Every slot is read from your system at call time and written back immediately, so the agent and your staff are looking at the same calendar.
It hands off instead of guessing
Out-of-scope, clinical, legal and complaint calls route to a human on the spot. You define each escalation rule before go-live.
It answers from your documents, not from memory
Rates, menus, treatment lists and policies are retrieved from your own sources, so answers can be traced back to a document you control.
Your systems stay the system of record
Getocata reads and writes through your existing stack. It does not take custody of your booking data and there is no migration to perform.
You choose the data region
Processing region is set per account. Only the documents you point at are indexed, and the index is deletable on request.
Book a Getocata Demonstration
We build a working agent on your real data, then call you from it so you can judge it on your own enquiries. Fourteen days, no payment details.
Email sales@getocata.comThe email opens pre-filled with the four things we need to scope it.
- Day 1One booking system is connected and your documents are indexed.
- Day 2You call the agent yourself and try to break it.
- Day 3Scripts and escalation rules are tuned, then a live number is pointed at it.
Frequently Asked Questions About Getocata
An AI appointment setter is software that answers inbound calls, chats and messages, understands what the caller wants, checks live availability in a booking system, and confirms the appointment without a human operator. Getocata performs that job across voice, WhatsApp, SMS and web chat.