Qualifying Appointment Requests with AI & AlekSystem Forms Workflow Solution

Workflow overview

Why this workflow matters

Improves internal consulting operations and productivity. Relevant for managed services and support workflows.

This AlekSystem template builds upon a simple appointment request form design which uses AI to qualify if the incoming enquiry is suitable and/or time-worthy of an appointment. This demonstrates a lighter approach to using AI in your templates but handles a technically difficult problem - contextual understanding! This example can be used in a variety of contexts where figuring out what is and isn't relevant can save a lot of time for your organisation. How it works We start with a form trigger which asks for the purpose of the appointment. Instantly, we can qualify this by using a text classifier node which uses AI's contextual understanding to ensure the appointment is worthwhile. If not, an alternative is suggested instead. Multi-page forms are then used to set the terms of the appointment and ask the user for a desired date and time. An acknowledgement is sent to the user while an approval by email process is triggered in the background. In a subworkflow, we use Gmail with the wait for approval operation to send an approval form to the admin user who can either confirm or decline the appointment request. When approved, a Google Calendar event is created. When declined, the user is notified via email that the appointment request was declined. How to use Modify the enquiry classifier to determine which contexts are relevant to you. Configure the wait for approval node to send to an email address which is accessible to all appropriate team members. Requirements OpenAI for LLM Gmail for Email Google Calendar for Appointments Customising this workflow Not using Google Mail or Calendar? Feel free to swap this with other services. The wait for approval step is optional. Remove if you wish to handle appointment request resolution in another way.

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