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Setting Up Appointment Scheduling

Appointment scheduling is AISA's primary goal. This guide shows you how to configure appointment settings for maximum show rates and efficient scheduling.

Configuring Appointment Availability

Business Hours Setup

Your appointment availability starts with proper business hours configuration:

  1. In the admin panel, locate the hours section
  2. Toggle each day on/off with green switches
  3. Set open and close times from dropdowns
  4. Save changes automatically

Important: AISA will only schedule appointments during these hours.

Buffer Time Settings

Add buffer time around appointments, in Business Rules, add:

  • Allow 30 minutes between appointments.
  • No appointments in first 30 minutes of opening.
  • Last appointment 1 hour before closing.

 

Appointment Messaging

Initial Appointment Offer

Configure how AISA suggests appointments in Response Scripts:

First Offer:

  • I'd love to show you that vehicle! When works best for you - morning or afternoon?

Follow-up Offer:

  • I have several times available today and tomorrow. What time is most convenient?

Urgent Offer:

  • I can hold this vehicle if we schedule a viewing. Are you free this afternoon?

 

Confirmation Messages
Set up confirmation templates:

Immediate Confirmation:

  • Perfect! I have you scheduled for [Day] at [Time]. You'll receive a confirmation shortly. See you then!

Day-Before Reminder:

  • Looking forward to seeing you tomorrow at [Time]! Reply YES to confirm or call if you need to reschedule.

Day-Of Reminder:

  • See you today at [Time]! We're excited to show you the [Vehicle]. Ask for [Salesperson] when you arrive

Handling Sold Vehicles

Configure what happens when appointed vehicle sells:

Response Scripts:

  • I have important news - the [original vehicle] was just sold, but I found 3 similar options you'll love. Still want to keep your appointment?"

Best Practices

  1. Be Flexible - Offer specific time options, unless customer cannot make that time
  2. Confirm Everything - Double-check date, time, and vehicle
  3. Send Reminders - Multiple touchpoints increase show rate
  4. Track No-Shows - Follow up immediately
  5. Update Availability - Keep schedule current
  6. Set Expectations - Explain what happens during visit