Fluents.ai and Google Sheet - Automate Sales or Data Collections

Jan 6, 2025

1. Introduction

In the modern landscape of customer engagement, businesses face increasing demands to respond promptly to leads and provide personalized interactions. Fluents.ai, an AI-powered voice agent platform, addresses these needs by automating and enhancing customer interactions. By leveraging advanced voice technology, Fluents.ai ensures swift responses to inquiries, enabling businesses to engage leads effectively and at scale.

Google Sheets is a versatile and widely-used spreadsheet tool that empowers individuals and teams to organize, analyze, and share data in real-time. Its intuitive interface, collaborative features, and integration capabilities make it an indispensable tool for managing everything from basic data entry to complex workflows.

The integration of Fluents.ai with Google Sheets streamlines lead management and communication. Each row in your Google Sheet represents a lead, and the Fluents.ai add-on automates calls to these leads directly from the spreadsheet. Whether gathering information, requesting additional details, or conducting follow-up calls, this integration empowers businesses to efficiently handle large volumes of leads while maintaining a personalized touch.

2. Fluents.ai Setup

To begin using Fluents.ai, the first step is to create an account on the platform, or log in if you already have one. You can access the signup or login page using this link. Additionally, detailed documentation is available to help you set up your environment here.

For this integration, you’ll need to set up one agent: Google Demo Voice AI (feel free to rename them as needed). An agent consists of several components, including a voice and a prompt.

Choosing a Voice for Fluents.ai Agents

You can select any voice available within Fluents.ai for your agents, allowing you to match the tone and style most suitable for your use case.

Setting the Initial Message

The initial message for the integration is straightforward:

Crafting the Follow-Up Prompt

The integration supports a customizable prompt template. Here's an example:

The placeholders ({{fname}}, {{lname}}, {{description}}) will be dynamically replaced with data from your Google Spreadsheet. This ensures that each message is automatically personalized for the specific lead being contacted.

Linking a Phone Number to Your Agent

As part of the setup, you will need to buy or import a phone number and link it to your created agent. More information here



Setting Up Your Google Spreadsheet for Fluents.ai Integration

To configure your Google Spreadsheet for the Fluents.ai integration, you will need the following details from Fluents.ai:


  1. API Key Locate your API key here.

  2. Agent ID and Agent Phone Number:

These details will enable the integration to communicate with Fluents.ai and ensure the calls are properly routed and tracked.

3. Google Spreadsheet Setup

For this integration, we decided to develop an internal Google Sheets add-on. You can find the code for the add-on here. Once the script is created and published, the setup process will look like this:

Install the Google Spreadsheet Add-on

To install the add-on:


  1. Open your Google Spreadsheet where the Fluents.ai integration will be used.

  2. Go to the Extensions menu at the top of your Google Sheets interface.

  3. Click on Add-ons, then select Get add-ons.In the Google Workspace Marketplace, search for the name of the Fluents.ai add-on.

  4. Click on the add-on, and then click Install to add it to your Google Sheets.

  5. Once installed, the add-on will be available under Extensions > Add-ons.


Once installed the Fluents.ai should look like this:

Setup page: In order to work, the script needs the first four columns to be formatted a certain way.

After the setup the page should look like this:

Configure Settings:

You will need the information you previously gathered. After it should look like this:

API Key: The API key for your Fluents.ai environment. This is required to authenticate and authorize the script's access to the Fluents.ai services.

Agent ID: The unique identifier of the Fluents.ai agent you want to use for the calls. Ensure this matches the agent configured during the Fluents.ai setup process.

Phone From: The phone number linked to your agent, used to initiate calls. This number should already be associated with the agent in Fluents.ai.

Timeout: The maximum number of seconds the script will wait while pinging Fluents.ai for the call's status. If the timeout is reached, the script will automatically move to the next lead in the spreadsheet.

Timeout Offset: The interval, in seconds, between successive API calls to Fluents.ai to retrieve the call status. Adjust this value to balance between responsiveness and minimizing API calls.



Adding Context for Your Agent and Prompt

During the Fluents.ai setup, we introduced the following variables to personalize the interactions:


  • {{fname}} – Represents the first name of the lead.

  • {{lname}} – Represents the last name of the lead.

  • {{description}} – Represents a brief description or note about the lead.


These variables will be dynamically populated from the data within your Google Spreadsheet. Any columns after the fourth required one will be passed into the context for each lead.

Important: The naming of the columns matters. Ensure that the column headers match exactly with the variables you wish to use, such as fname, lname, and description, for proper integration.

This context is crucial for enabling Fluents.ai to generate personalized responses for each lead, helping to automate follow-ups or additional details based on the data in your sheet.

Here an example:

Run Script

Once the add-on is installed and configured, you can start running the integration by clicking the Run Script button.


  1. Click the Run Script Button: Upon clicking this button, the script will begin processing each row in the spreadsheet, starting from the first one.

  2. Sequential Execution: The script will handle each row sequentially, ensuring that the Fluents.ai call is made one after the other. For each row, the corresponding lead's data will be passed into the context for a personalized interaction.

  3. Waiting for Completion: The script will wait for the end of the call or the specified timeout value (depending on your configuration). If the call reaches the timeout without completing, it will stop and move to the next row.

  4. Transcript Update: Once the call is completed, the Transcript Column in the spreadsheet will be automatically updated with the transcript of the call. This gives you a clear record of each interaction.

  5. Moving to the Next Row: After the transcript is updated, the script will proceed to the next row and repeat the process for the next lead.


This feature ensures that all leads are contacted and that the results of each call are logged in the corresponding spreadsheet row.

Here an example of after the first call:

4. Result and Improvement

This integration provides a simple yet effective way to connect Fluents.ai with Google Sheets. By creating a straightforward script, we can pass data to your agent, make calls, and retrieve the transcript back into the spreadsheet.

Results


  • Data Transfer: The agent receives relevant data for each lead, such as their first name, last name, and description, as defined in the spreadsheet.

  • Automated Calls: The script automates the process of calling each lead, ensuring that interactions are consistent and efficient.

  • Transcript Logging: After each call, the transcript is recorded in the appropriate column, allowing you to track and review the conversations in real-time.


Opportunities for Improvement

Depending on your business needs, the Fluents.ai agent can be extended to gather additional data, request more information, or perform more complex tasks during the calls. Possible improvements could include:


  • Extended Data Collection: The agent can be programmed to ask follow-up questions to collect more detailed information from leads.

  • Customizing Interactions: The agent's script can be adjusted to match the tone and style of your business, making the interactions more personalized.

  • Handling Multiple Outcomes: With more advanced configurations, the agent could handle multiple call outcomes (e.g., successful call, voicemail, follow-up required) and log them accordingly.


This integration offers a solid foundation for automated customer interactions, with ample room for expansion based on specific business goals.

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