Callback Planner
The Callback Planner schedules callback appointments in your own calendar for you. Useful for when you're unavailable to take on calls right now.
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DialoX Manual
The Callback Planner schedules callback appointments in your own calendar for you. Useful for when you're unavailable to take on calls right now.
Last updated
Was this helpful?
Can't answer the phone during peak moments? Or are you contacted outside of your service hours? Have the Callback Planner offer your customers some convenience by making it easy for them to plan a callback appointment.
This way callers don't need to wait in the queue or remind themselves to call back sometime later.
The Callback planner will try to find the right date and time together with the customer. You can configure the planner to either directly offer one or multiple suggestions, or even ask the customer directly for a desired date and time.
The user can either confirm or decline. When the user declines, the bot will find the next possible slot. When users ask for a specific alternative, the bot will try to find the best possible option that corresponds to the request. In the below example, the bot found the next available slot that comes closest to the question to be Monday at 10:00:
After finding the right point in time for the callback appointment, the planner will ask the customer for their name, phone number, and reason for the call.
The Bot App is plug and play. It does however need to know when it can plan appointments. To do this we will hook up a planner for the bot. The planner is a view across one or multiple calendars (e.g. different colleagues or departments). But it is also fine to just use a single calendar for the planner.
Let's configure our first calendar and planner.
Go to 'Settings', and then 'Calendars'
From there, click on 'Add calendar', name your first calendar and hit 'Save'.
Now that we have a calendar we can link it to a planner.
In the left sidebar, go to Planning.
Then via the planner selector in the top left, click 'Add new planner'
Provide a name, configure the limits and choose between a free/busy or a slots planner, then click 'Save'.
You can create a slot by selecting and dragging a time window on the planner.
You will then be shown a modal where you can set up the recurrence of the slot, and the maximum capacity.
This Bot App comprises three Flow files:
Playbook, to start the conversation
Appointment, to make the appointment
Details, to capture the details for the appointment
Once the date and time are selected, the plan node will fire the Details flow for gathering the details needed to making the callback appointment, which are in this case asking for the name, the phone number and the reason for the call:
This bot is composed out of the following skills. Click on the skill to read the details.
When finishing the conversation, the bot will create a Todo item with the registered details in the for a human agent to handle.
The Playbook and the Details flows use common Flow nodes which you can read all about in the .
The Appointment flow is specific for this Bot App and introduces a new Flow Node type called "Planner - Plan". It is introduced by the .
The is responsible for having the dialog with the user to elicit the right date and time to make the appointment.
When the details flow is finished, the appointment will be planned in the calendar of this bot. Inbox users will be able to find the Callback appointments in the .
