Accessing Scheduling Settings
Click the hamburger menu (☰) in the top left corner of your ProLine account.
Scroll down and select "Manage Team"
A new window will appear in your browser.
Select the "AI Agents" tab on the top menu.
1. Assignee
What it does:
Defines which users the AI agent can book appointments for.
You can assign up to 10 users per AI Agent.
The agent will show these users’ availability for the next 10 days.
If the AI Agent is tied to a specific location, the dropdown will filter users assigned to that location.
2. Task Assignee
What it does:
Determines who is assigned when the AI Agent needs to create a follow-up task (rather than an appointment).
Ideal for admin users, sales reps, or project managers who handle coordination or outreach.
Common use case: An admin reviews appointment details before assigning the final responsibility.
Select the user from the dropdown to define this assignment.
3. Task Stage
What it does:
Sets the stage a project should move to after a task is created.
Recommended: Move to a stage that pauses campaigns and flags the task for attention.
You'll see all pipelines and their associated stages in the dropdown.
Choose the one that fits your follow-up or triage process.
Use this to ensure task-based leads don’t fall through the cracks.
4. Minimum Hour Notice
What it does:
Defines how soon an AI Agent can book an appointment from the time of scheduling.
Prevents unrealistic bookings, such as scheduling an appointment 15 minutes before the start time.
Gives the assignee time to prepare, travel, and review notes.
By default, ProLine has this set ****to 3 hours to allow for preparation.
5. Event Type
What it does:
Specifies the type of event the agent will book.
Most commonly used: Inspection
Choose another event type if your AI Agent serves a different scheduling purpose.
6. Lead Pre-Qualification
What it does:
Ensures the AI Agent only schedules appointments for qualified leads during outbound calls.
The agent checks whether the contact is seeking services you provide.
If the lead is disqualified (ex: wants windows but you only do roofing), the agent moves the project to a specific stage.
Select the appropriate “Disqualified” stage that aligns with your process.
This applies only to outbound calls. Inbound calls will simply inform the caller if their request falls outside your services.
7. Opening Line
What it does:
Sets the first line the AI Agent will say after introducing itself.
Character limit: 100
By default, this is set to: “How can I help you today?”
You can customize this to align with your brand voice or tone.
8. Emergency Call Transfer
What it does:
This feature lets the AI agent instantly transfer an emergency call to a team member by routing it to the phone number you provide.
This feature ensures that urgent situations are handled appropriately by allowing the AI agent to seamlessly escalate emergency calls to a real team member, improving response time, customer safety, and overall service reliability.
Please note: the caller must state they need to be transferred or use key words such as "urgent" or "emergency", for the transfer to be triggered.
9. Regulation Compliance
What it does:
Helps you stay compliant with AI and call recording disclosure laws, which may vary by state or region.
You have two settings to configure:
Disclose AI
Enable or Disable
Required in some jurisdictions—check your local/state laws.
Disclose Call Recording
Enable or Disable
The call will still be recorded regardless and stored within the appropriate project.
Disclosing the recording may be required depending on single-party vs. two-party consent laws.
It is your responsibility to ensure your settings comply with applicable legal requirements.
By properly configuring these scheduling settings, your AI Agent can work efficiently, respect your team's capacity, and provide a seamless experience for your customers without needing manual oversight.