Scheduling

Introduction to Agent Calendar

The Agent Calendar in AgentVoice allows you to schedule and manage tasks for your AI agents. This feature helps you organize your agent’s activities and ensure timely follow-ups with your contacts.

Accessing the Calendar

To access the Agent Calendar:

1. Navigate to the left side of your screen

2. Under the Activity section, click on the Calendar tab

Calendar Interface Overview

The calendar interface consists of two main sections:

  • Calendar View: A monthly calendar showing all scheduled tasks
  • Task View: A detailed list of tasks for the selected day

Viewing Specific Agent Calendars

If you have multiple agents, you can view a specific agent’s calendar:

1. Use the Select dropdown menu at the top of the calendar

2. Choose the agent whose calendar you want to view

Navigating Between Months

To navigate between months:

  • Click the arrow buttons to move forward or backward one month
  • Select a specific date to view tasks scheduled for that day

Scheduling a New Task

There are two ways to schedule a new task:

  • Click the Schedule Task button in the calendar view
  • Click the New Task button in the task view area

Task Information

When scheduling a task, you’ll need to provide the following information:

  • Task Name: A descriptive name for reference (e.g., “Call Jennifer”)

Task Type

Select the type of communication your agent will use:

  • Call: Your agent will make a phone call to the contact
  • Text: Your agent will send a text message
  • Email: Your agent will send an email
  • API: Your agent will perform an action through an API (e.g., updating a CRM)

Task Purpose

Define the purpose of the task:

  • Follow-up: Contact a lead or customer to follow up on a previous interaction
  • Notification: Inform the contact about something important
  • Reminder: Remind the contact about an upcoming event or deadline
  • Send Info: Provide specific information to the contact
  • Update Info: Notify about changes to previously provided information

Contact Selection

Select the contact for the task:

1. Choose an existing contact from the dropdown menu, or

2. Click Add New Contact to create a new contact

Adding a New Contact

When adding a new contact, you’ll need to provide:

  • First Name: The contact’s first name
  • Last Name: The contact’s last name
  • Email: Required for email tasks
  • Phone Number: Required for call or text tasks
  • Company (optional): The contact’s company name
  • Notes (optional): Additional information about the contact

Note: The required fields depend on the task type. For call tasks, a phone number must be present. For email tasks, an email address is required.

Time Zone Settings

You can select the contact’s time zone:

  • By default, the system uses your local time zone
  • You can change this to the contact’s time zone to avoid confusion

Scheduling Date and Time

Select when the task should be executed:

1. Choose a date from the calendar

2. Set the specific time for the task

The system will display a confirmation showing when the task will execute in your local time.

Agent Selection

Choose which of your agents will perform the task:

  • If you’re viewing a specific agent’s calendar, that agent will be pre-selected
  • If you have multiple agents, you can select the appropriate one for the task

Task Instructions

Optionally, provide specific instructions for your agent:

  • Use this field to include details about what the agent should discuss or address during the interaction
  • You can leave this blank if your agent is already configured with a specific process to follow

Once you’ve filled in all the required information, click Create Task to schedule it.

Managing Tasks

After creating tasks, you can manage them in several ways:

Viewing Scheduled Tasks

To view all tasks:

  • On the calendar, days with scheduled tasks will be highlighted
  • Click on a day to see all tasks scheduled for that day
  • Use the Expand button to view a comprehensive list of all tasks

Editing Tasks

To edit a task:

  • Click on the task in the task view
  • Click the Manage Task button to reopen the task modal
  • Make your changes and save

Searching Tasks

Use the search bar to find specific tasks by typing in keywords related to the task name, contact, or purpose.

Automated Task Creation

While you can manually create tasks as described above, your agents can also automatically create tasks for themselves based on your configuration. This is particularly useful for follow-ups and recurring activities.

For questions or assistance with the Agent Calendar, contact support@agentvoice.com.

On this page