For an office that wants the booking finished
Penny books the visit on the calendar your crew already checks.
A caller asks for Thursday morning. Penny checks Google Calendar or Outlook, collects your required details, and books an available time within your hours. Your crew opens the appointment and sees the job they have agreed to take.
Included on Starter and above
14 days of Pro, including 100 phone minutes and 300 website conversations. No credit card.
01
Connect the calendar that holds your working appointments
Choose Google Calendar or Outlook and authorize the account that owns your schedule. Penny reads availability and writes the appointment to the selected calendar.
Choose the shared office calendar if that is where the office books jobs. Your crew keeps using the same calendar, and appointments the office enters by hand stay part of Penny’s availability check.
02
Your Saturday hours count as much as the open space on the calendar
Set your working hours, timezone, and appointment rules. Penny offers times that fit those settings and the connected calendar’s availability.
Check the timezone out loud during a test call. An open slot at the wrong local time is still the wrong appointment. For work that needs an arrival window or an estimate visit, describe that appointment type in your settings.
03
The caller can move Friday’s visit with another call or a chat
On a later call or chat, Penny can move or cancel an appointment she booked. You choose how she verifies the customer’s identity first: the name, day and time; those and the phone number on the appointment; or a code she emails the customer. You can add up to two questions from your booking form that only your customer would know, such as a gate code. She reads the change back and makes it only after they say yes.
Your calendar stays the place to check the current time. Penny never says whether an appointment exists until the details match. Appointments your office booked, and any change she can’t confirm, come to you as a request.
04
Collect the caller’s preferred times when the week is full
When there is no suitable opening, Penny collects the caller’s preferred times and callback details. Your office can review that request against cancellations or additional capacity.
An unconfirmed request stays a request. The caller hears that your team needs to follow up rather than receiving a time that has not been reserved.
05
The appointment carries the details the next person needs
The call log and email give the office the agreed time, callback number, and captured job details. For a no-cool call, that includes the caller’s description of a unit that runs but blows warm.
Example call log · 3:06 PM
Example booking
Upstairs unit runs but blows warm; service address and callback captured; Thursday appointment accepted.
- Rule
- Required intake complete
- Outcome
- Calendar confirmed; booking recorded.
Keep appointment requests distinct from confirmed visits
Send setup or plan questions to support@pennyassistant.com.
Choose the calendar your office uses to assign appointments. Keep existing jobs and blocked time there so Penny’s availability check reflects the schedule your team is working from.
Give Penny a call before you forward yours.
Try the HVAC demo, then set up Penny for your business. Your account starts with 14 days of Pro, including 100 phone minutes and 300 website conversations; Free keeps your website chat after the trial.
14 days of Pro, including 100 phone minutes and 300 website conversations. No credit card.