Automatically screen appointment requests before they reach you

Uses AI to judge if an appointment request is worth your time, then routes approved ones straight to your calendar.

How the work actually flows

It branches. Exactly one path is taken; a person has to approve before it continues.

Pattern: Exclusive Choice (4)

flowchart TD trig>"appointment request submitted"]:::trig s0["AI reviews request"]:::task s1(("send to you for approval")):::human s2["add to calendar"]:::task trig --> s0 hg(("you approve or decline")):::human s1 --> hg hg -->|"approved"| s2 hg -. "sent back" .-> s1 gx{"× does request qualify"}:::gate s0 --> gx p00["offer alternative time"]:::task gx -->|"doesn't qualify"| p00 p10["send to you for approval"]:::task gx -->|"qualifies"| p10 p11["add to calendar"]:::task p10 --> p11 p00 --> s1 p11 --> s1 out[/"appointment booked or decline sent"/]:::out pay{{"saves time screening low value requests"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepA personOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationSurvey & FeedbackScheduling & Calendar
Connects
OpenAIGmailGoogle Calendar

The problem it solves

Every appointment request lands in your inbox looking the same, whether it's a serious opportunity or a waste of time. You end up screening requests manually and going back and forth by email before anything gets on the calendar.

Who it fits

Consultants, service providers, and small business owners who take appointment requests through an online form.

How it works

  1. Someone submits an appointment request through your form
  2. AI reviews the stated purpose and decides if it's worth booking
  3. If it doesn't qualify, the requester is offered an alternative instead
  4. Qualified requests go to you by email for a quick approve or decline
  5. Approved requests go straight onto your calendar and the requester is notified
What you get

Appointment requests pre-sorted for your approval

Appointment requests get screened automatically, so you only see the ones worth a quick approve or decline.

What you get

A pre-screened appointment on your calendar, or a polite decline sent automatically.

What you need

An OpenAI API key, a Gmail account, and a Google Calendar account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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