Route every inquiry, 24/7.
Email, calls and webforms produce disconnected intake trails.
Est. deploy 3–5 weeksSee the walkthrough
Intake & Scheduling · All industries
Answer every call on the first ring.
Leads call after 5 PM and hit voicemail.
For: Intake managers and the team responsible for intake & scheduling across industries.
01 · The outcome
What good looks like.
The team has a reviewed appointment request and CRM intake record, with source evidence and an explicit approval before any external action. Track eligible calls resulting in a confirmed appointment against a baseline; do not assume automation improves it.
A connected workflow that uses approved greeting, qualification questions, CRM match and calendar availability to collect caller-stated needs, check scheduling constraints and prepare an appointment request with a CRM summary. It produces a reviewed appointment request and CRM intake record.
Where AI helps, and where a person decides.
AI can collect caller-stated needs, check scheduling constraints and prepare an appointment request with a CRM summary. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The intake manager verifies the source facts and approves the final action.
Intake manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Scheduling lead: Approve and confirm the booking
- Intake manager: Update CRM and reconcile delivery
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Use a human-approved introduction, disclose automation, and request recording consent where required. Emergency or sensitive requests leave the automated flow immediately.
Ready when: The caller understands the channel and consent status is recorded.
Ask only approved questions. Repeat the caller's contact details, match an existing CRM record carefully, and never make clinical, legal or coverage decisions.
Ready when: The caller-stated need and verified callback details are attached to the correct record.
Read permitted calendar availability and propose a request that respects buffers and eligibility rules. Do not promise a confirmed booking or create a charge.
Ready when: A requested time and alternatives are held for human review, with timezone stated.
Check suitability, conflicts and the caller's request. Approve the calendar write and exact confirmation message; route uncertain cases to a qualified person.
Ready when: An authorized scheduler approves the slot and customer-facing confirmation.
Write the approved appointment reference and call summary to the CRM, send the approved confirmation, and alert staff if either integration fails. Deduplicate by call ID.
Ready when: Calendar, CRM and delivery status agree, or an exception has a named owner.
Sample record.
$ david run --workflow=first-ring-intake
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- FIRST-RING-INTAKE-DEMO-001
- Trigger
- An inbound call reaches the approved business number.
- Owner
- Intake manager
- Prepared output
- a reviewed appointment request and CRM intake record
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Eligible calls resulting in a confirmed appointment
Start with your tools.
Connect CRM, Google Workspace, Slack through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- For healthcare uses, validate HIPAA applicability, execute required BAAs, restrict PHI to the minimum necessary, and use approved secure systems. Clinicians handle symptoms, urgent care and clinical decisions.
- For legal work, preserve privilege and confidentiality, check conflicts before substantive intake, and require a licensed attorney to approve legal advice, filings and engagement terms.
- For financial or insurance work, a properly licensed professional approves recommendations, coverage, suitability and binding actions. Apply the firm's supervision, retention and advertising rules.
Try this week / no DAVID required
A useful first step.
This week, have your intake manager time five examples of this work. Use redacted copies of approved greeting, qualification questions, CRM match and calendar availability to make a reviewed appointment request and CRM intake record manually, then list which fields required judgment.
What to measure.
- Eligible calls resulting in a confirmed appointment
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
Prepare every treatment start before arrival.
Missing forms delay the first treatment visit.
Est. deploy 4–6 weeksSee the walkthrough
Check coverage before the patient arrives.
Coverage surprises create front-desk delays.
Est. deploy 4–6 weeksSee the walkthrough
Want this running in your business in 2–3 weeks?
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