How appointment capacity works across multiple locations
An appointment request should respect the capacity of the place where it will happen. One clinic may need one 30-minute slot at a time; a larger practice may have several staff members and room for ten people at the same time.
Set the business default
NEmployee starts with a 30-minute interval and capacity for one appointment at a time. Open Calendar, then Appointment rules, to change the interval from 5 to 240 minutes and the simultaneous capacity from 1 to 100.
A request at 10.00 with a 30-minute slot occupies 10.00–10.30. Another request at 10.00 is blocked when capacity is one; 10.30 is a separate slot. Longer imported bookings can occupy several consecutive slots.
Add each location separately
Create a location for every clinic, office or branch. Give it a clear name and, if useful, an address. Each location can inherit the business defaults or override its own interval and capacity.
Capacity is counted separately for each location. If two branches each allow one request at 10.00, one request can be held at each. When a business has more than one active location and a customer has not selected one, the assistant asks which they prefer before recording a timed request.
Understand what holds a place
Requested and confirmed appointments count towards capacity. A cancellation request continues to hold a place until staff mark it cancelled. This avoids offering it twice while a cancellation is still being checked.
The same rule is enforced when the AI records a request, when staff confirm an appointment and when a booking tool sends one through the API. If a slot is full, the system asks for another time or returns a conflict to the integration.
Keep human confirmation
A free place in the schedule is not a confirmed appointment. The assistant records a request and tells the customer the team will confirm it. Staff should review the service, location and timing before changing its status to confirmed.
External booking tools can send a location ID or an exact location name with each booking. Reusing the provider and external booking ID updates the existing record instead of making a duplicate.
Set one sensible default, override it for busy branches, and treat every proposed time as a request until a person confirms it.