AI agent for logistics coordinators
Customer Delivery Appointment Booking Agent
Every shipment has a confirmed delivery slot that matches the carrier ETA
What it does
Receivers need appointments, and phone tag leads to missed slots. For each shipment, this agent requests a delivery slot from the receiver's portal or contact. It matches the slot with the carrier's ETA and rebooks when either moves. If a slot is missed, it makes a new request and notes the cause. It watches for fees, such as a late appointment charge, and holds those for approval. After each change it rechecks that the slot and ETA still fit. The coordinator approves changes with fees. Edge case: the receiver portal closes at noon for the next day, so the agent requests slots before that cut-off.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- A shipment is booked or its ETA moves
- Read the receiver's appointment rules
- Request a slot through the portal or contact
- Compare the slot with the carrier ETA
- Does the ETA fall before the slot with a buffer?If not: request a new slot or ask the carrier to expedite. Back to step 3.
- Coordinator approves any change with a feeThe agent waits here for your OK.
- Confirm the slot with the carrier and the receiver
- Monitor the ETA until delivery
- Was the slot met?If not: request a new slot and record the cause. Back to step 4.
- Delivery confirmed and the slot log updated
How it decides
A slot is good when the carrier ETA falls before it with a buffer. A rebooking with a fee is only proposed when no free slot exists soon enough.
- Require a 2 hour buffer between ETA and slot
- Request slots before portal cut-offs
- Hold rebookings that carry a fee for approval
- Record the cause of every missed slot
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Buffer hours (default 2)
- Receivers and their rules
- Fee limit for automatic proposals
- Monitoring interval
What keeps you in control
It always asks you first
- Changes that carry fees
Hard limits
- Never accept a fee without approval
- Never confirm a slot without a carrier ETA
It stops when
- Done: shipment delivered in its slot
- Stop: receiver refuses the delivery
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
