Empower Your AGENT AI Chat Bot by I Need Leads LTD to Manage Appointment Cancellations and Offer Rescheduling Options via Link Sharing

Allow Your Bot to Cancel Appointments and Reschedule With Link Sharing

How to set your bot up to handle cancelled appointments and trigger it to send a rescheduling link

Our AGENT AI Chat Bot is a powerful tool for seamlessly scheduling appointments, effectively turning leads into confirmed meetings. However, the need for flexibility arises when appointments require cancellation or rescheduling. This guide will walk you through setting up your bot to handle these changes efficiently, ensuring your calendar remains up-to-date and your leads are always engaged.

Firstly, head over to Settings > Custom Fields and select 'Add Field'. Choose the Multi-Line Text Input option and proceed to the next step.

Here, you'll create a multi-line text field dedicated to your rescheduling link. Follow the same process to set up another field for your cancellation link.

Next, navigate to Automation > AGENT AI Chat Bot Folder and initiate a new workflow. For the purpose of this guide, we'll name it 'Customer Booked'. Set the trigger to 'Customer Booked Appointment'.

Add an action to 'Update Contact Field', ensuring to fill the custom fields with the corresponding variables linked to the appointment booking triggers. Remember to hit 'Publish' and 'Save' to finalize the changes.

Moving on to the 'Process Message' workflow, select the AGENT AI Chat Bot Webhook and incorporate the two custom fields you previously set up, including your links. In the value section, input the tag contact > Custom Fields > reschedule_link, applying the same for your cancellation link. It's crucial to prepend the variable name with the '@' symbol for correct referencing. Don't forget to save your changes.

To integrate these variables within your AGENT AI Chat Bot, navigate to Modify Bot > Main and embed the variables within the 'How to Respond' section. This grants your bot access to the links, facilitating easy sharing when necessary. Ensure you save these modifications.

An additional step involves adjusting your General Settings to disable the 'Stop When All Objectives Done' feature. This adjustment is vital to allow for uninterrupted communication with leads wishing to cancel or reschedule, ensuring your bot remains responsive to their needs.

Congratulations! Your AGENT AI Chat Bot is now equipped not only to secure appointments but also to adeptly manage any changes, providing a seamless experience for both your team and your leads.