Configure an AI Conversation Bot Using Guided Setup

What is the Guided Form Setup?

The Guided Form Setup is an intuitive method for creating AI conversation bots without needing to write custom prompts. By completing a structured form, you define your bot's objectives—such as gathering contact details or booking appointments—and the CRM automatically constructs a logical, goal-oriented conversation flow.

Key Benefits of Guided Form Bots

• Streamlined Setup: Build your bot by filling out guided fields instead of crafting prompts manually.
• Structured Conversations: Define clear objectives so the bot knows exactly what information to collect and what actions to take.
• Consistent Behavior: Maintain uniform bot responses using predefined fields, fallback messages, and custom instructions.
• Lead Qualification: Ask targeted questions to assess contact needs, budget, urgency, or interest in services.
• Automated Actions: Configure the bot to capture contact details, trigger workflows, or assist with appointment scheduling.
• Easy Updates: Modify objectives, questions, or instructions as your business needs evolve.
• No Advanced Skills Required: Direct the bot effectively without expertise in AI prompt engineering.

How to Set Up a Guided Form Bot

Follow these steps to configure a bot that collects the right information, follows your intended conversation path, and performs appropriate actions.

Step 1: Access Conversation AI

In the left menu, select AI Agents, then click the Conversation AI tab. Click + Create Bot in the upper-right corner to begin.

Step 2: Choose Setup Method

Select Guided Form Based Setup as your preferred method.

Step 3: Select Bot Type

Choose either General Q&A or Appointment Booking, then click Continue.

Step 4: Set Brand Voice

Select a Brand Voice from the dropdown or create a new one. Optionally, click Edit to adjust voice settings.

Step 5: Configure Bot Settings

Set your bot's communication preferences and language options:

• Bot Name: Enter a descriptive name for your bot.
• Preferred Channels: Choose where the bot should respond, such as Instagram, Facebook, or SMS.
• Bot Initial Message: Define the first message users receive. If left blank, a generic greeting is used.
• Make this Primary Bot: Enable if this bot should handle inbound messages as the primary responder.
• Wait Time Before Responding: Set a delay, such as 2 seconds, before the bot replies.

Click Next when finished.

Step 6: Specify Information Collection

Select which contact details the bot should gather, including Name, Email, Phone, Street Address, and City.

Step 7: Add Custom Questions and Objectives

Define all objectives you want the bot to complete. Enable Skip if Already Filled to avoid requesting existing contact data. Common objectives include asking for contact information, qualifying leads with yes/no questions, or offering scheduling links.

Step 8: Configure Appointment Details

If enabled, select Appointment Booking and choose the calendar for scheduling. Optionally, trigger workflows after booking and use toggles to allow the bot to cancel or reschedule existing appointments.

Step 9: Set Up Email Notifications

Enable Receive Email Notification if The Bot Doesn’t Know the Answer and specify who should receive these alerts.

Step 10: Enable Conversation Summary

Turn on Conversation Summary to generate a recap after a conversation becomes inactive. Set inactivity time and minimum message thresholds, and choose whether to trigger workflows, save summaries to custom fields, or send email notifications.

Step 11: Save the Bot

Click Save once all goals are configured.

Step 12: Set Bot Status

After creation, the bot defaults to Off. Choose from:

• Off: Bot does not respond.
• Suggestive: Suggests prompts for team review.
• Auto Pilot: Bot replies automatically based on trained data.

From the modal, you can also Test Your Bot, open Advanced Settings, or click Save and Close to finish.

Additional Instructions

Use Additional Instructions to provide extra context and guidelines, ensuring your bot operates within desired parameters and adheres to your brand's communication standards.