Standard Scheduler

The Standard Scheduler is the core Scenario in AVA, used to book appointments through your connected calendar. Acting as a company representative, the AI Agent coordinates with contacts to find the best meeting time and can adapt its messaging using customizable inputs. This Scenario forms the foundation for many of AVA’s more specialized and broader use cases.

Details

The Standard Scheduler is a general framework that gears the AI Agent towards scheduling appointments for you by checking the availability in your calendar, and negotiating with the contact on what time works best for them. For more specific/niche call Scenarios, please refer to our other Scenario documentation.

Key Features

1. Purpose:

   • Focused exclusively on scheduling appointments
   • Guides conversations with a professional demeanor to represent your company effectively
   • Ensures flexibility by providing the client various meeting duration’s and times, based on your connected calendar availability and Scenario configurations

2. Customizable User Input Fields: The customizable fields in the Standard Scheduler are organized into clearly defined sections to simplify configuration and provide better context for how the AI Agent communicates during the call. Each section groups related fields based on their role in the scheduling process. Below is a breakdown of these sections and the fields they contain.

   

   Opening Script Setup
   These fields define how the AI Agent begins the call, introduces itself, and represents your business.

   
   • Initial Greeting: The first line used to open the call and confirm the contact’s identity.
   • Introduction: A short summary of who the AI is calling on behalf of and why.
   • Company Name: The name of the company being represented by the AI.
   • Profession: The job title or role of the human representative the AI is scheduling for.
   • Representative Name: The person the appointment is being set up with.
   • Agent Guidelines: Behavior constraints you can set to shape how the AI communicates (e.g. emphasis, or handling edge cases).
   • Closing Statement: The final message the AI delivers at the end of a successful call.

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   Call Intent & Value Pitch
   This section defines the purpose of the outreach and what value the contact can expect from the meeting.

   
   • Reason for Appointment: A clear statement explaining why the meeting is being requested.
   • Meeting Value Proposition: A brief summary of the benefit the contact will receive from attending the meeting.

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   Meeting Details
   This section determines how the meeting will be booked and delivered.

   
   • Default Meeting Duration (minutes): The standard length of the meeting in minutes.
   • Alternative Meeting Duration (minutes): An optional time slot the AI can offer based on availability.
   • Location of Meeting: Specifies whether the meeting will be held virtually or in person.
   • Calendar: The calendar into which appointments will be booked.

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   Follow-Up Communication
   Fields used when the contact doesn’t answer the call and a voicemail is appropriate.

   

   • Voicemail Message: The message the AI will leave if the call goes to voicemail.

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3. Objective:

   • To book meetings directly into the connected calendar selected for the project
   • Utilize the client’s availability to ensure seamless scheduling

The Scenario has been built and pre-configured to make it as simple as possible for a user to tailor and initiate a campaign with minimal setup. This Scenario is adaptable and only takes a few lines of text to get going.

Remember that Scenarios are defined at the Project level, and every Campaign inherits the pre-filled fields from the Project, which means every Campaign can have different information in the input boxes, allowing you to tailor communications per Campaign to align with your customer/client or business needs.

Example Configuration & Demo

Opening Script Setup

Initial Greeting
Hi, this is ai_agent_name from company_name. Am I speaking with client_firstname?
Introduction
I’m reaching out on behalf of representative_name, a profession at company_name. We’re setting up quick consults this week to explore how our marketing automation tools can help you streamline your marketing efforts.
Company Name
Innovate Marketing Solutions
Profession
Marketing Automation Specialist
Representative Name
Jordan Lee
Closing Statement
Thank you for your time, client_firstname. Representative_first_name looks forward to meeting with you. Have a great day!

Call Intent & Value Pitch

Reason for Appointment
To discuss how your marketing team can benefit from using automation to engage leads more efficiently.
Meeting Value Proposition
On this call, you’ll discover how our marketing automation platform can increase lead conversions by 30% and save your team 10 hours a week on manual tasks.

Meeting Details

Default Meeting Duration (minutes)
30
Alternative Meeting Duration (minutes)
15
Location of Meeting
Virtual Meeting
Calendar
Agent Testing

Follow-Up Communication

Voicemail Message
Hi, this is ai_agent_name from Innovate Marketing Solutions. I was hoping to connect for a quick consultation to show how your marketing team can boost lead conversion rates with automation tools. I’ll send you a text with a link to schedule if that’s more convenient. Looking forward to speaking!

FAQs & Troubleshooting

General Questions

What is the purpose of the Standard Scheduler Scenario?

The Standard Scheduler is designed to book meetings efficiently while maintaining a professional tone. It adapts to client availability and ensures appointments are scheduled directly into the user’s connected calendar.

Can I customize the AI’s messaging for this scenario?

Yes, users can configure fields like the Introduction, Reason for Appointment, Meeting Value Proposition, and more to align with their business goals and client expectations.

Configuration

Which input fields are required to use the Standard Scheduler?

All fields are required to be filled for the Scenario to run. If a field is left empty, you will be prompted with a warning message to enter some information before being allowed to execute the Campaign.

Can I change the meeting duration for appointments?

Yes, you can configure both a Default Meeting Duration and an Alternative Meeting Duration to provide flexibility for client scheduling.

What happens if I don’t customize all the input fields?

Any fields left un-configured will use default information provided by AVA. However, customizing fields ensures the AI delivers messaging that is more relevant to your business and clients.

Usage and Results

Where do the appointments appear once booked?

Appointments are booked directly into the calendar selected for the project. They will also reflect in connected calendars like Google or Outlook if integration is enabled.

What happens if the contact doesn’t answer the call?

The AI will leave a voicemail message based on the Voicemail Message field configured in the Scenario. Please note that “Do Not Leave a Voicemail” is enabled by default for all Campaigns so no voicemails will be left until that option is turned off.

Can the AI reschedule appointments if conflicts arise?

Yes, the AI adapts to client availability during the call and can adjust scheduling dynamically to prevent conflicts.

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