Case study  ·  Scheduling & Ops

Automatic prospect calls and meeting booking for a sales team

An AI assistant calls every prospect marked Not Called, logs the outcome in the sheet, and books a meeting for interested prospects at the time they prefer.

The problem

Every morning the team opened a Google Sheet of prospects marked Not Called. Someone picked a number, dialled, noted whether a person or voicemail answered and whether they were interested, then typed it all into the sheet.

Interested prospects then needed emails to agree a time, sometimes several just to settle morning or evening. Good leads slipped through when the team got busy.

How it works

The system checks the sheet for anyone marked Not Called. Vapi, an AI voice assistant, places the call, so nobody dials. When the call ends, Vapi sends the details back to the sheet: who picked up, whether they were interested and any notes.

Make scenario with three modules: get data from Google Sheets, make the call through an HTTP request, and get the call from Vapi
The calling scenario in Make.

If the prospect is interested, ChatGPT reads the call notes, works out whether they prefer mornings or evenings, and books the meeting at a suitable time, with the invite sent by email through Gmail.

Make scenario: webhook, set data, search records, then a router with paths that generate meeting data with OpenAI and book the meeting, add a new record, or update an existing record
The follow-up scenario. The router books meetings for interested prospects and updates the sheet for the rest.

What a person still handles

  • The meetings themselves, and closing the deals.
  • Prospects who ask questions the call could not answer.

Built with

  • Make
  • Vapi
  • OpenAI
  • Google Sheets
  • Gmail

Make for the scenarios, Vapi for the calls, OpenAI for reading the notes and choosing the time, Google Sheets for the prospect list and Gmail for the invites.

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