Qualifying Appointment Requests with AI

1. The Problem: Why This Matters

Managing appointment requests manually can be inefficient and time-consuming. Businesses often receive irrelevant or low-priority requests that require additional screening. Without an automated approval process, teams may struggle to qualify meeting requests, leading to wasted time and scheduling conflicts.

2. The Solution: How It Works

This workflow automates appointment scheduling and approval by:

• Using an AI-powered text classifier to qualify appointment requests.
• Splitting the scheduling process into a multi-step form for better user experience.
• Sending an acknowledgement email to the requester.
• Triggering an approval request for an admin to confirm or decline the meeting.
• Creating a Google Calendar event if approved or sending a rejection email if declined.

3. Key Benefits

• Saves time by filtering out unnecessary appointment requests.
• Improves scheduling efficiency by automating approvals.
• Enhances user experience with a structured, step-by-step form.
• Ensures admin control over confirmed appointments.
• Integrates seamlessly with Gmail and Google Calendar.

4. Workflow in Action

1. A form trigger collects appointment requests.
2. AI analyses the request and qualifies its relevance.
3. The requester agrees to terms and selects a date and time.
4. An acknowledgement email is sent while the approval process starts.
5. An admin receives an approval request via email.
6. If approved, a Google Calendar event is created.
7. If declined, the requester receives a rejection email.

5. Example Use Case: Real-World Scenario

A consulting firm receives multiple client meeting requests daily. Instead of manually reviewing each one, they use this workflow to:

• Automatically filter and approve only high-value meeting requests.
• Ensure admin control over final meeting confirmations.
• Reduce scheduling conflicts by integrating directly with Google Calendar.
• Provide a structured, automated response to all requests.

By automating appointment approvals, the firm optimises scheduling, reduces unnecessary meetings, and improves efficiency.