Appointment Scheduling
Have the AI propose times, confirm availability, and book meetings without back-and-forth.
Overview
Appointment Scheduling lets Run Wild move qualified leads from “interested” to booked automatically. The AI proposes times, confirms availability and time zone, collects any required details, and finalizes the meeting—without the endless “what works for you?” back-and-forth.
Why it matters
Most funnels don’t break at “lead captured.” They break in the gap between:
- the first response and
- an actual calendar event
That gap creates delays, missed follow-ups, and no-shows. Appointment Scheduling closes it by turning conversations into confirmed meetings fast.
What it does
1) Propose times automatically
Run Wild can offer meeting times based on:
- rep availability
- business hours
- lead’s time zone
- meeting type (discovery, estimate, demo, intake)
- urgency (same-day vs next available)
Outcome: the lead gets clear options immediately.
2) Confirm details before booking
Before it books, the AI can confirm essentials such as:
- name + best contact method
- time zone
- location (virtual / phone / onsite)
- address (for onsite appointments)
- reason for meeting (so reps are prepared)
This prevents misbookings and “who is this?” meetings.
3) Book the meeting and keep the CRM in sync
Once confirmed, Run Wild can:
- create the calendar event
- update the opportunity stage (e.g., “Booked”)
- log the conversation and outcome
- assign the owner (if not already assigned)
Your pipeline stays accurate without manual updates.
4) Reduce no-shows with confirmations and reminders
Appointment Scheduling can automatically send:
- booking confirmations
- day-before reminders
- day-of reminders
- “running late?” nudges
These can be sent via SMS and/or email depending on what your leads respond to best.
5) Handle reschedules and cancellations gracefully
If a lead can’t make it, the AI can:
- offer new times
- rebook the meeting
- update the calendar + pipeline stage
- notify the rep
This keeps meetings from silently disappearing.
6) Escalate to a human when needed
For high-value deals or special cases, you can route scheduling to a rep:
- when the lead requests a specific person
- when they have custom requirements
- when availability is limited
The rep gets full context and suggested next steps.
How it works (high-level flow)
- Lead is qualified (or requests a meeting)
- AI offers times based on configured rules + availability
- Lead selects a time (via conversation)
- AI confirms details (timezone, location, required fields)
- Meeting is booked and confirmations are sent
- CRM + pipeline updates happen automatically
- Reminders + rescheduling are managed end-to-end
Key capabilities (scan-friendly)
- Conversational scheduling: book directly from SMS/email threads
- Time zone detection: reduce scheduling mistakes across regions
- Meeting types: different rules for discovery, demo, estimates, intake, etc.
- Required fields: collect info before booking (address, notes, requirements)
- Automatic pipeline updates: stage and next steps updated on booking
- Reminder automation: confirmations and nudges to reduce no-shows
- Reschedule/cancel handling: keep calendars clean and reps informed
Use cases
Use case 1: Inbound demo requests
Goal: book meetings immediately after qualification
Flow: confirm a key requirement → offer 2–3 times → book → send confirmation + reminders.
Use case 2: Quote/estimate appointments (local services)
Goal: schedule onsite visits with the right details
Flow: capture address → confirm service type → propose available windows → book → send prep instructions.
Use case 3: After-hours lead capture
Goal: wake up to booked meetings
Flow: respond instantly → qualify lightly → offer next-day availability → book and confirm.
Use case 4: Multi-rep scheduling
Goal: route to the right calendar automatically
Flow: triage assigns owner → AI books on the assigned rep’s calendar → notifies rep with summary.
FAQs
Can I control what times the AI offers?
Yes. You can define business hours, buffers, meeting lengths, lead urgency rules, and which meeting types are available.
Does it work over text and email?
Yes—leads can choose a time right inside the conversation without needing a separate back-and-forth thread.
What if a lead wants to reschedule?
The AI can offer new times, update the calendar event, and keep the opportunity stage accurate.