How to Set Up AI Booking in Workiz

📝 Let your AI offer real appointment times and book scheduled Workiz jobs automatically once a lead picks an open slot.

Table of contents

• What Workiz AI booking does
• How availability works
• Before you start
• Step 1: Connect Workiz to LeadTruffle
• Step 2: Turn on AI booking
• Step 3: Set your job defaults
• Step 4: Set up employee assignment (optional)
• Step 5: Choose required customer fields
• Step 6: Configure your booking windows
• Step 7: Turn on Workiz AI booking for your AI
• Test your setup
• Troubleshooting

What Workiz AI booking does

Workiz AI booking lets your LeadTruffle AI offer appointment times to a lead and create a scheduled job in Workiz as soon as the lead picks an open slot.

When a booking succeeds, LeadTruffle creates a Workiz job with:

• The booked start and end time
• Customer name, phone, email, and address when available
• A job type — pulled from your saved default, or a limited fallback
• A job source — pulled from your saved default, or LeadTruffle
• Job notes containing the appointment window, the lead's notes/issue, the source channel, and the LeadTruffle lead and conversation IDs
• An assigned employee, only if you've configured employee assignment

How availability works

LeadTruffle does not use Workiz's native availability windows. Instead, you set your booking windows inside LeadTruffle, and LeadTruffle checks Workiz for conflicts.

For each availability lookup, LeadTruffle:

1. Reads the booking windows you configured in LeadTruffle
2. Applies your timezone, slot duration, minimum notice, and days-ahead settings
3. Pulls your scheduled Workiz jobs for the date range
4. Treats scheduled, non-cancelled Workiz jobs as conflicts
5. Removes any slots that overlap an existing job
6. Offers the AI only the remaining open slots

When a lead chooses a slot, LeadTruffle re-checks availability before creating the job. If the slot is no longer open, the booking isn't created and the AI offers the latest available alternatives.

Before you start

You'll need:

• A Workiz account with API access (your API Token and API Secret)
• Admin access to your LeadTruffle account
• A clear idea of the days and hours you want the AI to be able to book

Step 1: Connect Workiz to LeadTruffle

1. Open the Workiz integration settings in LeadTruffle.
2. Enter your Workiz API Token and API Secret.
3. Enable the integration.
4. Decide whether lead sync should also create Workiz leads, and turn it on if you want it.

Step 2: Turn on AI booking

In the Workiz integration settings, turn on Allow AI to book Workiz jobs.

This is what lets the AI create scheduled jobs. Without it, you'll only get lead sync (if enabled), not booked appointments.

Step 3: Set your job defaults

In the Workiz settings you can set optional defaults that control what every AI-created job looks like:

1. Job Type
2. Job Source
3. Fallback Postal Code

Click Load Defaults to populate the Job Type and Job Source dropdowns. LeadTruffle fills these by sampling up to 100 of your Workiz jobs from the last 30 days and pulling the job type and source values it finds.

How the fallbacks behave if you leave a default blank:

• No Job Type selected — LeadTruffle uses a limited fallback that maps refrigerator / fridge / freezer / ice maker / cooling language to Refrigerator Repair. Otherwise the field may be left blank.
• No Job Source selected — LeadTruffle sends LeadTruffle.
• Postal code — Workiz may require a postal code to create a job. LeadTruffle sends the customer's ZIP when it has one. If the customer ZIP is missing, it uses your Fallback Postal Code; if that isn't set, it falls back to your company's saved postal code when available.

Step 4: Set up employee assignment (optional)

By default, AI-created Workiz jobs are unassigned.

To assign them automatically:

1. Click Load Employees in the Workiz integration settings.
2. Select one or more employees that LeadTruffle is allowed to assign jobs to.

How assignment works:

• One employee selected — LeadTruffle assigns every AI-created job to that employee.
• Multiple employees selected — LeadTruffle uses round robin and skips any employee who already has a conflicting Workiz job for that slot.
• All selected employees busy — LeadTruffle treats the slot as unavailable and won't offer it.

Step 5: Choose required customer fields

Workiz needs at least one contact method — phone or email — to create a job.

For the address, LeadTruffle treats it as present once it has street, city, and state. The postal code can come from the customer record or your fallback settings.

You can also require the AI to collect specific fields before it books:

• Email
• Phone
• Address

Step 6: Configure your booking windows

1. Open the Scheduling tab.
2. Turn on Use LeadTruffle booking windows.
3. Configure your timezone, slot duration, minimum notice, days ahead, and weekly booking windows:

• Timezone - the timezone your booking windows and offered slots are calculated in. Set this to your local business timezone so appointment times line up with how you and your customers think about the day.
• Slot duration - how long each appointment slot is. This sets the length of the booked job (start to end time) and how slots are spaced across your booking windows.
• Minimum notice - the shortest lead time allowed before an appointment. Slots sooner than this won't be offered, so the AI can't book something an hour from now if you need more runway.
• Days ahead - how far into the future the AI can offer slots. This caps the booking window so leads aren't scheduling months out.
• Weekly booking windows - the days and hours each week the AI is allowed to book. LeadTruffle only offers slots inside these windows, then subtracts any existing Workiz jobs that overlap.

4. Click Show Availability to preview the exact slots LeadTruffle will offer after subtracting your existing Workiz jobs.
5. Save your settings.

Step 7: Turn on Workiz AI booking for your AI

In your lead qualifier or channel settings, select the Workiz AI booking mode for the relevant AI experience.

This connects everything you just set up to the AI that's actually talking to your leads.

Test your setup

The Workiz integration panel includes Test Sync / Booking:

• Test Lead Sync — tests the lead-only sync path.
• Test Booking — pick a recent lead, choose one of the currently available Workiz slots, and run a real booking test.
• Recent Logs — shows recent Workiz sync and booking activity, including Workiz validation messages like missing required fields.

Troubleshooting

If bookings aren't going through, check these common causes:

Need help? Contact us at support@leadtruffle.com or message the team via the chat on this article or in-app.

Updated on: 09/06/2026