Inbound lookup: attendees identified before the call connects

会议通知，
一通电话落实到人

Digital employees handle meeting and event notices, attendance confirmation and pre-meeting reminders, generating an attendance receipt as each call ends. The event hotline answers attendee calls too, so organizers don't have to chase anyone.

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Meeting notice · ReceiptNo. 0412
Weekly project meeting
Thu 10:00Meeting Room 2, 3rd floor
Notified
Audit Section · Contact
Attendee
Wang** · Section chief
Attendee's phone
Ends in 5865
Pre-meeting reminder
Call the attendee 15 min ahead
Confirmed attendeeCall 1′29″
Solution overview

Meetings and events: notices reach people, receipts reach the sheet

For meeting notices, training and events: digital employees send notices, confirm attendance and remind before the meeting, with results compiled into receipts. The event hotline also answers attendee calls.

Meeting noticesTraining and event invitationsPre-meeting reminderRegistration verificationEvent hotline
Full event cycle · what the digital employee handles
  1. 01
    Notifications
    Announces meeting time, venue and agenda
    Outbound
  2. 02
    Confirm
    Confirms attendees and verifies names and contact details
    Outbound
  3. 03
    Reminder
    Calls attendees again at a set time before the meeting
    Outbound
  4. 04
    Q&A
    Answers the event hotline using meeting materials
    Inbound
  5. 05
    Receipt
    Summarizes attendance, flagging open items separately
    Auto-generate
Results go into the receipt sheet →
What's included
  • AI Outbound Calling →Batch calls in event time windows, auto-redialing unanswered calls
  • AI Customer Service →Answers the event hotline, looking up attendee info before connecting
  • Info extractionAttendee, phone suffix, reminder time and more extracted on hang-up
  • Knowledge Base →Load meeting materials to answer questions on time, venue and more
Receipts generated automatically

Each call result is written to the receipt sheet, with pending items flagged

Reminders reach attendees directly

Attendees are called directly before the meeting, no relaying

Callers identified instantly

The event hotline knows the attendee and meeting before answering

01 · The notice call
Example: a meeting notice project

One call, four confirmations

A meeting notice is more than an announcement. Attendees, contact details and reminder times are each confirmed before the meeting counts as arranged.

Notice callBased on a real call · de-identified
AIHello, this is the meeting organizers. The weekly project meeting is Thursday at 10 am in Meeting Room 2 on the 3rd floor, and we're asking your section to send someone.1
LiaisonWhich meeting room?
AIMeeting Room 2, 3rd floor. Who will attend from your side?
LiaisonWang** from our section will go.2
AIOK. Does Wang**'s mobile end in 5865?3
LiaisonYes.
AIWe'll call Wang** before the meeting as a reminder. How early works?
LiaisonA quarter of an hour before, I guess.4
Extracted at hang-up
1
Notice delivered
Contact confirmed the meeting time and place
2
Attendee
Wang** · Section chief
3
Attendee's phone
Ends in 5865 (verified on the call)
4
Pre-meeting reminder
15 min ahead

These are extraction fields configured in the script; field names and questions can be adapted to your event workflow.

02 · The receipt
Example: a meeting notice project

Call ends, RSVP generated

Each call's result is written to the RSVP sheet automatically, with open items flagged separately, such as callbacks pending approval or calls not yet answered.

Xweekly-project-meeting-RSVP.xlsx
UnitAttendeeStatus
Audit SectionWang**Confirmed
IT CenterRao**Confirmed
Industry & IT BureauLi**Confirmed
General OfficeWu** (self)Confirmed
Planning SectionUndecidedCall back after checking
Finance SectionUnanswered · redialing
03 · Before the meeting

Half an hour before, reminders reach each attendee

Confirmed attendees are imported into a reminder project with the calling window set before the meeting, and each attendee is called directly.

  1. 9:30Reminder project starts calling
  2. 9:31Calling Li**
  3. 9:34Calling Wang**
  4. 9:38Calling Rao**
  5. 10:00Meeting
One-click RSVP import
Confirmed attendees are imported into the reminder project, with name, title and meeting room carried over as lead fields.
Calling window set before the meeting
The project's calling window is set to half an hour before the meeting, taking the reminder time from the RSVP into account.
Directly to each attendee, venue reconfirmed
No relay through liaisons; an address SMS can be sent on the call if requested.
04 · When it goes sideways

A plan for every exception

Each of these cases comes from real meeting notification calls.

"I need to check first, I'll get back to you"
Recorded as "callback after approval", flagged separately on the RSVP sheet, and called again at the agreed time.
"Wrong title — he's deputy director, not director"
Attendee details are corrected on the call as stated, and the RSVP sheet records the corrected version.
"Where is it? I'm out of town"
Venue and time are answered from the meeting materials; anything not covered is recorded and passed to the organizers.
"Is this a scam? Put me through to a person"
Identifies itself as the organizing team; if the person still wants a human, the call is transferred to the organizers.
Call answered by a phone voice assistant
The call record is labeled "answered by a smart assistant" and can be filtered and redialed at another time.
No answer
Redialed at a different time per the project's redial rules; the RSVP sheet shows "Redialing".

On the day, the event hotline answers automatically

The hotline number is connected to a project with inbound enabled. Before the call connects, the system looks up the caller's number in the RSVP sheet or registration system to identify the attendee and their meeting. AI answers questions about rooms, times and check-in directly, and transfers the rest to the organizers.

Caller identified before the call connects
See inbound lookup setupSee inbound lookup setup
Customer story

A meeting notification project

Real project data (August–October 2026): 197 notification calls, 141 answered, 91 seconds average call length.

Notice call

Calls each department's liaison to announce the meeting and confirm attendees.

Lists
Department contacts
Unit, name, phone
Script
Announce meeting → confirm attendees → verify phone → schedule reminder
Extracted fields
Written to the RSVP sheet at hang-up
Attendee
Names, multiple allowed
Title
Recorded as stated
Attendee's phone
Last digits only, verified on the call
Pre-meeting reminder
Minutes ahead / no reminder
Not connected
Redial at a different time

Pre-meeting reminder

Confirmed attendees get their own reminder project.

Lists
Imported from the receipt sheet
With meeting room and title
Calling window
30 min before the meeting
Transfer to human
Organizers' phone line
Let digital employees handle your next meeting notice
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