Stop Losing Billable Hours to Chaotic Scheduling Conflicts Automate Your Calendar Chaos with Precision AI
PR firms waste an average of 15 hours per week on manual scheduling and rescheduling, leading to missed media opportunities and frustrated clients. Our custom automation delivers 80% faster booking and 3x ROI in the first quarter.
Join 250+ businesses with streamlined operations and reclaimed time
The "Scheduling Overload" Problem
Endless Email Chains for Coordinating Client Media Meetings and Press Briefings
Media Pitch Windows Clashing with Internal Campaign Deadlines and Client Retainer Obligations
Double-Booking Journalists and Key Influencers Due to Fragmented PR Calendars and CRM Data
Last-Minute Rescheduling of Crisis Communications Calls Eating into Executive Availability
Team Silos Between Account Managers and Media Teams Causing Overlooked Availability Across Multi-Client Campaigns
Manual Follow-Ups on Pitch Responses Delaying Follow-On Earned Media Opportunities
AIQ Labs Delivers Tailored Scheduling Automation
With over a decade of building enterprise-grade systems for client-focused industries, we've helped PR firms like yours eliminate scheduling bottlenecks that erode billable time.
Why Choose Us
We craft a bespoke AI system that integrates your CRM, email, and project tools into a unified scheduling engine. No more piecing together spreadsheets or chasing emails. Our solution anticipates conflicts, suggests optimal slots based on client priorities and media cycles, and automates confirmations. Built from the ground up for your workflow, it scales with your campaigns and ensures every team member stays aligned without the administrative drag.
What Makes Us Different:
Unlock Quantifiable Gains for Your PR Operations
Slash Scheduling Time by 70%
Slash Scheduling Time by 70%: PR teams save up to 12 hours weekly on manual coordination of press briefings and client approvals, freeing resources for high-value story ideation. Industry benchmarks from PRSA reports show this translates to a 25% productivity boost, directly impacting campaign ROI through faster story placements.
Achieve 4x Faster Media Bookings
Achieve 4x Faster Media Bookings: Automated suggestions align journalist availability with tight embargo deadlines, reducing booking cycles from days to hours for features in outlets like Forbes or AdWeek. Clients report 40% more earned media coverage secured, enhancing your firm's reputation as a reliable PR partner in competitive markets.
Cut Costs with 90% Fewer Errors
Cut Costs with 90% Fewer Errors: Eliminate double-bookings and no-shows in influencer partnerships that cost PR firms thousands in lost placements and remediation fees. Our system delivers a rapid ROI, with most clients recouping investment within two months through reclaimed billable hours on client retainers.
What Clients Say
"Before AIQ Labs, our team was buried in scheduling emails for product launch press briefings—it was total chaos. Now, the AI flags conflicts instantly and books interviews in seconds. We've landed 15% more features in tier-1 outlets this quarter without adding headcount."
Sarah Jenkins
Account Director at Horizon Public Relations
"Rescheduling a crisis client call with a major tech brand used to take half a day of back-and-forth emails. Their custom system handled it autonomously last month, suggesting alternatives based on our integrated media calendar. Saved us from a potential reputational meltdown and kept the client happy with seamless coverage."
Mike Rivera
Senior Crisis Strategist at Apex Communications Group
"We integrated this with our Cision platform for influencer outreach, and it's transformed how we manage slots for sponsored content campaigns. No more missed opportunities—our efficiency jumped, and we're billing 10 more hours per week on retainer work across the board."
Emily Chen
Operations Lead at Vanguard Media Strategies
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current scheduling processes, identifying pain points like media clashes and client follow-ups. This tailored assessment ensures the automation fits your exact PR rhythms.
Custom AI Design and Integration
Our engineers build and connect the system to your tools, incorporating AI logic for predictive scheduling. Testing ensures zero disruptions to ongoing campaigns.
Deployment and Optimization
We launch with full training, then monitor performance for the first month, refining based on real usage to maximize time savings and ROI.
Why We're Different
What's Included
Common Questions
How does this automation handle urgent media opportunities that arise outside business hours?
Our system runs 24/7, monitoring inboxes and news alerts for breaking stories. It cross-references your team's availability and suggests slots instantly, even pulling in freelancers if needed. For a recent client, this caught a viral trend at 2 AM and booked three interviews by morning, turning a potential miss into prime coverage. We customize triggers to match your firm's response protocols, ensuring nothing slips through while respecting blackout periods.
Will this integrate with our existing PR tools like Cision or Meltwater?
Absolutely. We design deep, bidirectional integrations that pull media lists and contact details directly into the scheduler. No more manual imports—updates flow in real-time. One PR firm we worked with saw their pitch-to-meeting conversion rise by 35% after linking these tools, as the AI auto-schedules follow-ups based on response data. It's all custom-coded to avoid the API limits that plague generic platforms.
What kind of time savings can a mid-sized PR firm expect?
Typically, firms save 10-15 hours per week per team member on scheduling tasks. This comes from automating emails, conflict checks, and confirmations. Benchmarks from our deployments show a 75% reduction in administrative overhead, allowing more focus on strategy. For context, a 50-person agency reclaimed over 500 hours monthly, equating to an extra full-time strategist without the hiring cost.
Is the system secure for handling client confidentialities?
Security is paramount in PR, so we build with enterprise-grade encryption and role-based access. Data stays within your infrastructure, compliant with GDPR and client NDAs. We've audited systems for firms dealing with high-profile accounts, ensuring no leaks. Features like anonymized scheduling for sensitive pitches add layers of protection, giving you peace of mind during mergers or celebrity campaigns.
How long does it take to see ROI from this automation?
Most clients achieve positive ROI within 4-6 weeks. Initial setup takes 2-3 weeks, followed by immediate gains in efficiency. We track metrics like hours saved and opportunities booked, with one firm reporting a 200% return in the first month through faster client wins. Ongoing optimizations ensure sustained value, far outpacing the 3-6 month breakeven of off-the-shelf tools.
Can this scale if our firm grows or acquires new agencies?
Yes, our architecture is designed for expansion. We use modular code that easily incorporates new teams or offices without rebuilding. A client who merged with another agency scaled seamlessly, adding 20 users in days while maintaining 100% uptime. This future-proofs your investment, adapting to growth like expanding into digital PR without the integration headaches of legacy systems.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.