Appointment scheduling

Trama can schedule a call or meeting between the passenger and an advisor on your team, right from the WhatsApp conversation. The agent offers the available times, books the one the passenger picks, and creates the event on the advisor's calendar with the video-call link. It's an optional feature that your agency turns on.

How it works

1. The agent qualifies the lead as usual: it talks, understands the trip, and gathers the details.
2. When it's time to hand off to the team, instead of just saying an advisor will reach out, the agent offers to schedule a call to go over the trip in detail.
3. If the passenger accepts, the agent shows the available times (without naming the advisor yet) and the passenger picks one. They can ask to filter by day or time range.
4. The agent asks for their email, needed to send the invitation.
5. It confirms and books. Only then does the agent say which advisor the call is with, the day and time, and share the meeting link (Google Meet or Microsoft Teams).

The appointment is recorded and the opportunity is automatically assigned to that advisor.

When the agent offers it

The agent offers to schedule only when the lead is already qualified and ready to move to the team: the same moment it would normally hand off the conversation. It doesn't offer the second a passenger says hello, and it doesn't turn the chat into a form. It advises and understands the trip first, and only proposes the call when there's real intent to move forward.

It's optional for the passenger: if they don't want to schedule or don't reply, the agent continues with the normal handoff ("an advisor will get in touch"). Scheduling never blocks the handoff.

What your team needs

For the agent to offer times, each advisor who wants to take calls sets up two things from the platform:

• Their availability. The days and time ranges when they accept calls (for example, Monday to Friday from 9 to 6).
• Their calendar. They connect their Google Calendar or Microsoft Outlook. This does two things: it lets Trama read when they're busy so it won't offer those times, and it lets Trama create the event with the video-call link when a call is booked.

They can optionally add extra read-only calendars (for example a personal one) so those busy times are avoided too.

How times are calculated

The times the agent offers are the combined availability of all advisors who accept calls: if at least one is free at a given time, that time is offered. That's why the list is anonymous until the booking is confirmed.

Trama is conservative: if it can't verify an advisor's calendar at that moment, it won't offer their times, to avoid booking over something already taken. It also respects the margins your agency configures: length of each call, time between calls, minimum lead time, and how many days ahead bookings are allowed.

The Agenda

Every booked call shows up in the Agenda section of the platform, grouped by day. For each one you see the time, the customer, the assigned advisor, the destination, and whether it's virtual. It's your team's view of the calls coming up.