
Year: 2025
Client: DataNetzBau GmbH
Client's Location: 🇩🇪
G
RA
M
AI-Powered Call Center for Appointment Scheduling
A solution designed specifically to handle the entire scheduling process for a company laying fiber-optic networks in Germany
How We Automated the Appointment Scheduling Process for Datanetzbau
Background
Datanetzbau is a company specializing in laying fiber-optic cables across Germany. Their work is divided into three stages: site survey, installation, and initialization. Each stage requires a separate appointment with the client.
Previously, this task was handled by a team of operators. They manually called clients, coordinated schedules, worked with the technical teams' availability, and recorded everything in Google Sheets. The process was labor-intensive and resource-heavy.
What We Did
We developed an AI-based system that automates the entire appointment scheduling cycle:
The first robot handles the prep work:
- Connects to the company's portal via a virtual browser
- Gathers client contact information
- Sets up the context for further interactions
The second robot takes care of the communication:
- Calls clients using natural language
- Identifies the client’s location
- Finds the nearest technical team using the Google Maps API
- Checks the team’s available slots
- Proposes appointment options to the client and confirms the details
After the call, the system:
- Analyzes the conversation
- Extracts key information
- Organizes the data into the relevant sections of the company’s information system
Results
Instead of scattered Google Sheets, the company now has a unified appointment management system. Technicians and managers can view all necessary details in an easy-to-read dashboard:
- Client data
- Call recording and transcript
- Time and address of the scheduled appointment
- Other important order details
Automation freed up operators from routine calls, allowing them to focus on more complex tasks. The system runs 24/7, efficiently managing the workload across technical teams.
Thanks to our solution, Datanetzbau was able to optimize their workflows and improve customer service quality.
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