How to Make an AI Voice Appointment Setter in 10 Minutes

how does one of these times work for you 10 a. m. will be great our team is looking forward to helping you navigate your retirement planning with confidence if you're not experimenting with AI to automate your lead qualification and appointment setting then you are falling behind the good news is you don't need to be a tech Wizard or spend hours coding just to create one of these AI appointment sets for yourself in this tutorial I'll walk you through the process of setting one up step by step and I'll be giving you the exact prompt template I've been using to create these AI appointment Setters in minutes let's get into it what we're going to be building is an outbound AI appointment sitting system that is able to call leads after they have shown interest say on a lead capture or on your landing page and if the lead ends up being qualified for one of your offers it's going to attempt to book them into an appointment live on the call that directly integrates into your calendar and into there also this is a live booking system that's going to be able to negotiate and go back and forth and decide on the time I have found some available slots for your time zone what works for you Monday Tuesday or Wednesday based on a calendar and availability that we've set up beforehand which we to go over in a sec these kind of systems are crazy and yes they do work as you expect as you go to see shortly to get started you need to headit to synf flow.

a there'll be a link down below this is not a promoted video I'm not sponsored by these guys at all I just tried a whole bunch of the different tools that are available and this one seem to be the best for this appointment set of use case in particular so you can create an account up here you can go get started I already have an account of course once you are inside sflow you're going to see a dashboard that looks a little bit like this now as you can see at the top I've already reached my plan limit of one assistant and this is the one downside of s flow that I will mention right now is the cost are pretty astronomical uh quite possibly the most aggressive pricing I've ever seen on any of the tools have ever shown on the channel or anything here so big disclaimer you can't follow this tutorial without at least upgrading to the starter plan they don't have a free one that allow you to do what I'm about to show you and a quick jump up to the Pro Plan is an I ordering $450 a month now this isn't a sponsored video but I will reach out to them and see if I can get a susp special offer for the community and then I might be able to continue to make videos on them in future but I know pricing isn't issue for a lot of you as it is for me at those kind of prices as well so once you've upgraded to stter then you can go back to the dashboard you'll see a screen that looks a little bit like this as I mentioned earlier we are going to be making an outbound appointment setup so we need to click on outbound here and then we can get into the configuration now this does look quite confusing but we can just rip through here and call this pointment set for the model we're going to choose gp4 turbo because it has quite a complex qualification script so we need a smart yet fast model and for the voice I'm just going to leave it the same for now voice synthesizer turbo stream let's leave it on that uh USA l W custom greeting for the custom greeting we're going to say hey comma is this first name this is in curly brackets with a question mark at the end and as you can see here created our first variable which we'll be going over in a second then we have settings like patience level and enable recordings I'll just leave those as is and then we get to the real meat and potatoes of this app which is the prompt and these actions that we can set up we'll start with the prompts first as I've created a special tool for it and then we can jump into the realtime booking after that because right in the prompt there's really 90% of the work of getting one of these AI appointment sets up and running I've taken a few hours yesterday to create create a tool for you that you're all going to be able to use and it's going to take in a bunch of information and automatically generate a high performing AI appointment set of script so that you don't have to mess around and do all of the research I've had to do to get one that actually works well nice for the sake of this tutorial I'm going to generate some dummy data to fill out this with just to give it a test obviously for your use case you'll use your own business data that offens that you're trying to sell through it or if you're doing it for a client you can input their data as well I'm going to hit over to Claude and say can you write some dummy dat data for this prompt generator tool I'm using CLA over chat gbt quite a lot now cuz it seems to be a lot better as we can see here we're starting to get some data coming through now that we have the data we can start to copy and paste it over into the tool itself of course if you guys want to get this tool for free it's going to be available on my free school Community it'll be the first link down in the description you can click on that it'll take you through the school and then in order to get all the resources for this video there'll be a little tab up the top called YouTube resources you can click on that and then find this videos post and inside it will be the link to this AI appointment seter that you can use so up for quite a lot of work and getting this tool working for you all so please use it um it's going to make your process of creating these hitters so much quicker so just wrapping through here now I'm going to copy and paste over this information offers and qualifying criteria let's give a bit of spacing faq's target audience and strangely this agent's name is leam so we can put that there there is one change I want to make to this data which is to remove this other option for a call we can only set up one option to book a call and the other one we can do with SMS I'm not going to set up the SMS in this video but it's fairly easy to do with the same kind of process I'm about to show you so the top offer is going to be to book and a call if they're qualified and if they don't qualify for the top offer they'll be sent an SMS with some other information you can pause the video to take a look at the information that I've filled out here um I've provided as much information as I can in the notes here so that when you guys are using it you know exactly the kind of information to put in to get the best results but basically this is a financial planning firm for retirees and stuff once you filled up the information in the tool then you go down and you can click run does take a minute or two it's quite a long process but the output is something like this very well structured utilizing all of the best practices for writing these AI voice agent prompts and here you can see we get a complete script we get FAQs and we get final details and everything we need for an AI appointment set to work as we expect has been included in this here you can see the offers and the qualifying criteria for prospects with 1 2 million in investable assets who are from 5 to 10 years from retirement book a 30-minute retirement orance assessment call for prospects who don't meet the asset or retirement timeline criteria follow up with an SMS so these are the two offers that the setter is able to present if by answering the questions in the script down here the AI is able to determine that they meet the qualification criteria for this 30-minute retirement Readiness assessment then it's going to attempt to book them in for a follow-up call which we're going to set up in a second but most importantly if they don't meet that qualification criteria it can essentially down sell them to the lower offer and in this case it's sending an SMS with a link to retirement planning guide so if they don't meet the top qualification criteria then the seter is smart enough to be able to down sell them and trigger a different action so that you're capturing as much of this value of these interested leads as possible all we need to do now to plug this into our voice agent is to copy this head back over to synf flow and then we can expand this prompt out and I'm going to paste it in there now that we've got the prompt in there I'm going to save and close and then we get to jump into the realtime booking aspect of it which may sound difficult but it's actually quite straightforward to do so if we click here you'll see that we have two options we have highle or we have cal. com what we're going to be doing in this tutorial is the cal. com setup which is fairly straightforward to do so cal.

com what I'm going to do is click the login button and then I'm going to click don't have an account so we can create an account I'm going to continue here with Google to make my account a little bit faster then I'm going to put in my details I'm going to put tutorial account 01 full name time zone set that up then you get to go through and connect your calendar so pick the calendar that you want to use I'm using Google calendar fa easy to do I'm going to allow it all access to Google Calendar I'm going to use Google meet for my video calling next step and for the hours I'm just going to leave like this you can modify it as you wish and I'm just going to skip this for now then you'll be taken to the dashboard that looks a little bit like this so now we can jump back over to synf flow and in order to get our API key and our Cal event ID we need to go back to cal. com and we click on these settings here we go to API Keys we click add new call this tutorial I'm going to set it to never expire save that copy this paste in the API key here and then we need to go back and get the event ID and this can be done by going to the events page I can click on the 30 minute meeting here and then up the top here we need to click on this little ID here so the number after the slash there we need to copy this and take it back to sylow and paste in the Cal ID give it a second and then click next then we're going to need to do a little bit more setup won't take long for time zone I'm going to set it to the New York time zone so E I think that's where most callers will typically be coming in from first appointment date is 23rd that's fine number of days out from 23rd that they're able to book is three number of time slots in a single day let's have three um number of hours difference I want to have these backed up pretty close so let's put this at one hour between each of the calls so I've go next and what you can see as we've set up we have our realtime booking action set up now the final thing you won't be seeing something like this on your account just yet you'll need to set up your twilio account so for twio you can go to twilio. com very easy to set up log in log in or create an account if you haven't already once you're into a twio account you need to set up your billing so add a credit card on file there then we can come to the phone number section to the manage section and click on buy a number we're going to need to buy one number that's going to be able to do these calls for us for the sake of this tutorial you can just grab any other one here it's going to cost you a dollar a month click Buy there may be some hoops that make you jump through here for compliance just go through all the forms and do as they say here and then you're going to be able to buy your phone number and it will appear in your account in the active number section over here once you can see it in the active number section here there's one more thing that I like to make sure you've changed and that's to go into voice here go down to settings and click on Geo permissions and here is where you can set up the permissions that you're allowed to call in your account whatever countries you're expecting to need to call you're going to need to come in here and say in my case United Arab Emirates yep I've checked that United States Etc so come in here and made sure you've enabled any countries that you suspect you're going to need to call or too is not going to work for you and once you've got that set up to finish the connection with cflow we need to go to the top left here my first t account and just click on the button here it's going to take you to your dashboard and then within your dashboard you're going to see this account Sid and the off token here these are the two fields that you're going to need to take back over to synth flow for for most of you it'll probably be screaming at you up here that you need to set it up but if it's not showing there you can click on the Integrations Tab and here you see the fields you need to put in so you can paste in your account Sid and the or token and save it and then you'll be integrated successfully with your twio account heading back to our assistant we are almost ready to test this thing out one last thing I like to do is just check through this prompt for any little errors that the generator has made I'm going to give the firm a name for Williams Financial a boutique financial planning blah so we got a name for the firm there's two offers that they're able to do one is a call the other is a SMS which we're not going to set up as I mentioned I'm going to remove the this instruction here so it doesn't play around with the variables just going to check over the script make sure I'm okay with it and make sure it has this appointment setting part which is how does date at time work for you and that looks pretty good to me if aqs all fine and there's one more B I want to remove which is the explanation of who the firm is I don't think that's necessary considering they've opted into something here and because if you remember we chose a female voice for our agent I'm going to change this to uh Lily and change this to Lily as well and with that we're good to save and finally now that we're happy with the thing and we have a realtime booking set up we can head to the test assistant screen up here on the side and put in my name I'm going to put in my phone number so that it calls my phone I'm going to have the first name is Liam then we have the Cal time zone and the email this seems to be the email that's connected to the prospects calendar so that when it creates the booking it's going to send both an invite to you and to them as well it's going to appear on both so when you're doing your your collection or whether this is a lead form or whatever kind of method you're using to capture this data before you send the outbound call to set the appointment then you need to make you're capturing the right email that's connected to their calendar also we have a cal time zone here I'm setting it as New York by default you can collect that in the lead form as well now this all ready to go I can give it a [Music] spin what's up Liam Yep this is Liam who's this hi Liam this is Lily from Williams Financial I'm reaching out because you've shown interest in navigating your retirement transition through our online assessment do you have a moment to discuss how we can assist you in achieving a worry free retirement uh yeah sure I got a few minutes to ensure we provide the most value during our conversation may I ask a couple of quick questions about your retirement planning goals and Current financial situation uh yes sure how close are you to your planned retirement date within the next 5 10 years perhaps yeah I'm planning to retire within uh maybe 5 or 6 years and would you say your investable assets fall within the $1 2m range yeah yeah they do lastly what are your main concerns or goals when it comes to retirement planning for example maintaining lifestyle minimizing taxes or Legacy planning probably just maintaining my lifestyle based on what you've shared I believe a retirement Readiness assessment call with one of our certified financial planners would be incredibly beneficial for you we can discuss your unique situation in detail and how we can help address your concerns and goals before I suggest some dates and time may I confirm if you're in the America New York time zone no I'm not in the New York time zone I am in the Dubai time zone Asia Dubai thank you for that information Liam I have found some available slots for your time zone what works for you Monday Tuesday or Wednesday Monday would be good great for Monday I can offer you the following times for the retirement Readiness assessment call 9 0 a.

m. 10 0 a. m.

or 110 a. m. Dubai time how does one of these times work for you 10:00 a.

m. will be great fantastic I have you scheduled for 10: a. m.

on Monday March 25 2024 Dubai time you'll receive a calendar inv shortly with all the details our team is looking forward to helping you navigate your retirement planning with confidence before we wrap up do you have any other no Lily that's great thank you very much Lily B and there you go you saw me as I was going through this is the first test run so you get to see the issues that happen in the script there's a couple things here with the the dollars so instead of 1 M plus we need to write out 1 million and then the the little introduction here that was worry free she said worry free so as you go through the first pass you'll get to see a couple things that we need to edit 5 to 10 years I think it was just one to $2 million rank we can change it to words so1 to2 million rank and as you heard it checked with me the time zone and I was able to tell the time zone I was in and then was able to successfully book in this meeting between Liam Motley and Liam um I Got a notification and it's set at the correct time so that's about it for the build I hope you guys think this is as cool as I do being able to book live on the phone like that is really impressive and the fact that I haven't had to write a single line of code this platform does it all for me as I mentioned the pricing is pretty steep but I think for the amount of functionality you get out of this if you're able to do it either as an agency these kind of solutions seem to be taking off right now if you're watching this video you are in the perfect place to start taking advant of some of these incredible solutions that we have I think for the agencies who are trying to sell these Solutions this is by far the easiest and most high value solution that I've ever seen in the AI automation space because we've done AI agents before we've done chat Bots but this is allowing you to do all of the cool things that these agents typically do but you can this is the this is the interface This Is How They are contacting them instead of having to have some kind of deployment to Instagram this going straight to the phone pick up value form very easy and lightweight for you to do there's no technical Integrations between different platforms apart from the basic thing with cal.