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+31 13 71 13 708

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innovation@mach8.io

Front-office agent

Appointments Agent

Schedules, reschedules and confirms appointments without a phone call.

Scheduling and rescheduling costs your team hours of calls and emails, and no-shows cost even more.

From €7,500 one-off + €300 per monthLive in 6 weeks · AI Act-proof · Data in the EU

A day in the life of the agent

Illustrative example.

  1. 19:12Request to reschedule an appointment
  2. 19:12Three options offered from the real calendar
  3. 19:13Confirmed and calendar updated
  4. Day beforeText reminder, with an option to reschedule

What it does

  • Schedules, reschedules and cancels appointments in your own calendar or planning system

  • Takes locations, specialisms and waiting times into account

  • Sends confirmations and reminders

  • Fills freed-up slots from the waiting list

When it hands over to a person

  • When no slot fits within your rules

  • For exceptions such as urgent cases or special requests

  • When the customer asks for a person

Works with

CalendarPlanning systemOutlookGoogle CalendarSMSEmail

Your system not listed? If it has an API, we connect it.

What it delivers

Worked example

At 1,500 appointment changes a month and 4 minutes per call, that is 100 hours. Reminders with a reschedule button also reduce no-shows.

Safe and AI Act-proof

  • End users always know they are talking to AI (AI Act, Article 50)

  • DPIA and AI Act file per agent, included by default

  • Every action logged: what, when and why

  • Hosting and data in the EU

  • A person remains ultimately responsible; when in doubt the agent stops

Always included

  • AI Act file and DPIA

  • Testing with real data

  • Onboarding for your team

  • Hosting in the EU

  • Monitoring and model upgrades

Packages

We build every agent in one of three packages. Which one fits depends on the number of steps, decision points and integrations. We decide that together in the process call.

Starter
  • 1 task or workflow
  • 1–2 integrations
  • Live in your environment
€7,500one-off+ €300 per month
Plus
  • More complex workflow
  • Multiple decision points
  • Monitoring and optimisation
€12,000one-off+ €300 per month
Pro
  • Multi-step process
  • Fully integrated
  • Performance dashboard
€18,000one-off+ €300 per month

Combine with

Customer Questions Agent

Answers customer questions, day and night, in your tone of voice.

Together they form one chain: from the conversation to the follow-up.

Want to see it work first?

Start with the AI Fastlane: a working prototype on your own data in 5 days, from €6,000.

View the Fastlane

Frequently asked questions

Question not listed? Ask it in a process call

If your system has an API or calendar integration, yes. We check this upfront in the process call.

Combine it with the Voice Agent and customers can also schedule and reschedule by phone.

There are three fixed packages: Starter €7,500, Plus €12,000, Pro €18,000, each + €300 per month. The AI Act file and DPIA are always included.

Within 6 weeks of the process call. Want proof first? Start with the 5-day AI Fastlane.

It takes over the repetitive work, so your team has time for the conversations and decisions that need a person.

Is this agent right for your organisation?

In a 30-minute process call we look at your process, your systems and what the agent can take over.

Stationsstraat 5

5038EA - Tilburg

+31 13 71 13 708

innovation@mach8.io

Knowledge base

Onderdeel van United Playgrounds

Appointments Agent - MACH8