How to Set Up AskHandle AI for Scheduling Appointments?
Setting up AskHandle AI to manage scheduling for your users is simple. Follow these steps to allow the AI to handle appointments, ask necessary questions, and confirm visits.
Step 1: Prepare a Word Document with Scheduling Details
To guide the AI in handling appointment requests, you can upload a Word document template to the AskHandle Command Center. Below is an example template that you can copy, customize, and upload:
Example AI Training Template for Scheduling Appointments:
If a guest user wants to schedule a visit or book a tour, you should help get an available date and time. You can ask the guest user what’s the ideal date and time the guest user wants to come and visit.
Our business hour is 9 am to 5 pm, Monday to Friday. And we don’t work on Federal holidays. We use Eastern Time as our time zone.
And our showing manager’s available time for the coming days are:
- Monday: 9 am to 11 am, 1 pm to 4 pm
- Tuesday: 10 am to 11:30 am, 12 pm to 5 pm
- Wednesday: 9 am to 12 pm, 3 pm to 4 pm
- Thursday: 10:30 am to 4 pm
- Friday: 1 pm to 3 pm
If the guest user asks for a time that no show manager is available, you can ask the guest user to tell a different date and time.
If the guest user has a time that is in our available date and time range, you should ask about guest user email.
If the guest user gives an email, you should repeat the email to ask guest user to confirm if the email is correct.
After you get available date, time and confirmed email, you can tell the date, time, email you received and you should ask the guest user to type “confirm the visit” to confirm the visit.
After you receive the confirm the visit message from guest user, you can tell the guest user “Your visit is confirmed.” And you should mention the confirmed date and time in the confirmation message.
Step 2: Upload the Document to AskHandle Command Center
Upload the document to the Command Center:
- Go to the AskHandle Command Center.
- Upload the Word document with the instructions for handling appointments.
- This document will tell the AI how to interact with the user when scheduling visits.
Step 3: Set Available Time Slots in AskHandle
Set available time slots:
- Ensure you set the available time slots in the AskHandle system.
- Input your showing manager’s availability to allow the AI to suggest open slots.
- This ensures the AI only offers times when your staff is available.
Step 4: Test the AI Scheduling Process
After uploading the document and setting time slots, test the AI to make sure it follows the correct process.
The AI should:
- Ask users for their preferred date and time.
- Compare the user’s choice with your available time slots.
- Request and confirm the user’s email.
- Complete the appointment confirmation process.
By following these steps and using the provided template, your AskHandle AI will efficiently manage user scheduling, making it easier to book visits or tours within your available hours.
