Workflows & Automations
Automatically Text Leads Back and Book Appointments
The longer a new lead waits for a reply, the less likely that conversation is to become an appointment. This setup lets Carly answer from your existing business number while the lead is still interested, follow the qualification and booking instructions you write, check the calendars you approve and schedule qualified prospects automatically. Every new text opens a thread in the team's shared inbox, so the conversation stays visible instead of disappearing inside a private automation. A teammate can stop Carly, assign the thread and reply from a computer or phone at any time; as soon as a person takes over, Carly stops answering so the lead never gets two competing replies. The texting layer can run alongside the phone provider and CRM you already use, and the finished booking can be logged to your CRM, a Google Sheet or Slack without anyone retyping it.
Step by step
- 01
Add a texting number to your organization
A business texting number is the only prerequisite for the shared inbox. Carly can work alongside the phone provider or communications software you already use.
- 02
Write the qualification instructions
Tell Carly what to ask, which leads qualify and what booking preferences to follow. The instructions are written in plain language and guide every automated reply.
- 03
Let each incoming text open a conversation
When a lead texts the business number, Carly creates a new thread in the team's shared texting inbox and begins responding from that number.
- 04
Connect the calendars Carly should check
Choose which connected calendars count for availability and which ones Carly should ignore, then let qualified leads book an open time.
- 05
Take over when a person should reply
Stop Carly on the thread, assign the conversation to a teammate and respond from the computer or phone. Carly stops as soon as a teammate takes over, preventing double texts.
- 06
Log the appointment everywhere it belongs
Send the booking to your CRM, append it to a Google Sheet or post it to Slack so the rest of the team sees the new appointment automatically.
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See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."