The reminder calls nobody has time to make.
Automated appointment reminder calls have an AI phone each person on tomorrow's list, remind them of the appointment, and capture whether they confirmed, want to reschedule, or are cancelling. The calls only go out inside the days and hours you allow, in the timezone you set, and the answers come back as fields you can export.
Reminder calls need a card on file. US voice is about 2.6¢ per talk minute, billed in whole minutes — a list of 200 short confirmations is a small number, and the daily voice cap is yours to set.
Or just ask for it
Tomorrow’s list, reminded — without opening anything.
Set it once by asking, then read who confirmed.
InboxTomorrow: 34 reminded
34 called between 4 and 6. 27 confirmed, 4 want to move, 3 cancelled. The three cancellations free Thursday 10:30, 2:00 and 4:15 — want me to offer those to the waiting list?
Yes, offer them. And move the four who want to reschedule to next week.
@Octo did everyone for today get a reminder?
On it 🔧(runningget_campaign_results…)
34 of 34. Two went to voicemail and got your recording rather than a robot voice. (edited)
✅ 21 reply · last reply 25m ago
add “bring your referral letter” to the script
Email octo@agent.omniocto.com · WhatsApp 1-MAN-ASK-OCTO · Slack #omniocto
One call from the list
It asks the question and writes down the answer.
The point is not that a call happened. The point is the fields at the bottom — the campaign exists to turn a list of appointments into a list of answers.
Hello, this is an AI assistant calling from Harbour Dental — this call may be recorded. I am calling about your appointment tomorrow at 2:30pm with Dr Ellis.
Oh — tomorrow? I thought that was next week.
It is tomorrow, Thursday, at 2:30. Would you like to keep it, or shall I note that you would rather move it?
Can we move it? Next week would be much better.
Of course. I have noted that you would like to reschedule, and the practice will call you to find a new time. Thank you.
After the call
- Appointment action
- Reschedule
- Preferred time
- Next week
- Reached
- Patient directly
- Outcome
- Answered — human
You define the fields before the campaign runs, and an answer field can be a fixed list of choices — so "reschedule" comes back as the value you named, not as a sentence somebody has to read.
How you'd hand it over
A list, a window, and a column of answers.
Give it tomorrow's list
A CSV, a saved list, a tag, or a sentence.
Upload the export from your practice software, pick a list you already keep, choose everyone with a tag, or just describe who you mean and let Octo assemble it. The sources combine, so a list plus a handful of extras is one campaign.
Say when it may call
Weekdays, business hours, their timezone.
Set the days, the time windows inside those days, and the timezone they are read in. Nothing is dialled outside them — a campaign launched at midnight waits until the window opens rather than calling at midnight.
Read the answers as columns
Confirmed, moving, cancelled — per person.
Every call lands against its contact with the fields filled in and the transcript attached. Export the lot as a spreadsheet, or work the exceptions from the inbox.
What is actually happening
The parts that stop it being a robocall.
It cannot call outside the hours you allowed
A campaign carries the days it may run, the windows inside those days, and the timezone to read them in. The conversion uses the real calendar rather than a stored offset, so a window set for 9am to 5pm is still 9am to 5pm the week the clocks change.
allowed days · time windows · IANA timezone · DST-correctTyped answers, not transcripts to read
Up to twenty fields per campaign, each with a type — and a field can be a fixed set of allowed values, so a confirm-or-move question comes back as one of your own words. The fields become the columns of the export.
up to 20 typed fields · fixed-choice answers · CSV columnsRetries only on the outcomes worth retrying
Every call is classified into one of thirteen outcomes. The retry policy names which of those are worth another attempt and how long to wait, so an unanswered call can be tried again while someone who declined is left alone.
13 outcomes · retry by outcome · minimum intervalPeople are told it is an AI
Disclosure is on by default and the wording is yours to change. If you would rather it were unmistakably a person, upload a recording of a real voice and it plays verbatim before the AI speaks. What each person was told is recorded per call.
default-ON · editable or verbatim recording · per-call auditEvery call is filed against the contact
A reminder call is a conversation on that person, next to their email and messages, with the transcript and the captured fields. When someone calls back the next morning, the earlier call is already there.
one history per customer · transcript attachedA big list cannot become a big bill
Concurrency is capped, a daily voice-minute ceiling applies per workspace, and alerts fire at 50%, 80% and 100% of budget. Hitting a cap stops the work rather than reporting it afterwards.
concurrency cap · daily voice-minute cap · 50/80/100% alertsQuestions
The things people actually ask.
- Does it call at a sensible hour?
- It calls only inside the windows you set. A campaign carries the days of the week it may run, the time windows inside those days, and the timezone those windows are read in. Conversions are done with the real calendar rather than a fixed offset, so the window does not drift by an hour when the clocks change.
- What happens when someone does not pick up?
- That depends on the retry policy you choose. Retries can be turned off, left for you to trigger, or scheduled — and when they are scheduled you pick which outcomes are worth retrying, with a minimum gap between attempts. Most people retry no-answer and busy, and leave the rest alone.
- How do I find out who confirmed?
- You decide the questions before the campaign runs, as a small set of typed fields — up to twenty. A confirm/reschedule/cancel field is a list of allowed answers, so what comes back is one of your three values rather than a paragraph to read. Every field becomes a column you can export.
- Can it send a text instead?
- Text reminders are a separate thing from this page. This one is about phone calls: the AI dials, has the conversation and records the answer. SMS is its own campaign type with its own setup.
- Do people know it is an AI calling?
- Yes. The spoken disclosure is on by default, you can rewrite the wording, and you can upload a recording of a real voice that plays verbatim before the AI speaks. Every call keeps a record of what the person was told.
- Can I stop it part way through?
- Yes. A running campaign can be paused and resumed, or cancelled outright. Pausing stops new calls being placed rather than cutting off one already in progress.
Keep reading
Related jobs you can hand over.
Reminder calls need a card on file. US voice is about 2.6¢ per talk minute, billed in whole minutes — a list of 200 short confirmations is a small number, and the daily voice cap is yours to set.