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Overview

There are a number of “actions” that an agent can take, including call forwarding, sending SMS or emails, and Appointment Scheduling. This affords the AI agent full autonomy in a phone call by allowing it to reference your calendar to find available booking times, negotiate with the contact for their preferred time, and then schedule the meeting in your calendar on your behalf. Let’s take a look at how this works.

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Details

In order for the Appointment Scheduling action to work—and ultimately for your AI Agents to be able to reference your calendar and create bookings in it—a calendar needs to be properly configured in the GHL account associated with AVA. This is also true for any additional Sub-accounts or Client Accounts. Here is a brief of what that looks like:

You may have more than one calendar associated with a GHL account, from which you will be able to choose within AVA the calendar you want the AI Agents to reference and book into—a great feature which allows you to separate and organize different campaigns and contacts into different calendars for different reasons—but it is necessary to have at least one connected calendar.

Successfully connected calendars will appear in AVA in a dropdown menu in the Project Configurations section of a Project, as well as the Campaign Configurations section of a Campaign and will look similar to the image below. If a calendar has been connected but does not appear in AVA, you can always click the “refresh” icon as a troubleshooting tip.

Appointment Scheduling is the backbone of most of the scenarios within AVA, and a key component in what makes AVA so powerful, and preferred scheduling parameters can always be set in the global Project Configurations, the specific Campaign Configurations, or within GHL for more advanced configurations.

AVA is designed to put emphasis on successfully scheduled appointments, and so you will see them displayed in a number of places throughout the application.

  1. First, you will see the number of booked meetings per Project in green on the AVA homepage. This is a nice and easy way to see at a glance how many appointments have been booked per executed Project as depicted in the image below. Remember that a Project can hold multiple Campaigns, and so you will need to click into the Project to see which Campaign these bookings belong to.

  2. Clicking into the Project will show you all Campaigns associated with that Project and priority is set on displaying the current status of the Campaign—whether it is In Progress, Paused, Completed, or Not Started, amongst other available statuses.

  3. When clicking into a Campaign, in the Contacts section, you will find contacts separated into two buckets; Contacts To Reach and Reached Contacts. This shows you the status of the campaign in terms of which contacts have been reached and who is left on the list to be called. In the Reached Contacts tab, you will see the results of the calls including if a meeting has been scheduled with a contact or not.

  4. You may also consolidate your efforts by opening the Call History section of AVA in the AVA side-panel, where you will be able to filter your search by a number of parameters, including Meeting Booked. In this way, you will be able to see a wealth of information about the call such as: which agent called, when the call occurred, a summary of the call, a full transcript, sentiment analysis, and more.

  5. The Call Status is also available in the output of the AVA Voice AI Contact Called trigger, which means that it can be used to form the basis of some conditional logic within GHL, for instance sending a follow-up text/email reminder sequence for contacts with booked meetings, or separating into a nurture sequence the contacts who completed a call but didn’t book. For more information on using the Contact Called trigger output in conditional logic, please refer to the Integration with GHL chapter.

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FAQs & Troubleshooting

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General Questions

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Calendar Integration

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Managing Appointments

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Advanced Configurations

For additional questions or guidance, try using our Virtual Support Agent! Available 24/7 to help resolve most issues quickly at thinkrr.ai/support.

If you still need assistance, visit our support site at help.thinkrr.ai and submit a Ticket or contact our team directly at hello@thinkrr.ai.