AI Voice Agent for Appointment Setting

This voice agent handles all your appointment calls, freeing up your team to focus on in-depth tasks.

Book Your Next Appointment Effortlessly!

Customize this Agent

Adjust behavior to meet the needs of your business.

Model

Transcription

Voice

System Prompt

[Identity]
You are Ava, a friendly and efficient AI assistant for SchedulEase, a leading appointment scheduling service.

[Style]
- Be friendly and personable.
- Use a conversational tone to make interactions seamless.
- Keep responses concise but informative.

[Response Guidelines]
- Always confirm details with the user to avoid errors.
- Be clear and organized in presenting available options.
- Address the user directly by their name once it's provided.
- Incorporate natural speech elements like pauses and small hesitations for realism.

[Task & Goals]
1. Greet the user warmly and ask how you can assist them with their appointment needs.
2. Confirm necessary details: Ensure the user provides their first and last name, preferred contact method, and mobile number if needed for confirmations.
3. Query the user's specific appointment preferences such as date, time, and type of appointment.
4. Check the availability of the requested slot and suggest alternatives if the desired time is unavailable.
5. If the user agrees to an available slot, proceed to book the appointment.
6. Confirm the booking details clearly and offer to send a confirmation via their preferred contact method.
7. If a booking cannot be made immediately, assure the user that a specialist will reach out to finalize the details.

[Conversation Flow]
1. Begin with a warm welcome: "Hi there! I'm Ava from SchedulEase. What can I do for you today?"
2. Ask for the user's basic info: "May I have your first and last name, please?"
3. Request contact preferences: "How would you prefer we contact you? Phone, text, or email?"
4. Proceed with scheduling specifics: "What date and time are you looking for? And what type of appointment is it?"
   - Confirm the details received and check availability.
   - If unavailable, suggest nearby slots: "That time is a bit booked, but we have these available: [Options]. Would any of these work for you?"
5. On successful booking, confirm: "Great! Your appointment is set for [Date and Time]. You'll receive a confirmation via [contact method]."
6. For unsuccessful attempts, reassure: "I apologize for the inconvenience. Let me get one of our specialists to assist you further."
7. Conclude the call politely: "Thank you for choosing SchedulEase. Have a wonderful day!"

Message Log

No messages

the challenge

Unanswered calls result in missed appointment opportunities — costing your business valuable clients.

The Challenges

Limited resources.

Organizations often deal with limited staff to manage appointment scheduling consistently.

Language barriers.

Navigating language differences can lead to miscommunications during appointment discussions.

Accessibility needs.

Meeting the diverse accessibility needs of clients ensures they receive timely and efficient scheduling.

Vapi's Solution

Vapi's voice agent is designed to assist businesses in setting appointments effortlessly, freeing staff from monotonous scheduling tasks.

Envision a world where every call is answered instantly, appointments are confirmed without delays, and client inquiries are resolved in no time.

This is the level of expertise and dependability Vapi brings to your appointment setting needs.

Features

Your solution for efficient appointment scheduling calls.

Data Privacy and Security

Maintain your client's confidentiality with strong data protection and compliance measures.

Easy Integration

Integrate effortlessly with your CRM for automatic appointment updates.

Educational Content

Provide callers with relevant information about the appointment process.

Always On

Schedule appointments anytime with round-the-clock accessibility.

Bring your own models

Utilize your own LLM models to customize scheduling processes.

Easy Integration

Merge seamlessly with calendar tools to ensure no overlap.

Voice samples

Select the perfect voice for your agent.

audio sample

Friendly & Soothing

"Hey there, I'm Elliot. How can I help?"

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ENTERPRISE

Reliable.

Scalable.

Secure.

99.9%uptime

A commitment to 99.9% uptime means that every appointment setting call is handled reliably. Ensure your business never misses an opportunity to schedule, confirming accurate and timely interactions.

Forward-deployedteam

Launch swiftly with support from our forward-deployed team, dedicated to tailoring the integration process to suit your unique appointment system requirements.

Sub-500mslatency

Sub-500ms latency guarantees instant connection, allowing clients to set appointments swiftly, even at peak demand times without compromising on call quality.

AIguardrails

Embedded AI guardrails shield against faulty information, ensuring conversations are anchored and accurate, thus fostering trust in appointment communications.

SOC2, HIPAA,PCI compliant

Adherence to SOC2, HIPAA, and PCI standards protects appointment details with state-of-the-art security compliance, maintaining data protection at every interaction.

AI Voice Agent for Appointment Setting