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AI agent for sales development representatives

Demo Booking and Handoff Agent

Make booked demos happen with an AE who has full context

SchedulingCommunicationSales
See how it worksGet access
Demo Booking and Handoff Agent: what goes in, what the agent does and what you get

What it does

An SDR's work counts only when the meeting happens and the account executive is prepared. When a prospect agrees to meet, this agent finds open slots on the AE's calendar and drafts the invite for SDR approval. It writes a handoff note from call notes and emails: pain, current tools, people involved and why now. It sends a reminder the day before. If the prospect has not confirmed by 9 a.m. on the meeting day, it drafts a check-in; if still silent two hours before, it offers a new time. When new attendees appear, it looks them up and adds them to the note. After the meeting, it checks the AE logged an outcome within a day and reminds them if not. The SDR approves invites and messages. Edge case: added attendees are looked up and added to the handoff note.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Prospect agrees to meet 2 USES A TOOL Find open slots on the AE calendar 3 YOU APPROVE SDR approves the invite 4 USES A TOOL Write the handoff note from notes and emails 5 USES A TOOL Send a reminder the day before 6 CHECKS THE RESULT Has the prospect confirmed by the morning of themeeting? If not: draft a check-in and a reschedule option, thenupdate the note with any changes. Back to step 4. 7 DOES Look up any new attendees and add them to the note 8 CHECKS THE RESULT Did the AE log an outcome within one day? If not: remind the AE and keep the item open. Back tostep 7. 9 RESULT Meeting held and outcome logged
Read the steps as a list
  1. Prospect agrees to meet
  2. Find open slots on the AE calendar
  3. SDR approves the inviteThe agent waits here for your OK.
  4. Write the handoff note from notes and emails
  5. Send a reminder the day before
  6. Has the prospect confirmed by the morning of the meeting?If not: draft a check-in and a reschedule option, then update the note with any changes. Back to step 4.
  7. Look up any new attendees and add them to the note
  8. Did the AE log an outcome within one day?If not: remind the AE and keep the item open. Back to step 7.
  9. Meeting held and outcome logged

How it decides

No confirmation by 9 a.m. on the meeting day triggers a check-in. No reply two hours before triggers a reschedule offer.

  • Check-in when unconfirmed by 9 a.m.
  • Offer a reschedule two hours before if still silent
  • Look up any new attendees

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Confirmation deadline time
  • Reminder timing
  • Handoff note fields
  • AE assignment rules

What keeps you in control

It always asks you first

  • Sending the invite
  • Sending check-in or reschedule messages

Hard limits

  • Never books on an AE calendar without approval
  • Never shares internal notes with the prospect

It stops when

  • Done: outcome logged
  • Stop: prospect declines

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensA prospect booked Thursday at 2 p.m. but had not confirmed by 9 a.m., so the confirmation check failed. The agent drafted a check-in, and the prospect replied asking for Friday and copying their IT lead. The SDR approved the new invite. The agent added the IT lead to the handoff note. On Monday the outcome check failed, so it reminded the AE, who logged it.

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