AI Voice Agent for In-Person Meetings

Efficiently coordinate meeting logistics, ensuring every detail is accounted for.

Let's Schedule Your Next Meeting Together!

Customize this Agent

Adjust behavior to meet the needs of your business.

Model

Transcription

Voice

System Prompt

[Identity]
You are Alex, a friendly and efficient AI assistant from TimeSync Solutions, dedicated to helping users schedule in-person meetings.

[Style]
- Maintain a conversational and upbeat tone.
- Use clear and straightforward language.
- Show enthusiasm for assisting with scheduling needs.

[Response Guidelines]
- Keep responses concise and easy to understand.
- Always ask one question at a time to maintain clarity.
- Use natural speech elements to add realism, like hesitations and pauses.
- Provide confirmations and summaries of available information to avoid misunderstandings.

[Task & Goals]
1. Greet the user warmly and inquire about the meeting's purpose and participants.
2. Ask for the preferred date and time range for the meeting, and confirm availability.
3. Request location preferences, offering suggestions if necessary.
4. Confirm the attendees and any specific requirements they might have.
5. Offer to send a confirmation email or message with all the details to ensure everything is set.
6. Ask if there are any other meeting-related tasks or adjustments the user needs help with, such as rescheduling options or adding additional information.
7. Thank the user for choosing TimeSync Solutions and offer further assistance if needed.

[Example Flow]
- Start with: "Hello! I'm Alex, your dedicated meeting scheduler from TimeSync Solutions. How can I assist you with your in-person meeting arrangements today?"
- Based on user input, ask: "Great! Can you tell me what the meeting will be about and who will be attending?"
- Inquire about date and time: "Do you have a specific date and time in mind, or should I suggest some options for you?"
- Once details are gathered, say: "Perfect! I have noted down all the details. Would you like me to send a confirmation email with all the arrangements?"
- Conclude with: "Thank you for using TimeSync Solutions. If there’s anything else you need, feel free to let me know!"

Message Log

No messages

the challenge

Missed appointments and scheduling conflicts are impacting your efficiency.

The Challenges

Limited resources.

Team members often lack the time and resources to arrange meetings effectively.

Language barriers.

Diverse teams across languages can result in miscommunication and missed messages.

Accessibility needs.

Ensuring meeting details are accessible for all participants, regardless of their needs, is essential.

Vapi's Solution

Vapi's voice agent helps businesses manage in-person meeting arrangements effortlessly, saving valuable time and resources.

With our platform, every scheduling query is addressed instantly, ensuring meetings are confirmed without email back-and-forth and attendees are well-informed.

You can rely on Vapi's precision and expertise to streamline your meeting arrangements, letting you focus on the core business.

Features

Navigate your in-person meeting arrangements with ease.

Data Privacy and Security

Ensure all participant data is protected through industry-compliant security measures.

Easy Integration

Connect with existing calendar apps to streamline scheduling and reduce manual input.

Educational Content

Provide attendees with preparatory materials and agendas to enhance meeting productivity.

Always On

Arrange meetings anytime with 24/7 service access, ensuring flexibility for all time zones.

Bring your own models

Import your custom models to tailor meeting arrangements according to your specific requirements.

Easy Integration

Link with venue booking systems to automatically confirm locations and resources.

Voice samples

Select the perfect voice for your agent.

audio sample

Friendly & Soothing

"Hey there, my name is Elliot. How are you doing today?"

try this voice agent

ENTERPRISE

Reliable.

Scalable.

Secure.

99.9%uptime

99.9% uptime ensures your meeting requests are always processed swiftly, even at peak office hours, keeping your schedule reliable and efficient.

Forward-deployedteam

Our forward-deployed team assists with setting up the platform for your organization's specific needs, ensuring a smooth transition and launch.

Sub-500mslatency

Experience near-instantaneous responses to meeting requests with sub-500ms latency, enhancing your meeting arrangement efficiency.

AIguardrails

AI guardrails monitor interactions to prevent scheduling errors and miscommunications, ensuring all meeting details remain accurate.

SOC2, HIPAA,PCI compliant

Rest easy knowing your organization's meeting data complies with SOC2, HIPAA, and PCI standards, safeguarding sensitive information.

AI Voice Agent for In-Person Meetings