Books, changes and cancels appointments
It works on your real calendar and only offers available times. The appointment is confirmed during the call, with no need to call back to confirm it.
On this page
AI voice agent features
AI voice agent features: appointments, requests, payments and lead capture on the same call
Gestión Smart answers your business’s calls in six languages: it books appointments in your real calendar, opens requests with a resolution deadline, takes payment during the call and records every potential customer in your sales funnel. Afterwards, you review each conversation turn by turn: what the agent looked up and who is responsible for each matter.
Up and running in 1 day · Free integration consulting
4 hResolution deadline assigned automatically
6Per appointment at most, with a cancellation link
10–12 sOf recording, with the person’s express consent
5To assign viewing and editing permissions
It settles each matter during the call itself
While it talks, the agent checks the calendar and your systems, and before hanging up it settles everything that can be settled on the call.
“Soler Clinic, good morning. You’re speaking to an artificial intelligence assistant. How can I help you?”
“I’d like to book a check-up, on Thursday morning if possible.”
“Thursday at 10:00 with Dr López. It’s booked, and I’ll send you a reminder.”
The 10:00 slot was free before it was offered, and it is blocked as soon as it is confirmed.
Recognises callers by their number
If the number is already on a record, it addresses the customer by name and knows their previous requests, so they do not have to explain their case again. If not, it creates the record during the call.
Looks things up in your systems in real time
Invoices, outstanding debt, availability, contracts or the record in your CRM: the agent looks them up in your system at that moment and does not keep a copy of that data.
Logs requests with a reference number
The customer ends the call with a reference number, and the request appears in your inbox with the resolution deadline already assigned.
Transfers the call to your team
When the matter needs a person, it transfers the call to whoever is available according to their profile. If nobody answers, the caller can leave a message, and the conversation with the agent is kept in the panel with its transcript.
Adapts its tone and respects interruptions
If it detects that the customer is upset, it replies with a more empathetic voice. If it is interrupted, it stops talking and listens.
Every sales call, a qualified lead in your funnel
Every sales call is recorded as a lead on a six-stage board, from first contact to customer won. The agent asks the caller about their sector and their needs; the AI summarises each lead, suggests what to prepare for the meeting and shows you where sales are being lost.
The agent finds out up to eight details about each potential customer, and every new lead is notified by WhatsApp to up to five mobiles. Whether a sale is won or lost is always decided by a person on your team. Included in the plan at €120 + VAT a month.
Every sales call, a qualified lead
The agent logs every potential customer in the “Attraction” stage, with their sector, what they need and how interested they are, without anyone having to type a thing, and lets your team know by WhatsApp.
AI funnel diagnosis
With a single click, the AI reviews the conversations across the whole funnel and tells you where sales are being lost, how many leads it affects and what to do now.
A calendar per professional, a record per customer
One column per professional, customer records that are created automatically and scheduled reminders so that no appointment slot goes to waste.
One column per professional
The whole working day at a glance, with each professional’s hours and services. No appointments are accepted outside working hours, either by phone or from the panel.
Coming soon: synchronisation with calendars from other providers.
Automatic customer records
Every call creates or updates the customer’s record. Duplicates are detected, and a member of the team merges them, choosing field by field. Customers who often miss appointments are flagged as a no-show risk before the appointment is confirmed.
Up to six reminders per appointment
They are sent automatically at the time you choose and include a link so that the customer can cancel themselves. Appointments cancelled in advance become available again in the calendar.
Services, durations and prices
The agent books each appointment for the right length of time because it knows the service requested, how long it takes and its price. Any change you make in the panel applies from the next call.
The same agent, on WhatsApp too
Your customers can also write. The agent replies on WhatsApp with the same knowledge and the same tools as on the phone: it checks the calendar, books the appointment, opens the request and sends the payment link. A written conversation ends with the matter settled, just like a call.
Appointment confirmations, reminders and voicemail notifications are also sent on WhatsApp, from your business’s number or from ours. Included in the plan at €120 + VAT a month.
When a conversation needs personal attention, your team takes it over from the inbox: it is assigned to a person, tagged and answered on behalf of the business, with the customer’s record in view.
Every request, with owner and deadline
The agent logs the request during the call, or your team creates it from the panel. The priority determines the deadline, and the most urgent requests always appear at the top of the list.
Every request, with an assignee and a deadline
The priority sets the deadline automatically (4 h, 24 h, 72 h or 7 days), overdue requests appear first and the customer checks the status of their request on a private link, without calling again.
Resolution deadlines by priority
The deadline is assigned automatically when the request is opened, according to its priority.
Requests that go past their deadline are highlighted at the top of the list.
| Priority | Deadline |
|---|---|
| Urgent | 4 hours |
| High | 24 hours |
| Normal | 72 hours |
| Low | 7 days |
Customers check their request without calling
Each request has a page with a private link that shows the reference, the status (received, in progress or resolved), the opening date and the resolution deadline. Only someone with the link can view it.
- Fewer calls asking about the status of a matter.
- With the business’s phone number on display, in case the customer prefers to speak to a person.
- No sign-up, no password and no app to install.
You decide what it says and in which voice
The agent is set up and tested in the panel, and is only published when you approve it. No change reaches calls without going through that process.
Test it before you publish it
Each agent is tested from the panel itself: you talk to it, listen to its answers and adjust whatever is needed. Changes only apply to the line when you publish them.
Your team’s voice, from 10–12 seconds of recording
All it takes is a recording of 10 to 12 seconds of someone on your team, with their express consent and a record of who recorded it and when. Each voice can also have a more empathetic variant for difficult conversations.
Knowledge and integrations
You can write the knowledge yourself, import it from your documents or connect the agent to your system to look it up in real time. Information that changes often, such as amounts, debts or availability, is looked up at the time and is not stored. We integrate with Salesforce, HubSpot, Microsoft Dynamics 365, Zoho CRM, Pipedrive, Odoo, monday.com, Holded, Zendesk and WooCommerce, and with any system that has an API. Additional integrations are ready within 3 weeks at most, and integration consulting is free of charge.
Control over every piece of data the agent shares
For each field that comes from your system, you choose between five options: the agent shares it; it shares it only if asked; it only confirms the last four digits; it is used solely to verify that the caller is the account holder; or it never leaves your system. You can also require the customer to identify themselves before any data is given to them.
Take payment during the call
The deposit for a booking, a check-up already carried out or the monthly fee: the agent handles the payment on the same call.
Take payment during the call
The agent sends the payment link to the customer’s mobile during the call, so they can pay without hanging up. It can also take a card payment over the phone or set up a recurring fee, and each payment is linked to its call and its appointment.
Payment link during the call
The agent sends the link to the customer’s mobile during the call: they can pay without hanging up and ask the agent any question.
Card payment by phone
For customers who would rather not use links. Only the last four digits of the card are kept.
Subscriptions and session packs
Monthly fees and session packs that are set up during the call and charged automatically every period.
Every payment, linked to its call
From each entry you can go to the conversation it came from and to the corresponding appointment, which makes balancing the till quicker.
For outstanding payments, outbound campaigns call your customers or message them on WhatsApp: they verify the account holder, send the payment link and record every outcome. Also for offers and promotions. Module included in the plan.
Check your figures and review every change
Full visibility of automated call handling: how your business is doing, how sales are progressing and what happened on each call.
Natural-language queries on your data
Type the question as you would ask it out loud and you will get the figure with its breakdown. The server does the calculation on your data: the model interprets the question, but it does not generate the figures.
“How many appointments did the agent book by phone last week?”
128 appointments from 194 calls answered; 9 were cancelled afterwards.
If your data cannot answer the question, it says so instead of improvising an answer.
Change log
Who changed what and when: an agent’s script, a price, opening hours or a request’s deadline. Every change is logged with the name and time, as is every time a recording is listened to.
- Five access roles: owner, editor, read only, billing and the platform team.
- Every call keeps its turns, the time each response took and the agent’s lookups.
Virtual phone system
Welcome message, voice, extensions, groups and busy-line handling, all on one screen and editable by you, without relying on a technician.
Welcome message in your voice
It is recorded once and plays on every call, immediately after the AI notice.
If all lines are busy
You decide what happens: a queue in order of arrival, voicemail or both.
Extensions and groups
Your team’s phones, organised by department or site, with the hours during which each person takes calls.
Transfer to a person
When the customer asks to speak to a person, the call is transferred to whoever is available at that moment.
Try the agent with your services and your calendar
We set up an agent with your services and opening hours. You call, book an appointment, change it and ask about an invoice; then you review the whole conversation in the panel.
See the plan: €120 + VAT a month
Up and running in 1 day · 1,000 minutes included · Additional minute: €0.65 + VAT · Free integration consulting