AI Appointment Setter
Overview
Automates lead follow-up and meeting booking.
Features
Twilio SMS, Cal.com booking, AI follow-up, Google Sheets logging
Who Its For
Sales admins, appointment setters
Workflow Diagram
How It Works
This workflow creates an AI-powered appointment scheduling assistant that autonomously handles customer enquiries, books meetings, manages follow-ups, and modifies bookings without human input. Designed for small businesses and lean teams, this automation reduces manual overhead while improving lead conversion and customer responsiveness. Fully integrated with Twilio, Airtable, Cal.com, and OpenAI, the system functions as a scalable virtual booking coordinator.
Step-by-Step Process:
- Enquiry Trigger via SMS
Customer enquiries sent via SMS trigger the workflow using a Twilio webhook. The sender’s phone number is logged into Airtable for tracking and future communication. - AI-Powered Booking Conversation
The AI agent receives the enquiry, interprets intent, and responds via SMS. It determines appointment availability through the Cal.com API and attempts to book a suitable time, guiding the user through the process conversationally. - Daily Follow-Up Automation
Each day, the system checks Airtable records to identify leads who haven’t booked but have shown engagement. The AI crafts and sends tailored follow-up messages to re-engage these prospects, while logging each outreach to prevent over-messaging. - Post-Booking Management
Once an appointment is scheduled, the AI agent can autonomously reschedule or cancel bookings based on customer requests—without requiring human assistance. This ensures flexible, real-time support for users and reduces friction in the booking process.
