How It Works
- Your AI agent qualifies the contact for an appointment
- The agent looks up the contact in LeadPerfection and collects the product interest and service address
- The agent consults LeadPerfection availability and presents available appointment times
- Once the contact picks a time, the agent confirms the appointment
- The appointment is created in LeadPerfection
- The contact card moves to your configured Sales Board column and disposition in Hatch
- If enabled, the conversation summary is posted to the prospect’s Notes in LeadPerfection
Setting Up Calendar Integration
Before setting up calendar integration, you need to have LeadPerfection integrated with Hatch. See the LeadPerfection Integration setup guide.
Enabling the Calendar Command
First, navigate to your LeadPerfection integration in Hatch. Select “Reconfigure” in the integration configuration, and enable the toggle that says “Enable Calendar Integration” on the second page.Adding the Calendar Command
In your AI Agent Instructions, type/calendar to insert the calendar command. Place it in your instructions where you want the bot to book the appointment.
When you insert the /calendar command, it appears as an inline button in your instructions. Click the button to configure your calendar settings.
Configuring the Calendar Command
After selecting LeadPerfection as your calendar source, you’ll configure:- Product Types - Which LeadPerfection products the bot can book, and a description for each
- LeadPerfection Settings - Attribution user, default note, lookup period, and additional settings
- Hatch Assignment Settings - Sales Board column, disposition, and assignee applied after booking
- Message Sent After Appointment Booked - An optional message sent to the contact after the appointment is created
Product Types
Product types come from your LeadPerfection product list. When configuring the calendar command, you’ll select which products the bot is allowed to book, then add a description for each one.- Product Type: Select one or more products from your LeadPerfection catalog
- Description: Describe when this product should be used
When adding a product type, it’s recommended to add descriptions on each item. This will help ensure the best possible performance from the agent — the description is what the agent uses to decide which product a customer’s request maps to, and it’s also what the customer hears when the agent offers options.
LeadPerfection Configuration Settings
The lookup window is always 14 days from today. Starts on only moves the front edge of that window — it does not extend it. For example, setting Starts on to “3 days from now” gives the bot days 3 through 14.
If your Attribution User list is empty, Hatch could not retrieve employees from LeadPerfection. Check the API security permissions on the integration user, then enter the LeadPerfection employee ID manually.
Conversation Summary
With Add summary to prospect enabled, Hatch posts the AI conversation summary to the prospect’s Notes in LeadPerfection after the conversation ends. The note includes a Hatch Summary header, a link back to the Hatch conversation, and the summary itself. For appointments booked as new leads that are detected as duplicates, the prospect record doesn’t exist in LeadPerfection until someone processes it out of the Inbound Queue. Hatch will keep retrying the summary for up to 3 days while it waits for the prospect to be created.Test Configuration
Before finishing setup, use the Run test button in the LeadPerfection settings step to verify Hatch can access the calendar endpoints it needs. The test checks the API permissions on your integration user for the endpoints Hatch uses to read employees, products, availability, customers, prospects, notes, and the sales schedule.Hatch Assignment Settings
These settings control what happens on the Hatch side once an appointment is booked.How Appointments Land in LeadPerfection
What the bot creates depends on whether it found a matching prospect with a settable lead.Customer Matching
The bot searches LeadPerfection by first name, last name, and phone. Email can be used to narrow things down when more than one prospect matches. If the search returns multiple possible matches, the bot asks the customer for additional details.Service Address
The bot collects and validates the customer’s service address, and uses the ZIP code to scope availability to the right branch. After a booking, Hatch reconciles the validated address back onto the prospect record in LeadPerfection so the appointment goes to the right place.Appointment Times
LeadPerfection availability is returned as appointment slots defined by your LeadPerfection scheduling configuration. Hatch only offers times that match your configured slots in your “Time Slots” settings in LeadPerfection.LeadPerfection slots are appointment start times, not arrival windows. The bot presents only the start time (for example, “we have 9:00 AM, 1:00 PM, or 5:00 PM available”) and confirms the booking with the date and start time only.
Frequently Asked Questions
Where do the offered appointment times come from?
Where do the offered appointment times come from?
The appointment times offered are based off of the Time Slots configured in LeadPerfection. To see these in LeadPerfection, navigate to Setup -> Customer -> Time Slots.
Why is the bot saying the customer is outside our service area?
Why is the bot saying the customer is outside our service area?
The bot utilizes your LeadPerfection markets to determine if a customer is in your service area. Please ensure your specified markets in LeadPerfection have all Zip Codes you service.