Introduction

This detailed summary explores the intricate workflows involved in rescheduling and cancelling appointments within an AI-powered scheduling system.

The process leverages multiple functions, AI integrations, and notification mechanisms to ensure seamless user experience and efficient backend management.

The focus is on understanding each step, the roles of various functions, and how the system maintains consistency and clarity throughout the process.

Step-by-Step Breakdown of Rescheduling Workflow

1. Initiating Rescheduling

• User Request: The process begins when a user expresses the desire to reschedule an appointment.

• Triggering the Skill: The AI agent, represented by Jane, initiates the rescheduling sequence.

2. Fetching User Details

• Function Used: kel capture user details

• Purpose: To retrieve existing user information, which is pre-filled to avoid redundant data collection.

• Outcome: User details are automatically populated, streamlining the process.

3. Fetching Available Time Slots

• Process:

  • After user details are confirmed, Jane fetches available time slots.

  • The slots are displayed in a consistent format matching previous steps (as per skill three).

• Formatting:

  • The display maintains uniformity, ensuring clarity and ease of selection.

4. User Confirms New Date and Time

• Action:

  • The user selects a preferred new appointment time.

  • Jane then triggers the function cal reschedule of appointment.

5. Rescheduling Function Details

• Implementation:

  • The function captures the new appointment time and reason.

  • The reason is optional, but the appointment time is mandatory.

6. AI Agent Handling of Rescheduling

• Flow:

  • The AI agent, Kalendar, manages the rescheduling via the kalendar reschedule booking flow.

  • Key steps include:

    • Fetching the booking UI or UID from existing appointment details.

    • Sending a reschedule request via email.

    • Prefilling the rescheduling reason if provided.

    • Passing the new appointment time.

7. Data Storage and Reference

• JSON Fields:

  • Original appointment details are stored in kel rescheduled appointment details.

  • The rescheduled details are saved separately.

• Purpose:

  • To maintain a history and reference for both the original and new appointments.

8. Updating Appointment Status

• Success Path:

  • The system updates the custom field kel appointment booking status to rescheduled.

  • Adds a note: "Appointment rescheduled for [user name] for the following reason: [reason]".

  • An AI function result confirms the success to the AI agent.

• Failure Path:

  • If rescheduling fails, the system:

    • Sets the status to reschedule failure.

    • Adds a notification (via live chat, SMS, or other channels).

    • Sends an AI function result indicating failure, prompting the team to resolve the issue.

9. Notification Mechanisms

• Multiple channels are supported:

  • Email

  • Slack

  • SMS

  • Phone call

  • WhatsApp (including templates)

  • Telegram

  • Facebook

  • Live chat

• Purpose:

  • To inform users and team members about the status of the rescheduling.

10. Final Confirmation and AI Feedback

• The system ensures that both success and failure are communicated clearly.

• The AI agent is kept informed via function results, enabling further actions or notifications.

Summary and Next Steps

This workflow exemplifies a robust, automated approach to appointment management, emphasizing user experience, data integrity, and effective communication. The process is designed to be flexible, accommodating optional inputs like the rescheduling reason, and resilient, with fallback mechanisms for failures.

The system's architecture ensures that:

• User details are efficiently reused.

• Time slots are fetched and displayed consistently.

• Rescheduling is handled seamlessly with minimal manual intervention.

• Notifications keep all stakeholders informed across multiple channels.

• Data is meticulously stored for future reference and auditing.

Looking Ahead: Cancellation Process

The next phase involves exploring the cancellation workflow, which will likely mirror the rescheduling process in terms of data handling, notifications, and AI integration. This upcoming segment promises to further enhance the appointment management system's capabilities, ensuring comprehensive coverage of all scheduling scenarios.