Follow-Up Worker

Theo — the Follow-Up Worker that makes sure they show and say yes.

Getting the appointment on the calendar is not the same as getting it kept, and a quote nobody chased is a quote somebody else closed. Theo, the follow-up worker from Keres AI, works the two stages where booked work quietly disappears.

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  • StageShow and convert
Example · Theo reminder thread
  1. Yesterday 4:02 PM

    Hi Dana — reminder that your furnace tune-up is tomorrow, 8–10 AM. Reply C to confirm or R to reschedule.

  2. Yesterday 4:15 PM

    C

  3. Yesterday 4:15 PM

    Confirmed. We will text when the tech is on the way.

Confirmed · no-show risk cleared · tech notified

Step by step

What happens after the booking

Five touches, none of which anybody in a five-person firm has time to make by hand.

See it on your own numbers
  1. 01

    Confirm

    A confirmation goes out immediately, with the details the caller gave and a reply-to-change option.

  2. 02

    Prepare

    Documents, photos, insurance details and forms collected before the visit rather than in your waiting room.

  3. 03

    Remind

    Text and voice reminders on your schedule, escalating for the appointments that go quiet.

  4. 04

    Rebook

    A reschedule handled in thread, and the vacated slot offered to your waitlist within minutes.

  5. 05

    Follow up

    After the appointment: the estimate chased on day 1, day 3 and day 7, and thirty days of follow-up for anyone who came but did not sign.

Reminders and no-show prevention

Theo confirms every appointment as soon as it is booked, then reminds by text and by voice on the schedule you set, handling the reschedule in the same thread rather than sending them back to the phone. No-shows fall because the appointment is confirmed, remembered and easy to move — not because anyone was nagged.

  • Immediate confirmation, then reminders on your cadence.
  • Reschedule and cancel handled by reply, never by phone tag.
  • Appointments that go quiet get escalated to a person before the day arrives.

Waitlist backfill

When somebody cancels, the slot is worth nothing unless it is refilled the same day. Theo works your waitlist immediately, offers the opening to the people most likely to take it, and books the first one who says yes — so a cancellation costs you a text rather than an hour.

Pre-appointment intake

Theo collects what you need before they arrive: documents, photos of the problem, insurance details, forms. The person who turns up has already done the paperwork, which shortens the appointment and stops the visit that has to be rebooked because something was missing.

Estimate and quote follow-up on day 1, 3 and 7

Most estimates are not lost to price. They are lost because nobody followed up and a competitor did. Theo chases every quote on day 1, day 3 and day 7 until you have a decision, and hands anything that turns into a real conversation straight to you.

  • Three touches on a fixed schedule, in your voice, by text or email.
  • Objections and questions handed to a person rather than argued with.
  • A clean yes or no written back to your CRM, so your pipeline is real.

Post-consult follow-up for thirty days

Someone who showed up and did not sign is not a lost lead — usually they are a slow one. Theo runs thirty days of structured follow-up for the consultations and estimates that ended without a decision, so the people who were only thinking about it are not quietly written off.

Owner Daily Brief

You don’t log into a dashboard. You get a text.

Whatever Theo did overnight shows up in one message each morning, alongside which source produced the bookings and the single thing that needs a person.

Keres Owner Daily Brief · Example
  1. Today 6:00 AM

    Yesterday at the practice

    • 19 calls answered
    • 7 new patients qualified
    • 6 chairs filled
    • 4 recalls rebooked
    • 3 no-shows prevented
  2. 6:00 AM

    Best source: recall campaign — 4 of 6 chairs.

  3. 6:01 AM

    2 today’s chairs unconfirmed Confirm: two of today’s chairs have not replied to reminders.

Example brief. Your numbers are your own.

By industry

How does Theo work in your industry?

Theo’s script, questions and integrations change by vertical. Keres AI builds for four groups of local businesses: home services, law firms, dental practices and med spas, and real estate agents.

Pricing

Theo, quoted to your volume.

Theo is quoted to your appointment volume and integrations, and can be added to Remi or Found at any time. Quoted to your volume, month-to-month, set up for you.

Also on the team: Remi, June, Sol. See how the six workers fit together, or what changes the quote.

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Questions

Theo FAQ

Will it annoy my customers?

The cadence is yours, everything is opt-out in one word, and Theo stops the moment somebody answers. Three touches on an estimate over a week is a schedule an office could run by hand if it had the time.

What does it cost?

Theo is quoted to your appointment volume and integrations on a 30-minute call, month-to-month, with confirmations, reminders and estimate follow-up in the same quote.

How long does setup take?

It depends on your appointment types, cadences and integrations, and it is quicker if Remi is already answering. Keres sets it up for you and agrees the timing on your first call.

What if someone replies with a real question?

It goes to a person. Theo handles scheduling and confirmation; anything that turns into a negotiation or a technical question is handed to you with the thread attached.

Do I need Remi first?

No, but it is the usual order. Theo works on appointments booked any way at all, including ones your front desk books by hand.

Is there a contract?

No long-term contract. Month-to-month; cancel with 30 days’ written notice.

Last updated · Reviewed by the Keres AI team

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