Standard Scheduler with Cold Transfer

Streamlines standard appointment booking for your company, adapting to client schedules and syncing with your calendar. Includes Cold Transfer.

Details

The Standard Scheduler with Cold Transfer is designed for organizations that need a seamless and professional way to handle appointment bookings while also offering the option for a live call handoff. This AI-powered agent handles the entire scheduling flow—from introducing the service to confirming meeting details—and can initiate a cold transfer to a live representative if needed.

Ideal for service teams and sales environments, this scenario increases scheduling efficiency, reduces drop-offs, and ensures that high-intent clients get immediate access to human support when required.

Key Features

1. Purpose:

   • Handle appointment bookings through intelligent conversation
   • Offer a seamless handoff to a live representative when appropriate
   • Sync meetings directly to your preferred calendar
   • Deliver consistent and professional client interactions

2. Customizable User Input Fields: This scenario builds on the Standard Scheduler by enabling live call transfers when the representative becomes available. Fields are grouped into sections to help configure the initial conversation, provide flexible scheduling, and manage cold transfer logic.

   

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   Opening Script Setup
   Fields used to initiate the conversation and explain the purpose of the follow-up call.

   
   • Initial Greeting: The first message used to re-engage the contact and explain why the AI is calling.
   • Introduction: A follow-up line to give context and offer the option to speak now or schedule later.
   • Company Name: The organization the AI is calling on behalf of.
   • Profession: The title or function of the human representative.
   • Representative Name: The person the contact originally intended to speak with.
   • Agent Guidelines: Behavior constraints you can set to shape how the AI communicates (e.g. emphasis, or handling edge cases).

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   Call Intent & Value Pitch
   Explains the reason for the follow-up and reinforces the benefit of speaking with the representative.

   
   • Reason for Appointment: Why the AI is calling again and what it aims to accomplish.
   • Meeting Value Proposition: Clarifies what the contact gains from speaking now or scheduling a call.

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   Meeting & Cold Transfer Details
   This section allows the AI to either transfer the call live or schedule a meeting, depending on the contact’s availability.

   
   • Default Meeting Duration (minutes): The primary meeting length if a transfer isn’t possible.
   • Alternative Meeting Duration (minutes): A secondary option for added flexibility.
   • Location of Meeting: Virtual or physical meeting format.
   • Calendar: The connected calendar used for scheduling follow-ups.
   • When should the call transfer take place?: The trigger condition that tells the AI when to initiate the live transfer.
   • What to say before transferring the call?: The phrase used to smoothly transition into a live conversation.
   • Phone number to transfer to: The direct number the AI should dial when transferring the call.

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   Follow-Up Communication
   Defines the fallback messaging if the contact does not answer.

   
   • Voicemail Message: The message the AI leaves when the contact doesn’t pick up.

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3. Objective:

   • Maximize meeting conversion through personalized conversations
   • Provide an option for live support via cold transfer
   • Minimize friction in the scheduling process

Here is the Project Configurations interface of this scenario, alongside instructions and some examples:

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 Marissa from . You gave us a call earlier and I’m reaching out on behalf of who’s now available to speak.
Introduction
We saw that you tried reaching out, and we’d love to reconnect you with the right person now that they’re free. Would you like for me to connect you to or perhaps schedule a meeting later? [pause for response]
Company Name
BrightPath Financial
Profession
Client Success Assistant
Representative Name
Alex Ramirez

Call Intent & Value Pitch

Reason for Appointment
To continue the conversation you were hoping to have earlier with and make sure you get the support or information you needed by transferring the call to the representative.
Meeting Value Proposition
To connect the client with the representative who is now available. If the client cannot take the call at this moment, then book a meeting when both client and representative are available.

Meeting & Cold Transfer Details

Default Meeting Duration (minutes)
30
Alternative Meeting Duration (minutes)
15
Location of Meeting
Virtual Meeting
Calendar
Agent Testing
When should the call transfer take place?
If the client confirms they would like to speak to the representative now.
What to say before transferring the call?
Perfect—one moment while I connect you to Alex now.
Phone number to transfer to
[phone]

Follow-Up Communication

Voicemail Message
Hi, this is from Horizon Benefit Group. I was calling to help you schedule a quick insurance consultation to explore better coverage options. I’ll send you a link to book a time that works for you. Looking forward to connecting.

FAQs & Troubleshooting

General Questions

What is a cold transfer?

A cold transfer connects the client directly to a live representative after a brief AI introduction, ensuring a smooth and contextual handoff.

What happens if the live rep doesn’t answer?

If voicemail is enabled, the AI can leave a message. Otherwise, it gracefully ends the call and logs the attempt.

Configuration

Can I control when the AI transfers the call?

Yes. You can define specific triggers or client responses that initiate the cold transfer process.

Is the calendar integration optional?

Yes. You can choose to only use the cold transfer feature without syncing to a calendar, or vice versa.

Usage and Results

Does this improve meeting attendance?

Yes. Clients are more likely to attend meetings when they’ve had a smooth and personalized scheduling experience.

Is the AI able to confirm appointment details before transferring?

Absolutely. The AI will confirm relevant information before initiating the transfer.

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