Systems & InfrastructureAutomationsCRM Architecture
An AI agent that detects when someone is not ready yet, and comes back when they are
Not now is not no, but almost every system treats it that way. The AI works out the date they actually meant from how they said it, writes it down with the reason, and on that day the clinic comes back with times.
Read the workflow as text
- Follow-up date arrives (Custom Date Reminder on Follow Up On)
- 1Follow-up date still set?
- 2Date still set
- 3Which channel is this contact on?
- 4Text message rail
- 5The morning of THEIR dateSMSHi {{contact.first_name}}, you asked me to come back to you today, so here I am. Is now a better time? I can send over this week's times for you.
- 6Wait: 2 days2 days
- 7Touch 2: no deposit, no cardSMSNo rush at all, {{contact.first_name}}. There is no deposit and no card needed to book, so it is really just a chat about whether it would suit you.
- 8Wait: 3 days3 days
- 9Touch 3: a spot held for themSMSI can hold a spot for you this week. Just tell me a day that suits and I will put it in for you.
- 10Wait: 4 days4 days
- 11Touch 4: the door stays openSMSWhenever suits you, {{contact.first_name}}, just say the word and I will get you booked in.
- 12WhatsApp rail
- 13The morning of THEIR dateWhatsAppHi {{contact.first_name}}, you asked me to come back to you today, so here I am. Is now a better time? I can send over this week's times for you.
- 14Wait: 2 days2 days
- 15Touch 2: no deposit, no cardWhatsAppNo rush at all, {{contact.first_name}}. There is no deposit and no card needed to book, so it is really just a chat about whether it would suit you.
- 16Wait: 3 days3 days
- 17Touch 3: a spot held for themWhatsAppI can hold a spot for you this week. Just tell me a day that suits and I will put it in for you.
- 18Wait: 4 days4 days
- 19Touch 4: the door stays openWhatsAppWhenever suits you, {{contact.first_name}}, just say the word and I will get you booked in.
- 20Cleared: they booked meanwhile
The problem
A good lead says after payday, or once I am back from holiday, or in the new year. Everyone nods and nobody writes it down, or somebody writes it on a note that nobody reads in March. So the lead sits in the account until they go cold, and the clinic buys another one that says the same thing.
What shipped
- The date comes out of how they said it, not from a form asking for one
- Their own reason is kept, so the follow-up quotes them rather than starting over
- Nobody sets a reminder and nobody keeps a list
What happens
Somebody says they are interested but not yet, and gives a rough when. The AI reads it, works out the date, and writes it down with what they said.
Nothing else happens for weeks. The chases stop, because chasing somebody who told you when to come back is how you lose them.
On the day, the clinic comes back to them, in the same conversation, referring to the thing they said, with times.
Want one built for you?
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