How to Set Up a Conversation AI Bot

What is a Conversation AI Bot?

A Conversation AI bot is a tool within your CRM that uses artificial intelligence to automate interactions with your contacts. It can handle incoming messages on various communication channels, respond to questions, gather lead information, assist with booking appointments, and trigger automated workflows. By setting up a bot, you can ensure consistent, prompt communication that aligns with your business objectives.

Key Benefits of Using a Conversation AI Bot

• Multi-Channel Support: Deploy your bot on channels like SMS, Email, Facebook, Instagram, WhatsApp, and live chat widgets.
• Efficient Lead Capture: Automatically collect important contact details such as name, phone number, and email address.
• Appointment Management: Enable the bot to schedule, reschedule, or cancel appointments based on your calendar settings.
• Responsive Handling: Control the bot's reply timing and behavior using wait time and response mode settings.
• Primary Bot Assignment: Designate a single bot as the primary responder for general inbound messages on selected channels.
• Pre-Launch Testing: Test your bot's performance directly from the setup panel before activating it.
• Advanced Customization: Fine-tune the bot using training data, brand voice settings, and workflow integrations.

Available Setup Methods

You can create a Conversation AI bot using one of three methods, depending on the complexity of your needs.

Guided Form Setup

This method is ideal for creating simple bots for common tasks like lead capture, appointment booking, or general Q&A. It provides a structured, step-by-step process.

To create a bot using the Guided Form:

1. Navigate to AI Agents > Conversation AI and click + Create Bot.
2. Select Guided Form Setup.
3. Click Create New Bot.
4. Choose a bot type, such as General Q&A or Appointment Booking.
5. Select or create a Brand Voice.
6. Configure the Bot Settings and Bot Goals.
7. Save the bot and choose its initial status: Off, Suggestive mode, or Auto-Pilot mode. You can also click Go to Advanced Settings for further configuration.

Prompt Based Bot

Choose this method if you are comfortable writing custom instructions to define the bot's personality, goals, and actions. It offers greater control over the bot's behavior.

To create a Prompt Based Bot:

1. Navigate to AI Agents > Conversation AI and click + Create Bot.
2. Select Prompt Based Bot.
3. Choose an option like General Q&A, Appointment Booking, a Marketplace Template, or Start from Scratch.
4. Continue into the bot editor to configure Bot Settings, Bot Training, and Bot Goals using custom prompts and actions.

Flow Based Builder

This advanced method uses a visual interface to design complex, multi-step conversation paths with branching logic. It is best for sophisticated lead qualification or nurturing sequences.

To create a bot using the Flow Based Builder:

1. Navigate to AI Agents > Conversation AI and click + Create Bot.
2. Select Flow Based Builder.
3. Click Create New Bot.
4. In the bot editor, configure the Bot Settings and Bot Training.
5. Open Bot Goals and click Launch Flow Builder to design the visual conversation flow.
6. Configure global behavior, including tone, personality, and business context. Set up actions like stopping the bot, handing off to a human, or enabling auto-follow-ups.