Bring your business rules to the demo
List services, durations, opening hours, closures and the resources that appointments require. Define which information the assistant can provide and which requests need staff. Include the exact name of your calendar or management software.
For a week, record how many calls arrive, how many you miss, their duration and why people call. You need a baseline against which to assess a trial. Use realistic fictional examples for demonstrations rather than copying customers' personal information.
Five tests that reveal problems
Ask to inspect both the calendar entry and the staff summary.
- Normal booking: does the system confirm the correct service, day and time?
- No availability: does it offer only genuinely available alternatives?
- Caller changes their mind: does it update the request without duplicates?
- Difficult name or background noise: does it ask for confirmation instead of guessing?
- Request outside its scope: does it follow the agreed process for involving a person?
Establish what happens when something fails
Test an integration against your workflow: reading availability, creating appointments and handling changes. Ask what happens if two callers request the same slot or the calendar is unavailable.
Define the callback process and who receives unresolved requests. A live transfer, a notification and a callback request are different functions. Your quote should specify which one the service provides.
Ask how information is handled
Ask whether calls are recorded or transcribed, where information goes, who can access it and how long it is retained. Request contractual documents and details of the providers involved before using real data.
Also check how to export contacts and appointments, delete data and get help with errors. In healthcare, have the person responsible for data protection review the workflow before activation.
Decide how to judge a trial
Compare weeks with similar opening days and call volumes. Count accurate appointments, unresolved requests, staff time spent correcting errors and the complete cost.
We do not yet publish agendL Ai customer results. A demo and any agreed trial should collect evidence about your business, rather than aim to reproduce another company's percentages.