Appointment Call Confirm

Appointment Call Confirm

Why this exists

Any service business that books time slots — clinics, salons, repair shops, tutoring, veterinary practices, small logistics/delivery windows — loses revenue to no-shows. The standard mitigation is a person on staff spending part of every afternoon manually phoning tomorrow's appointment list to confirm, reschedule, or free up a slot. It is repetitive, easy to skip on a busy day, and does not scale past a handful of bookings.

appointment-call-confirm automates exactly that one workflow — not a general-purpose "AI that makes phone calls." Given a list of upcoming appointments (recipient, phone, appointment time, business/task context), it places one outbound CALL-E call per appointment, asks the recipient to confirm, reschedule, or cancel, and returns a structured result per call that a host can write back to wherever appointments already live (a spreadsheet, a calendar, a CRM, a CSV).

This is a workflow skill, not a new CALL-E backend API. It does not add call-scheduling, recurrence, or provider-side state — it wraps CALL-E's existing one-off POST /v1/calls / GET /v1/calls/{id} Developer API in a batch-confirmation shape and hands the caller a consistent result contract.

When To Use

Use this skill when:

• a user has a list of upcoming appointments/bookings and wants each recipient called to confirm, reschedule, or cancel before the slot
• a user asks something like "call everyone on tomorrow's schedule and confirm they're still coming" or "phone these 12 customers and ask if 2pm still works"
• the result of each call needs to be written back somewhere structured (a sheet, a file, a downstream system) rather than just read aloud in chat

When Not To Use

Do not use this skill to:

• place a single one-off call with no confirm/reschedule/decline structure — use CALL-E's plain call API directly instead
• create a recurring/scheduled calling job — see the call-reminder skill in this repository for scheduler-wrapped recurring calls
• call any recipient who has not already been given a specific appointment/booking with the caller's business — this skill is for confirming existing appointments, not cold outreach or lead generation
• guess a recipient's phone number, region, or language from anything other than what the caller/host explicitly provided
• place a call before the user has explicitly confirmed the appointment list is correct and that the calls should go out

Core Workflow

1. Collect the appointment batch. Each entry needs, at minimum: recipient_name, phone (E.164), appointment_time (ISO 8601, with timezone), and a short context string (what the appointment is for — e.g. "annual checkup with Dr. Rao", "car pickup for invoice #4021"). Ask for any missing required field rather than inferring it.
2. Dry-run the batch before calling anyone. Print the full list (name, masked phone, time, context) and require explicit confirmation before any call is placed — see references/safety.md. This mirrors CALL-E's own guidance that phone-call workflows must be safe to preview without a real call.
3. Build the CALL-E task per recipient using references/result-schema.md's result_schema, so CALL-E returns a structured status (confirmed / needs_reschedule / declined / no_answer / voicemail) and an optional requested_new_time instead of free text that has to be re-parsed.
4. Place calls serially, not in parallel. One call in flight per recipient at a time (see scripts/place_confirmation_calls.py). This keeps behavior predictable, keeps a single failing call from masking others, and avoids surprising a business with a burst of simultaneous outbound calls.
5. Require a separate, explicit authorization record per number. --confirm says the batch as a whole should place real calls; a distinct --authorized-numbers file is the record of which specific numbers consent has actually been confirmed for. A recipient missing from that file is never called, even with --confirm set — see references/safety.md.
6. Poll each call to a terminal state using CALL-E's GET /v1/calls/{call_id} before moving to the next recipient (or asynchronously, if the host has its own webhook/queue — see the script's --webhook-url option). If a call's outcome is ever ambiguous — a local/network error, a missing call id, or a poll that times out — halt the entire batch immediately rather than guessing or advancing to the next recipient; a call CALL-E may or may not have actually placed must be reconciled by a human before anything else is dialed.
7. Write back one structured row per recipient: name, masked phone, appointment time, call status, structured result, and the CALL-E call_id for auditability — to CSV by default (scripts/place_confirmation_calls.py --out results.csv), or forward each result to a host-provided sink (webhook, sheet, ticketing system).
8. Never claim a call happened if CALL-E rejected the request. Report the rejection reason from the API and halt rather than retrying silently or moving on as if nothing happened.

Required Fields (per appointment)

• recipient_name
• phone — E.164, e.g. +14155550101
• appointment_time — ISO 8601 with timezone, e.g. 2026-09-05T15:00:00-04:00
• context — one sentence describing what the appointment is for, used to build the call's task

Optional: region (CALL-E region code, defaults to inferring from the phone country code if omitted — see references/result-schema.md), locale, business_name (used in the call script), metadata (free-form, echoed back with the result).

Safety Rules

Read references/safety.md for the full contract. In short:

• This skill places real phone calls with real consequences — never run the batch without the user explicitly reviewing and approving the dry-run list first.
• Only call the phone numbers explicitly provided for this batch — never a number pulled from an unrelated contact list or guessed.
• Mask phone numbers in every user-facing summary (+1415•••0101); the full number is only ever sent to CALL-E's API, never printed to a log a bystander could read over someone's shoulder.
• Do not fabricate a confirmed / declined / etc. result if CALL-E's response doesn't clearly support it — report unclear and surface the raw summary instead of guessing.
• Do not retry a failed call automatically more than once per recipient per run; repeated unwanted calls are a real-world harm, not just a technical annoyance. If any call's outcome is ambiguous, halt the whole batch rather than continuing — see references/safety.md.
• Never expose the CALL-E API key in output, logs, or the results file, and never send it to a CALL-E origin outside the script's explicit allowlist even if CALLE_BASE_URL is overridden.
• Treat any appointment context that reads as medical, legal, or financial as logistics-only — the call confirms a time, it does not discuss the underlying medical/legal/financial matter.
• CALL-E does not currently expose a call-cancellation endpoint. Stopping this script prevents further calls in the batch, but cannot cancel a call already created — see the "Cancellation" section of references/safety.md.

Output Format

After a batch run, report per recipient:

• masked phone, appointment time, and CALL-E call_id
• final status: confirmed / needs_reschedule (with the requested new time, if any) / declined / no_answer / voicemail / unclear / failed (with the rejection reason)

And a one-line batch summary: N confirmed, N to reschedule, N declined, N no answer, N failed — so a business can act on the exceptions first instead of re-reading every row.

Never state a call was completed unless CALL-E's own status for that call_id reached a terminal state.

Files

• scripts/place_confirmation_calls.py — standalone runner: reads a CSV/JSON batch, dry-runs it (stdlib only, no install needed), then requires both --confirm and --authorized-numbers to place real calls through CALL-E's Developer API with the shared result_schema, polls to completion, halts the whole batch on any ambiguous outcome, and writes a results CSV.
• requirements.txt — the one dependency (requests) needed only for live calls; dry-run needs nothing beyond it being present in the repo so --confirm runs can install it.
• assets/authorized_numbers.example.txt — format reference for the required --authorized-numbers file; copy it, don't commit your real one.
• references/result-schema.md — the exact result_schema sent to CALL-E and how each field maps to the output above.
• references/safety.md — the full safety contract this skill follows, aligned with this repository's repo-wide safety patterns, including the authorization gate, halt-on-ambiguity behavior, and CALL-E's current lack of a cancellation endpoint.