Simple AI Agent Design for Customer Calls & Appointment
Logging
1. Core Features
• Answer incoming customer calls automatically
• Listen and understand customer’s request or issue
• Ask for basic info if needed (name, preferred appointment time, issue description)
• Confirm appointment details with the customer
• Log appointment in a digital calendar with customer info and issue
• Send a simple confirmation (optional: SMS or email)
2. Hardware & Software Requirements (Minimal & Affordable)
• A basic smartphone or tablet with microphone and speaker OR a simple desktop/laptop with
microphone & speaker
• Internet connection (Wi-Fi or mobile data)
• A simple pre-installed app that handles calls and calendar integration (no need for complicated
setup)
• No need for any coding or complex setup by the user
3. User Interaction Flow (Very Simple)
• Customer calls the AI agent phone number.
• AI answers with a friendly greeting:
“Hello! This is [Company Name] appointment line. How can I help you today?”
• AI listens and extracts:
• Customer’s name
• Appointment date/time preference
• Brief description of issue
• AI repeats back info to confirm:
“You want to book an appointment for [date/time] regarding [issue]. Is that correct?”
• Customer says “yes” or “no”
• AI logs the appointment to the calendar if confirmed, or restarts info collection if no.
• AI says “Thank you! Your appointment is booked. Have a great day!” and ends the call.
4. Simplified Technical Setup (for the person who helps initially)
• Step 1: Set up a dedicated phone number (can be a VoIP number or regular phone line) for
customer calls.
• Step 2: Install a simple voice AI assistant app or use an existing easy-to-use platform like:
• Google Dialogflow Phone Gateway (integrated with Google Calendar)
• Twilio Studio with voice & calendar integration
• Or a simple pre-built voice bot app with calendar sync
• Step 3: Connect the app to a Google Calendar or Outlook Calendar for appointment logging.
• Step 4: Pre-record or program simple greeting & prompts (can be edited anytime by a helper).
• Step 5: Teach the AI simple keywords to recognize from customers for name, date/time, and
issue.
• Step 6: Test the system a few times and keep it running.
5. User Interface for the Older Person (Minimal Interaction)
• The user does not have to interact much during calls.
• To view appointments, they just open the calendar app (Google or Outlook), which looks like a
simple list.
• To change greeting or schedule, a helper or tech-savvy person can assist remotely or via a very
simple web dashboard.
• Optional: A printed instruction sheet with just 3-4 steps for checking calendar or restarting
system.
6. Example Tools You Can Use (no coding required)
• Google Dialogflow with Phone Gateway + Google Calendar integration
• Twilio Studio (visual drag-and-drop to build voice bot) + Google Calendar
• Calendly for simple scheduling (with phone number forwarding and voice prompts)
• Amazon Connect (if available, but may be more complex)
Summary
Aspect Design Idea
Hardware Basic smartphone/tablet or laptop
Software Voice AI assistant with calendar integration
User Interaction Call → AI answers → Info collected → Confirm → Booked
Setup Phone number + AI app + Calendar linked
Ease for User No tech needed, just check calendar
Support Helper sets up initially, optional remote help
