AI-Powered Lead Response & Appointment Booking for RAYA AI
A lead doesn’t check the clock before filling out a form. Neither does this system.
Client: RAYA AI, United Kingdom. Built and operated end to end by Auto Core System.
The system in four numbers.
Client: RAYA AI (United Kingdom), shown here through one onboarded business — a construction services company. Figures describe the system’s configured, always-on behaviour in live production.
Most lead loss isn’t a staffing failure. It’s a timing one.
RAYA AI is a UK-based company that onboards service businesses — construction, home services and comparable trades — onto a shared AI-powered lead response and booking platform, built and maintained by Auto Core System. Each onboarded business gets its own fully automated lead lifecycle without building or managing any of the underlying automation themselves.
A lead fills out a Facebook form at 9 PM, on a weekend, or during a busy afternoon when the team is already on a job site. By the time anyone gets to it, hours have passed, the moment is gone, and that lead has often already called a competitor.
No team, however good, can have someone sitting by the phone every hour of every day. This system removes the mismatch entirely: nobody has to be “on” for a lead to get an instant response, because the response comes from the system rather than from a person’s availability.
From Facebook form to booked site visit, without a human in the loop.
Everything the client no longer has to staff or worry about missing.
| Without this system | With Auto Core System |
| A team member has to watch for new leads around the clock, including nights and weekends | Every lead is captured and responded to instantly, whether it’s 2 PM or 2 AM |
| An assistant manually calls each lead to confirm the job before anything can be booked | The Retell AI voice agent places the call and confirms the job live, with no human dialling |
| Someone has to sit on WhatsApp and SMS, answering every reply in real time | Automated conversational agents handle both channels around the clock |
| Follow-up and retry tracking lives in someone’s memory or a spreadsheet, and easily slips | A scheduled 8-attempt retry sequence runs automatically across 3 channels |
| Pipeline stages are dragged and updated by hand as each lead progresses | Pipeline stage updates automatically the moment a call or reply changes the lead’s status |
Every row on the right runs unattended, at any hour, without adding headcount.
Coordinated n8n workflows on a shared CRM record.
Each workflow owns one part of the lead journey, all connected to a shared GoHighLevel contact and pipeline record so status is always current no matter which channel is active.
- Lead Intake Workflow — captures the Facebook lead form submission, tags the contact, and triggers the initial WhatsApp and SMS reassurance messages.
- Outbound Voice Agent (Retell AI) — places the call, confirms the requested service against the form data, and hands off to booking once confirmed.
- Booking Agent — extracts structured details from the call transcript (name, contact, address, job type, budget, requested time), converts the requested time into a validated ISO 8601 slot against real calendar availability, and books via the GoHighLevel calendar API.
- Inbound SMS & WhatsApp Agents — listen for replies, branch on lead tags and conversation state, and either continue the booking conversation or trigger a fresh call attempt.
- Inbound Voice Agent — answers and routes calls from leads who ring back directly, keeping the phone channel as automated inbound as it is outbound.
- Pipeline Automation — moves leads through New Lead → 1st Attempt Failed → Booked or Nurture based on call outcomes and channel replies.
What changed for the business.
- The time-mismatch problem is solved, not just reduced. First contact happens in under two minutes, automatically, regardless of the hour — down from a manual callback process with no guaranteed response time.
- Leads stop falling through the cracks. A lead is followed up across up to eight attempts and three channels before ever being written off, instead of being lost after a single missed call.
- Headcount pressure removed, not just reduced. No assistant is needed to call leads for confirmation, and nobody has to sit on WhatsApp managing conversations.
- No manual dialling, messaging or pipeline management. Confirming the job, booking the appointment, updating the record and moving the pipeline stage all happen without a team member touching a keyboard.
- Consistent coverage, not best-effort. The only leads that get missed are the ones genuinely unreachable through every channel available.
What it’s built on.
| Lead capture | Facebook Lead Ads |
| CRM & pipeline | GoHighLevel (contacts, tags, calendar, pipeline stages) |
| Orchestration | n8n |
| Voice AI | Retell AI (outbound & inbound call agents) |
| Messaging | WhatsApp Business, SMS |
| Language models | GPT-4.1 / GPT-4.1-mini (confirmation, data extraction, ISO time conversion) |
| Scheduling | GoHighLevel Calendar API (free-slot lookup & appointment booking) |