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AI EMPLOYEESPLANNING

Automate planning with AI: fewer calls, fewer gaps

A sick call at seven in the morning, a customer emailing three times about a date, an appointment nobody turns up to. Planning is a puzzle of availability, qualifications and travel time, and much of it still happens on the phone.

See the 4 AI employeesAll AI employees
4.8 from 127 reviews
Kiwa ISO 9001 certification markKiwa ISO 27001 certification markISO 9001 & 27001
4 AI employees for planning

An AI employee for planning contacts colleagues in the agreed order, proposes engineers' schedules and appointments based on availability and travel time, and refills freed-up slots. The final rota and the judgements about people stay with the planner.

  • Joris · Shift Filler

    Planning · Custom implementation

    Automate shift cover when staff call in sick

    Finds cover when someone is absent, takes qualifications and availability into account, and puts the options forward.

    Connects toAFASWhatsAppTeamsDatabases

  • Laura · Appointment Planner

    Planning · Example application

    Automate appointment scheduling with AI

    Schedules appointments based on availability, travel time and the kind of work that needs doing.

    Connects toMicrosoft 365CalendlyTeamsDatabases

  • Sophie · Appointment Confirmer

    Planning · Custom implementation

    Automate appointment confirmations with AI

    Confirms appointments, sends timely reminders and handles cancellations so slots do not go unused.

    Connects toMicrosoft 365WhatsAppDatabasesOutlook

  • Rik · Field Service Scheduler

    Planning · Example application

    AI scheduling for field service engineers

    Schedules service and maintenance jobs by skills, area and availability, and replans when someone drops out.

    Connects toMicrosoft 365DatabasesWhatsAppOutlook

Also relevant for planning

These AI employees sit with another department, but touch the same work.

Task by task

This is the starting point for each task. Exactly where the line sits for your team, we agree together during setup.

  • Automate shift cover when staff call in sickJoris · AI employee Shift Filler

    Runs automaticallyContacts available, qualified colleagues in the agreed order and processes their replies.

    A person decidesThe final rota, and responsibility for rest periods.

  • Automate appointment scheduling with AILaura · AI employee Appointment Planner

    Runs automaticallyFinds options based on availability and travel time, offers the customer two or three slots and books them in the calendar.

    A person decidesAppointments where the relationship decides who goes.

  • Automate appointment confirmations with AISophie · AI employee Appointment Confirmer

    Runs automaticallyConfirms, reminds, processes cancellations and offers freed-up slots to the waiting list.

    A person decidesAppointments where the contact itself is part of the care. Messages contain no medical content.

  • AI scheduling for field service engineersRik · AI employee Field Service Scheduler

    Runs automaticallyProposes a schedule by skills, area and availability, replans when someone drops out and informs the customer.

    A person decidesApproving the schedule, and which customer comes first when not everything fits.

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.
Integrations

The AI employees on this page work with these packages, among others. Is your system not listed? We can connect any system, even if there is no standard integration.

Frequently asked questions

Which planning tasks can you automate with AI?

Finding cover when someone calls in sick, drawing up and reshuffling engineers' schedules when the day changes, scheduling on-site appointments with travel time and clustering, and confirming, reminding and refilling appointments after a cancellation. Leave and fault reports touch on planning, but sit with HR and operations.

Does an AI employee put someone on the rota itself?

It contacts available, qualified colleagues and processes their replies. We usually leave the final rota to the planner, because things often play a part that are not in the system.

Does it take qualifications and working time rules into account?

Qualifications, yes, as long as they are recorded per employee. It can flag rest periods and maximum shifts based on the rules you set. Responsibility for compliance stays with the employer.

Does this work with Outlook, Google Calendar and Calendly?

Yes. Appointments go into the calendars your team already uses, and staff and customers are contacted through the channel they already use, such as email or WhatsApp.

Is this allowed in healthcare?

For the logistics of an appointment, yes: confirming, reminding and rescheduling. Once it concerns the care itself, that changes. That is why we set this up without medical content in the messages, not even the reason for the appointment.

Related services

AI Opportunity AuditKnow where the opportunity is before anything gets builtWhat does an AI employee cost?What drives the price, with an estimate for your situationAI implementationThe foundation first, then the first process, then expand
How to put this to work

  1. 1A short callTogether we look at your process and your systems, and which task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?Explore the opportunity first
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