PROPOSED PROJECT
Appointment Gap Filler
Help salons and home-service teams refill cancelled bookings. Match an open slot with customers who agreed to join the waitlist, checking their preferences, service length, staff skills, and travel time. Draft offers for staff to send and check availability again before booking.
One open hour. Two candidates who fit.
Stylist skill: trims
Cleanup: 10 minutes
The project in practice.
A fictional salon has a 14:00–15:00 cancellation with a stylist approved for trims. C1 can attend from 14:00 and needs a 45-minute trim plus 10-minute cleanup, finishing at 14:55. C5 can attend from 14:10 and needs 30 plus 10 minutes, finishing at 14:50. C2 requests a 60-minute color service outside the stylist’s skills; C3 has no contact consent; C4 is only free at 14:40 and would finish at 15:20. Staff offer C1 first under the supplied waitlist order.
WHAT IS USUALLY DONE
A cancellation triggers calls to customers who may not be available or suited to the slot. A service can appear to fit until cleanup time, staff skills, or contact permission is considered.
WHAT SOVRUN CAN DO FOR YOU
Sovrun would build a staff-reviewed waitlist matcher for cancelled appointments. It checks consent, service length, staff capability, customer availability, and any relevant journey time before proposing candidates. Staff send offers in an agreed order and recheck availability before confirming a booking.
Show the exclusions
as clearly as the matches.
C2’s color service falls outside the stylist’s skills and would overrun the hour. C3 has no permission to contact. C4 cannot start until 14:40 and would finish at 15:20 after cleanup.
Wrong service. Too long.
60 minutes + 10 cleanup ends 15:10. The stylist is approved for trims, not color.
No contact permission.
A time match does not authorize an offer. Keep this record outside the contact shortlist.
Starts too late.
14:40 + 30 minutes + 10 cleanup = 15:20, beyond the cancelled slot.
The supplied waitlist order puts C1 before C5. Staff can offer C1 the slot first, then move to C5 if the offer is declined or expires. Recheck the slot when a reply arrives, and prevent two staff members from confirming it at once.
A shortlist that fits
the whole appointment.
The expected output includes reasons, a draft offer, and a final availability check. It supports the staff member responsible for the diary.
C1 first. C5 next.
- C1 service + cleanup
- 14:00–14:55
- C5 service + cleanup
- 14:10–14:50
- Contact permission
- Recorded for both
- Reservations
- None created
A trim slot has opened.
We have a trim appointment available at 14:00 today. Please reply if you would like it; we will confirm availability before booking.
Staff review / not sentOne slot, one booking.
- Customer response
- Awaited
- Slot still available
- Recheck required
- Confirmation owner
- Front-desk staff
- Booking created
- No
How we’d make it happen.
Define the whole open window
Confirm staff, service skills, appointment duration, cleanup, and location.
Match consenting candidates
Check availability and timing for each waitlist entry, recording why others do not fit.
Offer and recheck
Staff contact candidates in the agreed order, then verify that the slot is still available before booking.
Where AI helps
Language models interpret booking notes and draft an offer from approved details. Scheduling rules check the complete appointment window, including preparation and cleanup. A candidate match does not reserve a slot or authorize contacting someone.
What people approve
Staff confirm permission to contact, service suitability, timing, and the offer order. They approve messages and recheck the slot when a customer responds. The tool does not contact customers or create bookings automatically.
What we’d need to start
- Cancelled slot and staff skills with preparation/cleanup rules
- Consented waitlist entries and customer availability
- Offer order, expiry, and booking-confirmation rules
How we’d test it
Test missing consent, service overruns, late availability, staff-skill mismatches, concurrent acceptance, and a slot filled before a reply arrives. Confirm that cleanup counts and a draft offer never becomes an automatic booking.
Prepared for Consumer & local services. We would agree on the work after reviewing your brief, materials, and requirements.
This is a proposed project, not completed client work. The visuals and numbers show example outputs, not measured results.
