The AloAi Agent supports appointment-related tasks such as creating, updating, and canceling appointments. It integrates with external calendar tools (e.g., Google Calendar, Outlook) and handles scheduling across different time zones. This ensures that appointment details are accurately managed and conflicts are avoided.
This guide focuses on configuring the Create Appointment action within AloAi Agents. Make sure you have completed the initial setup for AloAi Agent configuration, as outlined in the AloAi setup guide, before proceeding.
Prerequisite: Initial setup for AloAi Agents
Before configuring your AloAi Agents to schedule appointments:
Set up AloAi Agent
Follow the AloAi Agent setup guide to configure the agent and prompts. This ensures the agent is fully prepared to handle appointment scheduling tasks.
Sync your calendar
Integrate your Google Calendar (or other supported calendars) through the Aloware integrations menu. This keeps appointment availability accurate and prevents scheduling conflicts.
Setting up prompts for appointment scheduling
Prompts in AloAi Agents are configured to respond to customer intent by defining actions the agent should take in specific scenarios. Below is an example of how to set up the prompt to handle appointment scheduling.
Define appointment actions
Create prompts that detect when a customer intends to schedule an appointment.
"If the lead is hesitant to move forward - I understand you need time. Would it help to schedule a session with one of our specialists to address your concerns?"
Click the +add action section within the agent instruction settings.
Add "Create appointment" action to agent settings
Step 2: Configuring appointment scheduling
Assign appointments to relevant users - specify in the settings which user will be assigned to handle appointments whenever they are set.
Set appointment parameters - ensure agents always ask for the time, date, and time zone when creating, rescheduling, or canceling appointments. This ensures the AloAi Voice Agent can detect and work with the correct time zones for all participants, eliminating scheduling conflicts.
Example: If a customer asks, "Can I book an appointment tomorrow at 2 PM?", the agent should respond, "Sure! Could you let me know which time zone you're referring to so I can confirm availability?"
Define prompts for appointment tasks like scheduling or rescheduling.
Step 3: Setting up notifications
Enable confirmation messages - The AloAi Agent can send confirmation emails or SMS when appointments are created, updated, or canceled. For detailed instructions, refer to this guide.
Notify all relevant parties - ensure not just the user but also associated stakeholders receive timely updates on schedule details or changes.
Email notification is sent to relevant recipients
Additional tips for configuration success
To ensure smooth operation:
Set clear, user-friendly prompts that minimize ambiguity in AI-driven conversations.
Test for edge cases such as double-booking or updating recurring meetings.
Enable error-handling protocols (e.g., notifying admins when appointments overlap).
Testing the setup
Simulate customer interaction
Initiate a mock conversation with the AloAi Agent, requesting tasks like:
Scheduling an appointment
Rescheduling to a new date and time
Canceling an ongoing appointment
SMS confirmations are sent during the call
Verify results
Confirm that the scheduled or rescheduled appointments appear in your integrated calendar and notifications were sent to all recipients.
The appointment is synced with the Aloware Talk calendar
The appointment is also synced with the integrated Google Calendar
Troubleshoot
If discrepancies occur (e.g., double bookings or improper notifications), revisit your configuration and adjust prompts, roles, or calendar settings as needed.
How agents can use the feature
Once configured, agents can seamlessly integrate the AloAi Agent into their daily operations to streamline appointment management:
View and manage appointments
Agents can access the Aloware Calendar to view all appointments scheduled by the AloAi Agent, review appointment details, follow up with participants, and track updates or cancellations, ensuring no opportunities are missed and schedules stay organized.
Communication tools
Aloware incorporates AloAi Voice Analytics, allowing agents to review call recordings and interaction reports between the AloAi Agent and contacts. This feature ensures visibility into appointment scheduling conversations, so agents can follow up effectively or address any issues.
Analytics and insights
Analyze appointment data to spot trends like peak scheduling times or popular meeting requests. Use these insights to allocate resources efficiently and streamline operations.
