Automate through confirmation.
A qualified CRM record triggered a call. The agent offered three available slots, matched a mentor, sent the invite before the call ended, and updated CRM.
Iro AI / Build3
Scheduling Agent
From qualified CRM lead to booked mentor interview.
- Role
- Founder & Product Lead
- Delivery
- Live pilot, built in 10 days
- Scope
- 40 founders, four mentor calendars
33 of 40 founders booked in the first automated call. All 40 were booked after manual CRM corrections and reruns. The team made no manual scheduling calls.
The problem
After qualification, Build3’s team called founders individually, checked mentor availability, sent invites and updated Zoho CRM. Every interview required manual coordination.
Product decisions
Reserve slots while they’re being offered.
Added real-time reservation so concurrent calls could not offer the same slot. Mentor selection also considered availability and workload.
Make incomplete bookings recoverable.
Wrote failure reasons back to CRM. The team could correct a record and rerun the flow without taking over the scheduling call.
Pilot results
First call
33 of 40 booked (82.5%). No follow-up or human intervention needed for these bookings.
After recovery
The remaining seven required manual CRM correction and a rerun. All seven were then booked.
Team workload
Zero manual scheduling calls. Human work remained in record correction for the seven exceptions.