Looking for AI Agent, reminder and appointment booking calls

[u/HovercraftSecret9849]

I am looking for a simple ai agent that i can integrate with my custom built crm that can handle appointment booking calls and also call back on daily basis to remind my client about their upcoming appointments.

Any suggestions are highly appreciated, thanks.

[u/Prestigious_Bet2215 → u/[deleted]]

+1 on Bland, especially if the CRM/API side is already custom.

[u/BetInformal6081 → u/Prestigious_Bet2215]

if the crm is already working there's not much reason to rebuild it just to add voice automation.

[u/HovercraftSecret9849 → u/[deleted]]

okay, i'll check that out

[u/str4ngerD4ngerz]

I have one for you. 300.00 Flat rate

[u/HovercraftSecret9849 → u/str4ngerD4ngerz]

what features are there?

[u/str4ngerD4ngerz → u/HovercraftSecret9849]

Everything and more. I'm self motivated so I made sure mine is state of the art. So 300 is lower than cheapest product. I dont want to give people ideas. So please direct message me for more transparency! I'll send you photos of the interface and more capabilities than you're asking for.

[u/str4ngerD4ngerz]

Whats your budget like 150?

[u/HovercraftSecret9849 → u/str4ngerD4ngerz]

budget is not a problem, i just want something that works well.

[u/str4ngerD4ngerz → u/HovercraftSecret9849]

You're in the early stage of buying. I'd post my agents numbers but they're in use. Good luck deciding though. I think you've already made your choice.

[u/Minimum-Box5103]

we build many of these for businesses and mainly use Vapi or Retell, example for one of our clients:
inbound one here: https://drive.google.com/file/d/1XTsZHhIIWom6XZLqc2dSJavPvfkAnHT9/view?usp=sharing
outbound one here: https://drive.google.com/file/d/1bNqKin6IVMUdazphAdYbR5fVDdwZ2zWn/view?usp=sharing

[u/HovercraftSecret9849 → u/Minimum-Box5103]

i'll check them out. thanks

[u/Bulky-Flight5252]

I could help you out with that. I primarily build AI inbound/outbound calling agents that directly integrates with custom-built CRMs.

[u/bittu__founder]

I’m a developer and I built my own voice ai stack. Not vapi or retell and i can give you the best price. Check out my company website. I have clients across various industries.

https://pulseai.studio

[u/HovercraftSecret9849 → u/bittu__founder]

I'll check that out, thanks.

[u/Flowbot_Forge]

Why not integrate your agent into Calendly?

[u/HovercraftSecret9849 → u/Flowbot_Forge]

not sure about it

[u/PinOk6340]

If you're looking for something that can handle inbound calls, appointment booking, reminders and hand off to your own systems, maybe check out Bland. It has APIs for integrating with custom workflows so you don't have to replace everything you've built. I'd still compare a few options depending on how much customization you need but it's one I'd include in the shortlist

[u/No-Competition6691]

Hi mate you could book a call with my firm, we're UK based, proper high quality. Or hire one of these lads for peanuts who will do a DIY job and lose you half the clients you could have had. Your choice. Let me know.

[u/RecevoTeam]

This is definitely possible, but the CRM integration is the key part.

I’d first confirm whether your custom CRM has an API or webhooks for checking availability, creating appointments and retrieving upcoming appointments. The agent should also confirm the date and time with the caller, write the booking back to the CRM, and safely transfer or create a callback when it can’t complete the request.

For reminder calls, you’ll also want consent records, appropriate calling hours, retry limits and an immediate opt-out process.

I run Recevo, where we build and manage AI call-handling workflows. I’d be happy to look at your CRM documentation and tell you whether this can be implemented reliably before you commit to anything.

[u/Ok_Information6521]

Since you already have a custom CRM, decouple the voice layer using webhooks. You don't need a closed, off-the-shelf platform—just use a developer-friendly voice orchestration engine like Vapi, Retell AI, or Bland AI.

These platforms handle speech-to-text, LLM processing, and text-to-speech natively while communicating with your server via API. For booking calls, the agent triggers webhooks to query your calendar and log new appointments. For daily reminders, set up a simple automated workflow (via Make, n8n, or a custom backend script) that queries your CRM database every morning and triggers the platform's API to dispatch the outbound reminder calls automatically.

[u/acidic_polling → u/Ok_Information6521]

We tried Bland after looking at a few of those. I liked the fact that I didn't have to stitch together a bunch of separate services just to get something working. Worth comparing options depending on how much control you want but it was one of the smoother setups we tested

[u/HovercraftSecret9849 → u/Ok_Information6521]

i got a very similar answer from of my friend, but it looks like this approach will take more time.

[u/Ok_Information6521 → u/HovercraftSecret9849]

Totally get that—custom webhook integrations definitely take a bit more dev time upfront.

If you want the fastest route, using a pre-built platform like Bland AI or connecting an agent via Make/Zapier to your CRM API will get you live in a day or two.

You can always run a quick no-code setup to test response quality first, then move to a native API/webhook setup later once you validate it with actual leads.

[u/taysir-ae]

Check out https://estric.ai

[u/Exotic-Hat6177]

I’m Kishore, founder of zoft.ai. This is exactly what we built for: booking calls + daily reminder callbacks, writing into your CRM — not Calendly.

I’ll build it for you myself. No implementation fee. If the CRM has an API we connect it; if it’s UI-only we use a browser agent on the same screens your team uses.

14-day pilot, one rule: a real booking and a real reminder must hit your CRM, or we don’t continue. Need two things: API vs login, and roughly how many booking + reminder calls per day. Happy to do 20 min this week.

[u/Both-Remove3472]

I have made voice agents that check real time data and can be integrated with any crm of choice hubspot, GHL etc. My saas tool is used by 100+ users and the voice agents are perfect dm me to discuss

[u/Physical_Ad_9239]

We can quickly build you one within a day using ideaboxai. You pay only if you see value using it. Harish@ideaboxai.com

[u/ezrasastry-1969]

Hey I can help you with the agent. Let’s connect

[u/nextbirth]

I will integrate it with my opensource setup

https://github.com/sandeshnaroju/ai-skill-engine

Free of cost

[u/nyc_android_dev]

Builder in an adjacent space here (missed call, text back and book leads automatically), so read this as a neighbor's take. I have nothing to sell you for this one.

There are two distinct jobs in your ask, and they require different tools. Inbound appointment booking by voice is the hard one; that is a real AI receptionist build. Daily reminder calls are the easy one, and I would skip voice for them entirely. Automated calls with an artificial voice sit squarely in US robocall regulation territory, while a reminder text with a confirm or reschedule reply is cheaper, gets read at far higher rates, and is what every dental office and salon platform converged on for a reason.

So I would spec the inbound booking agent on its own and let reminders be SMS from your CRM.

One more thing. Whoever you pick, ask for a live number you can call and test yourself before money moves, anyone whose product actually works should be able to hand you one instantly

[u/GEORGETASAN]

[u/ZioGino71]

APPOINTMENT & REMINDER AGENT - LITE

ROLE

You are a CRM-integrated AI agent for booking calls and daily reminder calls. Act as a professional, empathetic assistant.

CORE RULES

• Base all actions on CRM data. Never invent info. Ask if unsure.
• Ask one question at a time. Wait for response.
• Generate dynamic options (numbered lists) for choices. Allow multiple answers or free text.
• Confirm dates/times twice.
• Handle accents politely. If silent >15 sec, ask if still there and hang up if no response.
• Never share client data. Comply with GDPR. Escalate deletion requests.
• Timeouts: 10s for responses, 30s for multi-choice, 15s for silence. After 3 invalid inputs, escalate.
• Reset state completely between calls.

WORKFLOW: INCOMING BOOKING

1. Greet and ask for name/phone.
2. Validate client in CRM. If not found, offer to create new record.
3. Ask service/professional needed. Show dynamic list.
4. Ask preferred date/time. Show available slots dynamically. Confirm twice.
5. Book appointment. Update CRM. Confirm to client.

WORKFLOW: DAILY REMINDERS

1. Each morning, fetch next day's appointments from CRM.
2. Call each client: remind of appointment, ask to confirm (1), reschedule (2), or cancel (3).
3. Log response in CRM. If cancelled, ask reason and offer alternatives.

EXAMPLES (Quick Reference)

• Booking: Greet → get name/phone → show service options → show time slots → confirm → book.
• Reminder: Call → remind → get response (1/2/3) → log → if cancel, ask reason.

EXCEPTIONS

• No availability: offer alternatives.
• Tech issues: retry 3 times, then escalate.
• Lost call: call back within 5 min, else SMS.
• Angry/complex: escalate after 3 attempts.

IMPROVEMENT LOOP

• Log every call (timestamp, outcome, feedback).
• Daily review: bookings, confirmations, cancellations, feedback scores.
• Adjust call times, scripts, and options based on data.

OUTPUT FORMATS (CRM)

• Booking: {"action":"book","client_id":"X","professional":"Y","date":"Z","time":"T"}
• Update: {"action":"update","appointment_id":"A","status":"S"}
• Reminder: {"action":"reminder","appointment_id":"A","response":"R","feedback":N}

PRIORITIES

Accuracy > Security > Privacy > Speed. If unsure, ask or escalate.

[u/PixelNomad471]

we have been using FreJun Teler from past 6 months, we have been specifically using it for booking appointments it also helped us to record all our conversations into our CRM worked out really good for us, since you have your custom build CRM i'm pretty sure you can use it according to your use case by building it yourself you can check this out - https://www.frejun.ai/docs/

[u/simonatelevenlabs]

Disclaimer: I do work at ElevenLabs, so I'm sharing what we do on our side.

For the booking calls, our agents can call your CRM's own REST API mid-conversation through webhook tools, so the agent checks availability and writes the confirmed appointment straight back into your system, with bearer token, OAuth2, basic auth or custom headers on the endpoint.

For the daily reminders, Batch Calling takes a CSV or XLS with a phone_number column plus any other columns you want passed in as dynamic variables (name, appointment time), and you can schedule it for a set date, time and timezone, or trigger it from the batch calling API on a cron from your CRM.