Use case
Confirm attendance for every webinar, demo class and open house
Registrations are easy to collect and hard to turn into attendance. The AI agent calls each registrant, confirms whether they are coming, sends the joining link or location on WhatsApp, and a reminder campaign calls again before the start.
- AI agentGood afternoon, Rahul ji. This is Karan, an AI assistant from Sunrise Institute of Management. You registered for our MBA open house this Saturday at 11 am. Will you be able to attend?
- CallerYes, I'm planning to. Can my father come along?
- AI agentOf course, parents are welcome and there is a separate Q&A for them. Will you be coming by car?
- CallerYes, we'll drive down.
- AI agentThere is free parking at Gate 2. Shall I send you the campus location on WhatsApp?
- CallerYes, please.
- AI agentWould you like a one-to-one with an admissions counsellor after the session?
- CallerSure, around 1 pm if possible.
- AI agentDone, your counsellor meeting is booked for Saturday at 1 pm. Is there anything else you would like to know before Saturday?
- CallerNo, that's all. Thank you.
Registrations are not attendance
A form fill takes ten seconds. Showing up takes an evening. In between, people forget, lose the link, or never saved the date.
Teams send an email and a WhatsApp and hope for the best. Calling every registrant the day before is the job that gets dropped, because it falls on the same team that is running the event.
The calls are short and all alike: are you coming, here is the link, see you at 6. A voice agent can make every one of them and give you a confirmed headcount.
On the call
What the agent does, step by step
- 1
Load registrants
Import the registration list, or let a workflow call each person when they register.
- 2
Confirm the details
The agent names the event, the date and the time, and asks if they will attend.
- 3
Answer the basics
Venue, parking, joining link, what to bring, who can attend: whatever is in your script.
- 4
Send the link or location
If they want it, the WhatsApp template with the joining link or map location is sent during the call or right after it.
- 5
Remind on the day
Run a short reminder campaign a few hours before the start for everyone who confirmed.
- 6
Handle the no's
Can't attend? The agent offers the next session if your script has one, and records the outcome with your disposition.
Into your CRM
What it captures on every call
- Attendance: confirmed, maybe, can't attend
- Number of people coming
- Mode (in person or online), where you offer both
- Questions they want answered at the event
- Consent to receive the link or location on WhatsApp
- Follow-up meeting day and time, if agreed
After the call
What happens next
| When | Then |
|---|---|
| Confirmed | Marked Confirmed. The link or location template they accepted is sent and tracked for delivery. |
| Agrees a follow-up meeting | Booked on your booking page when a specific day and time were agreed. |
| Maybe, or not sure yet | Saved with your Maybe disposition. Set Maybe to assign so a person follows up, or include the Maybes in the day-of reminder campaign. |
| Wants to talk to someone before deciding | Transferred live to your handoff number. |
| No answer | Calls started from a workflow are retried after your gap, up to your maximum attempts; a campaign does not re-dial on its own, so run it again over the leads who didn't answer. Calls where nobody spoke are marked Incomplete. |
Set it up
- Put the event name, date, time, venue or link, and answers to common questions in the script.
- Add dispositions: Confirmed, Maybe, Can't attend, Wants next session.
- Get the joining-link and location WhatsApp templates approved and link them to the agent.
- Import registrants, or trigger a call from the registration form by webhook.
- Run the day-before confirmation and the day-of reminder as campaigns inside your calling window.
- Add a booking page if you want the agent to set follow-up meetings.
What to measure
- Confirmation rate: confirmed ÷ registrants reached
- Show-up rate: attendees ÷ confirmed, from your event records
- Link or location delivery: WhatsApp templates sent vs delivered
- Follow-up meetings booked from confirmation calls
Where teams use it most
Questions about event confirmation
Can it send the webinar link?+
Yes, as an approved WhatsApp template or an email, after the registrant says yes on the call. Each send is tracked for delivery and never sent twice.
Should the reminder be a call or a WhatsApp?+
Both have a place. A WhatsApp with the link is cheap and fine for most people. A short call the day before gets a clear yes or no, and reaches people who never saw the message.
How much does a confirmation call cost?+
Billing is per minute of call, rounded up, so keep the script short: confirm, send the link, answer one or two questions. Rates are on the pricing page.
Does it work for walk-in drives and open houses with a venue?+
Yes. Put the venue, timings, parking and what to bring in the script, and link a WhatsApp template with the map location.
Can it tell me how many people are coming?+
Each call gets a disposition from your list, such as Confirmed or Can't attend, and the number of people is in each call's extracted answers if you ask for it. Filter the call log by disposition and export it to count confirmations.
Hear it on a real phone call.
Book a 20-minute demo and we'll build a first agent around your script, or ring our test line and talk to one right now.