Scheduling Agent

Booking a slot takes thirty seconds. Getting to the booking takes four phone calls, two voicemails, and a reminder nobody sent. The Scheduling Agent does the other part.

The Process

The work today, and the work after.

The work today

Phone tag with a calendar

Requests arrive by phone, email, and web form into different places
Someone checks the calendar, the crew list, and the equipment sheet
Two or three options get offered; the customer answers a day later
The slot is gone by then, so the loop starts again
Confirmations and reminders go out only when someone remembers
A cancellation leaves a hole nobody has time to backfill
No-shows are discovered when the crew is already on site

What the agent does

Booked, confirmed, and backfilled

Takes requests from every channel into one queue
Reads live capacity: people, skills, equipment, travel time, and lead time
Offers real options and holds the slot while the customer decides
Books it, writes it to the calendar and the system of record
Sends confirmations and staged reminders automatically
Backfills cancellations from a waitlist within minutes, not days
Escalates the requests that do not fit any available slot

Layer 3 — ViviScape Connect

Which systems it touches

Keep the systems that work. The agent operates inside them through ViviScape Connect.

Microsoft 365 calendars Production & capacity planning Field service system CRM contact records SMS & email ERP work orders Web booking forms

Layer 2 — ViviScape Work

Where a human approves

The agent fills the calendar you defined. It does not decide who gets bumped.

Always routed to a person

Overbooking, double-booking, or anything past stated capacity
Bumping or rescheduling an existing customer to make room
After-hours, weekend, or premium-rate scheduling
Requests outside your service area or standard offering
Accounts flagged as priority, at risk, or under a special agreement

What Work gives you

An approval queue with the request and the schedule impact shown together
Rules you control: buffers, travel time, blackout windows, crew pairings
Audit history of every booking, change, and reminder sent
Reporting on fill rate, no-show rate, and time-to-book
Escalation to the right coordinator when nothing fits

What It Costs

No seats. No per-user pricing.

Implementation ~$15K one-time, all in

Managed operation $2K–$5K per month

Implementation covers process mapping, the Connect integrations, approval design, and tuning against your real booking patterns. Start with the $497 Manual Work Tax Diagnostic to size the recoverable hours first.

Start the $497 Diagnostic

What work disappears?

Phone tag, and the empty slots it leaves behind.

Calling back and forth to land on a time that still exists
Cross-checking calendars, crews, and equipment by hand
Typing the same appointment into two systems
Manually sending confirmations and reminder calls
Leaving a cancelled slot unfilled because nobody had time
Reconstructing tomorrow's schedule every afternoon

What stays human: the tradeoffs. Who gets the emergency slot, who gets bumped, and when it is worth paying for after-hours coverage.

The Rest of the Workforce

Eight agents. Start with one.

Order Entry CSR Dispatch Scheduling Billing Document Customer Service Sales

Next Step

How much capacity went unsold last month?

The Manual Work Tax Diagnostic measures the hours spent booking and the slots that never got filled, then prices what a Scheduling Agent recovers.

Book the $497 Diagnostic