Email Booking Details After a Call

When your voice agent books an appointment, your front desk needs the details — patient or customer name, phone, preferred date and time, the reason for the visit — in their inbox, not buried in a call transcript.

This page is the canonical reference for sending those details by email only for calls where a booking was made. It takes about 15 minutes in the dashboard and needs no code.

Want the narrative walkthrough with a full hospital OPD example and tips for Indian-language calls? See the tutorial: How to Email Appointment Booking Details After Every AI Voice Call.

Two ways to send post-call email#

Use the workflow route when the email must contain structured booking fields and must not be sent for enquiries, wrong numbers or unfinished calls. It runs after the post-call AI extraction has finished, so the booking fields are always in the email.

How it works#

Call ends → Post-call extraction reads the transcript → "Data Extracted" trigger
   → Condition: booking_status equals "booked"
        → yes: Send Email (to your team)
        → no:  end workflow (nothing is sent)

Step 1: Capture the booking as structured data#

Open your agent → Behavior tab → Post-Call Extraction (under Capture & outcomes).

1. Click New Template (or Preset → Appointment Booking / Healthcare Appointment to start from a template, then edit it).
2. Give it a Template Name, e.g. Booking Details.
3. Turn on Default Template so it runs on every call of this agent.
4. Under Extraction Fields, click Add for each field:

5. Click Create Template.

Check it on a real call: open any past call → Extract data (or Re-extract data). You should see booking_status and the booking fields filled in.

Tips for reliable fields#

• Make booking_status an enum, not free text — the workflow matches it exactly.
• Describe what counts as booked in the AI Description. "Agreed to come" without a date is usually not a booking.
• For Indian-language calls, add in Additional AI Instructions: "Write free-text fields in English; write names and places in Roman letters as pronounced."
• Ask the model not to invent weekdays. A computed "Saturday 14 Jun" can be wrong; a wrong weekday sends a patient on the wrong day.
• Name the summary field call_summary — the standard email shows it as the Summary.

Step 2: Create the workflow#

Go to Workflows (sidebar → Automation) → Create Workflow.

1. Workflow Name: Booking Details Email.
2. Trigger Type: Data Extracted — trigger after post-call AI extraction completes.
3. Agent: pick your booking agent (leave empty to run for all agents).
4. Click Create Workflow.

Add the Send Email step first#

Click Add → Send Email:

The standard email contains the summary, caller phone, duration, a recording link and a Collected Information table with every extracted field.

Prefer your own wording? Choose Custom and use Insert a variable to drop in fields from the group From the call (after extraction), e.g. subject New appointment — {{customer_name}}, {{preferred_date}} {{preferred_time}}.

Use Send a test email to check delivery to each inbox.

Then add the Condition step#

Click Add → Condition → Add Condition:

Leave Default Step (if no conditions match) as End workflow. That is what stops emails for calls with no booking.

Make sure the Condition is the first step (on the canvas, the trigger connects to the Condition, and the Condition's matched branch connects to Send Email). Click Save.

Step 3: Test, then activate#

1. Test run — previews the whole flow with sample data. No call is placed, nothing is sent.
2. Click Activate. Status changes from Draft to Active.
3. Place a real test call and book an appointment.
4. Open Executions → the run → confirm the Condition took the booked branch and Send Email completed.

Bookings made before activation can be emailed with ⋯ → Run on past calls.

Troubleshooting#

Related#

• Webhooks — send the same data to your CRM or HIS
• Variables — dynamic content in prompts
• Appointment booking agent example
• Transcripts