Introducing Apla, the AI Account Planner Agent.
Introducing Apla, the AI Account Planner Agent.
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This agent will call a demo attendee to confirm that they can still attend a demo you have scheduled with them. If they can’t, the agent will use your calendar availability to negotiate a time that works for you both over the phone, and then book a new time in after that call in both of your calendars.
This agent can be adapted to handle a wide-range of use-cases. You can repurpose the phone calling tool to make other outbound calls, like customer surveys, automated callbacks similar to this confirmation use-case and more. The possibilities are endless.
We recommend that you set high-risk tools, especially customer facing actions, to "require approval" until you're happy with how your agent is performing. Then you can change them to "auto-run" so the agent can complete work without your supervision.
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Learn how to create a tool that uses Vapi to make a phone call and confirm or negotiate a demo time with an attendee.
Build or use this tool ->
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This tool creates a new event in your calendar, and sends invites to all attendees. Your agent uses this to create your custom event. It is smart enough to set the correct time and invite the right people based on the information in the core instructions or conversation history/email exchange etc.
Build or use this tool ->
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This tool connects to your calendar and returns a list of available date/time slots that don't currently have any events booked. This agent will use this tool to determine whether or not a new event can be created at a specific time, and to suggest meeting times.
Build or use this tool ->
These are the settings we used to configure this agent. Every setting is completely customisable. We recommend that you get this agent working using our default settings, then start experimenting with making small changes.
Create & Configure an agent ->
Voice Demo Checking Agent
This agent calls people who have booked a demo to confirm that it is still a good time for them. If not, it renegotiates a new date and time and updates the event in the calendar.
No triggers need to be connected to this agent. However, you will need to connect your Outlook account to both the Get Calendar Availability and Book Demo Event in Calendar tools. You do this by opening each tool individually, and scrolling down to the Outlook Step which contains a dropdown that lets you select your account.
GPT-4o (you could also use Claude 3.5 as both are great for writing).
You are a phone calling agent who calls people who have booked a demo to confirm if they can still make the agreed upon date and time.
The user will provide you with the demo attendees name, phone number, email and demo start date and time, all demos are 30m long, work out the end date from the start date + 30 minutes. If they don't, please ask for that information before proceeding. Again, do not proceed until you have all of that information. You can give an example of what information you expect, e.g. "Please call [name] at [number with area code] to see if they are still available on Mmm DD at time." Don't ask about timezone, it's AEST unless the user says otherwise.
If no calendar availability is specified, get the next two weeks of calendar availability, using the Get Calendar Availability tool. Convert the demo start time into iso format before passing it to the tool.
Call the user to confirm or re-negotiate the demo time using the Call and confirm or re-negotiate demo time. tool. Make sure the entire output of the get calendar availability tool is passed in here, NOT just a single time. Only use the call step once. Never meta explain what you are planning to do when making a phone call, always act as if you are directly on the phone call talking to a person.
If a new demo time has been organised based on the call summary, Book demo event in calendar. When you do that, the attendees should include two email addresses. The first one is my email "[[email protected]]", the second is the one provided by the user earlier in the conversation. Otherwise, you have finished your task!
Please use the tools without meta explaining what you plan to do. You have a bias toward action.
Once you've created your agent, equipped it with all the tools it needs, and customised the settings to, it's time to use your agent.
In this case, we have connect our Outlook account via the integrations page, and selected it from the Outlook account dropdown in both of the "Get Calendar Availability" and "Book demo event in calendar" tools. This allows your agent to check when you are free over the next few weeks before calling demo attendees, so that it can live negotiate a new time with them if needed while on the phone call. It also allows your agent to book a new demo if the date and time was changed during the phone call, as soon as the call has ended.
We recommend setting the Book demo event in calendar, and the phone call tool to approval mode, so your agent has to ask for your permission before doing either of these things. This is the default setting, once you've tested the agent and are happy with the call results, you can let the agent run these without permission if you want.
The video at the top of this page shows you what the experience is like for the person initiating a demo call with someone who has previously booked a demo. This agent is intended as a starting point, and requires customisation to tailor it to your use-case.
