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      How To Setup And Use ProspectFlow's AI Appointment Booking Bot

      How To Setup And Use ProspectFlow's AI Appointment Booking Bot

      The AI appointment booking bot is a system that automates the process of booking appointments for leads on a calendar through text messaging.

       

      This feature takes advantage of the high open rates of SMS and acts as a virtual assistant to engage leads in a natural conversation to schedule appointments on a calendar.

       

      How To Setup The AI Appointment Booking Bot

      1. Log in to your ProspectFlow dashboard and click on "Workflows".

      2. Look for the folder titled "ProspectFlow | AI Appointment Booking Bot" and click on it to expand it.

      3. You will see two prebuilt workflows:

        • "ProspectFlow | AI Appointment Missed Call".

          "ProspectFlow | AI Appointment Missed Call" is triggered when a lead calls any of the smart numbers in your location and the call status is either "busy" or "no answer". This is a good replacement for the "Missed Call Text Back" or voice mail message for leads who are looking to talk to someone.

        • "ProspectFlow | AI Appointment No Show".

          "ProspectFlow | AI Appointment No Show" is triggered when an appointment status is set to "No Show" (or "Canceled" if you choose to include that status as well).

      4. Click on the workflow you want to customize to open up the ProspectFlow workflow editor.

      5. Click the "AI Appointment booking bot" step to open the configuration window.
         

         
        • Select the calendar you want the AI to pull availability from and book the appointment
        • Set the time duration you want the AI to wait for a response before timing out. 
        • Select a message template or enter the prompt you want to send to the contact when they miss an appointment or tried calling in and didn't get a response.
        • Scroll down and enter a confirmation message for a successfully booked appointment and click "Save".
      6. The "AI Appointment booking bot" has 3 outcome
         

          

        • Did The Bot Book The Appointment?
          The AI goes down this path if the bot successfully books an appointment, you can add actions such as sending a confirmation email.

        • Did The Bot Time Out?
          The AI goes down this path if the bot times out and the contact hasn't responded to the prompt, you can create a sequence of follow-up texts and emails to be sent to re-engage the contact.

        • None (Appointment could not be booked for other reasons)
          The AI goes down this path if the contact replies with a query that it doesn't comprehend. At this point, we want to notify someone to pick up the conversation.

      7. Edit the emails and text messages to suit your needs, and feel free to add additional messages if necessary.

      8. Toggle the "Draft - Publish" switch to activate the workflow, and click "Save".