Built an AI receptionist that qualifies callers, books into Calendly, sends reminders, and updates CRM records for a consulting team.
Challenge
A consulting business used Calendly but still lost leads who wanted to call, ask questions, or reschedule. Staff manually qualified callers, sent booking links, and chased confirmations. Many calls happened outside business hours.
Workflow approach
We connected an AI receptionist to Calendly, CRM, and SMS reminders. The agent answers initial questions, asks fit and budget questions, books qualified prospects into the right appointment type, handles rescheduling, and sends confirmations.
Observed outcome
Qualified consultation bookings rose 39%, no-shows dropped 27%, and staff stopped manually handling routine rescheduling. Calendly remained the scheduling system while AI handled the conversation around it.
Outcome metrics
- More qualified bookings
- 39%
- Fewer no-shows
- 27%
- Booking coverage
- 24/7
- Manual reschedule tasks
- 0
Systems involved
- Calendly
- VAPI
- Twilio
- HubSpot
- GPT-4o
- n8n