Appointment follow-up for your dispatch team
We contact customers in your approved queue, collect appointment preferences, and send the details to dispatch. Your team makes the final scheduling decision.
One queue. Your dispatch team.
For commercial HVAC and other operations with a defined list of customers to contact.
How appointment outreach works
- 01Approve the records
Define the queue, exclusions, contact rules, and one clean data source.
- 02Collect a usable answer
Run phone-first outreach, capture the first valid preference, and document every exception.
- 03Return control to dispatch
Hand over a clean scheduling request. Your team makes the final appointment.
What we set up
- Workflow and field mapping
- Phone-first scripts and retry rules
- Data checks and duplicate handling
- Exception routing and status history
- Acceptance testing and staff training
- Managed monitoring after activation
Your team stays in control
- Technician and capacity choices
- Diagnosis and pricing
- Unclear customer requests
- The final appointment in your system
Deeper integrations and added workflows are scoped separately.
Common questions
Does this replace our dispatcher?
No. AppointRelay™ removes repetitive contact and documentation work. Dispatch retains final scheduling, routing, and exception authority.
Do we need to replace our CRM or field-service software?
No. The initial implementation works from one approved export, staging table, or scoped data connection. Deeper integrations are quoted separately.
Is this only for HVAC?
Commercial HVAC is the primary launch market because the pilot and operating pattern are strongest there. Furniture delivery and other rule-driven appointment queues can qualify when the economics and workflow fit.
What does acceptance-ready mean?
All 12 critical checks must pass: mapping, grouping, approval gates, contact rules, conflict protection, dispatcher handoff, human final control, master stop, suppression, webhook safety, audit reconciliation, and dispatcher operation. The test requires zero open critical defects.
Do you guarantee booked revenue?
No. Contact rates, customer availability, dispatch decisions, and completed work are outside one system’s control. The commitment covers the numbered implementation checks, not business outcomes.