Collect what your team needs and tell the customer what to bring — so the appointment starts at the useful part instead of the paperwork.
A booked slot is not the win. The win is a slot where the customer brought what they needed, your team knew what they were walking into, and the first fifteen minutes were not spent on a clipboard. Every business knows this and almost none do it, because sending and chasing a pre-appointment questionnaire is a job nobody owns. Built on Agentplace: the agent runs on its own page, so a visitor finishes the whole request in the conversation.
Prepares both sides of the appointment.
Sends the questions your team needs answered, timed to the appointment rather than to the booking.
Tells the customer specifically what to bring, in a list rather than a sentence.
Chases what has not come back, and escalates rather than letting the slot go unprepared.
Flags anything in the answers that changes the appointment — a contraindication, a scope change, an access issue.
Sends the team a one-page brief before the appointment, not a raw form dump.
Offers a reschedule when the answers show the appointment cannot be productive as booked.
The two commonest ways an appointment fails are that the customer arrived without something, or that the team arrived without knowing something. Both are solved by a conversation two days beforehand, and both persist because nobody has time to have it every time.
Time it, collect it, brief both sides.
The agent sends the questionnaire on a schedule tied to the appointment date, not at booking, because a form sent six weeks early is a form nobody completes.
It gathers the answers, chases what is missing, and reads the responses against your flag list — contraindications, scope changes, access constraints, anything that should change the plan.
It sends the customer a specific list of what to bring and the team a one-page brief, and offers a reschedule when the appointment could not be productive as booked.
The appointment that started at minute one.
Scenario: A consultation is booked three weeks out. Four days before, the agent sends six questions and a bring-list. The customer answers that the property has no side access and that the existing installation is on the second floor — both of which change the equipment the team needs on the van. She also mentions a second person who wants to attend, so the agent confirms the slot still works for both. Two answers are missing; it chases and gets them the next day. The evening before, the team receives a one-page brief with the access constraint at the top, and loads accordingly. The visit runs forty minutes shorter than the equivalent one last month.
Anyone who books appointments and hopes for the best.
A wasted slot is the most expensive kind of empty time.
Pre-visit information is clinically useful and rarely collected in time.
Access constraints decide what goes on the van.
Fifteen minutes of clipboard is fifteen minutes of the meeting.
Chasing forms is the least valuable recurring task in the role.
Prepared appointments run shorter and land better.
Calendars, forms and the team brief.
Reads the appointment date and times the questionnaire against it.
Triggers the pre-appointment sequence from the existing booking flow.
Sends the questions and the bring-list by SMS, where completion rates are highest.
Delivers longer questionnaires and documents from your own address.
Writes the answers to the contact record before the meeting.
Attaches the pre-visit answers and access notes to the job.
Posts tomorrow’s appointment briefs to the team channel each evening.
Files uploaded documents and photographs against the appointment.
Where preparation decides the appointment.
A booked slot is not the win. When appointments are being filled but arriving unprepared, this is the agent that makes the hour worth having.
Use the AI Pre-Appointment Questionnaire Agent when appointments arrive unprepared
Timing, chasing and rescheduling.
Run the pre-appointment agent if appointments are being booked but arriving unprepared. Run qualification if the problem is upstream and the wrong appointments are being booked at all.
An AI agent for pre-appointment questionnaires sends your questions on a schedule tied to the appointment date rather than to the booking, chases what has not come back, flags anything in the answers that changes the appointment, and briefs both the customer and the team beforehand.
Because a questionnaire sent six weeks before an appointment is answered by almost nobody. Sent three or four days out, when the appointment is real to the customer, completion rates change entirely.
It chases on your schedule, switches channel after the second attempt, and escalates to a named person rather than letting the slot arrive unprepared. Silence is information too.
It can offer a reschedule when the answers show the appointment could not be productive — a missing document, an absent decision-maker, an access problem. Canceling outright stays a human decision.
As a one-page brief with anything flagged at the top, delivered the evening before. A raw form dump gets skimmed; a brief with the access constraint first gets read.
It collects what you configure and flags against your own exclusion list, writing into your existing record system. It does not assess anything clinically or advise the patient.
It runs on Agentplace. Agentplace is an AI agent platform where the agent gets its own page, talks to your visitors there, and carries the request through to the end instead of handing it to a form. You can open this template and change any step before you publish it.
Collect what your team needs and tell the customer what to bring — so the appointment starts at the useful part instead of the paperwork. Open it in Agentplace and change any step before you publish.