Configuring the Scheduler Module

Overview

The Scheduling module allows the AI Agent to automate interview and meeting scheduling using configured Sense Scheduling templates.

With this integration, the AI Agent can:

• Schedule meetings
• Use Team Templates configured in Sense Scheduling
• Coordinate availability and booking automatically
• Send scheduling options as part of conversations

To use this capability, Sense Scheduling must be enabled and configured in your Sense Platform.

IMPORTANT: The Scheduling Module is currently supported on Web Chat and SMS channels. It is not supported on the Voice channel at this time.

1. Adding the Module

To begin, navigate to the Build tab of your AI Agent:

1. Click the (+) icon at the point in the conversation where you want scheduling to occur.

2. From the optional module menu, select Scheduling.

3. Click Configure on the newly added Scheduling block to open the configuration drawer.

2. Template & Logic Setup

Define the core meeting structure the agent will use:

• Template Type: Choose between Static Template or Dynamic Template(for outbound only).
• Meeting Template: Click Select to choose from your existing library. You can filter by:
  • Multi Event: For complex, multi-stage bookings.
  • Panel: For interviews involving multiple internal stakeholders.
  • Round Robin: To distribute interviews across a team pool.

You can learn more about this meeting templates in this article: Article link

Scheduling Template Question

The Scheduling Template Question section is used to map questions from the scheduling template to corresponding system fields.

This mapping helps ensure responses submitted by candidates or interview participants are captured correctly for reporting, workflows, and downstream actions.

The screen shows sample scheduling questions such as:

• email
• name
• phone

For each question, use the Select dropdown under Mappings to choose the appropriate field mapping.

3. Advanced Configuration (Overrides)

If you need to deviate from your standard template setup for a specific agent, use the Additional Configuration section:

• Override Interview Host: Toggle this ON to manually select Primary and Secondary attendees. 
• You can also Disable Template Fallback to ensure only these specific individuals are ever booked. 
  • Note: If enabled the agent will not use the default template host's calendar to search for slots, it will only check the primary or secondary attendee calendar to search booking slots.
• Override Meeting Details: Toggle this ON to customize the candidate-facing calendar invite:
  • Meeting Title: Customize how the event appears (e.g., "1 hr Screen with {{company_name}}").
  • Meeting Details: Use the rich-text editor to provide specific instructions or links (e.g., a Zoom link or office arrival instructions).

Note: The meeting scheduling process only checks the calendars of the primary and secondary attendees. If no available time slots are found within their calendars, the system will not use the default template host's calendar to search for slots.

4. Setting Agent Guardrails

In the Instructions section, you can provide natural language rules that the AI must follow before it is allowed to offer a meeting.

• Example: "Only offer the scheduling link if the candidate confirms they have 3+ years of experience and are eligible to work in the US."

5. Fallback & Notifications

Ensure a smooth experience even when a booking cannot be completed:

• Fallback Message: Customize what the agent says if no slots are available (e.g., "We couldn't find a slot right now, but our team will reach out shortly.").
• Fallback Email Notifications: Toggle this ON to alert a recruiter when a booking fails.
  • Recipient Email: Enter a specific address or use a variable (e.g., {{job_owner_email}}) to ensure the right person is notified to step in.