How to Setup GoHighLevel Conversation AI Workflow

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GoHighLevel’s Conversation AI Workflow allows businesses to automate appointment booking, streamlining processes and improving customer experiences.

This step-by-step tutorial will guide you through setting up the workflow, configuring triggers, customizing the AI bot, and testing the appointment booking process.

What Is GoHighLevel Conversation AI?

GoHighLevel Conversation AI is an intelligent bot that automates interactions with clients, such as scheduling appointments. It integrates directly with your GoHighLevel calendar, fetching available slots and suggesting them to users in real-time.

Key Benefits:

  • Saves time by automating the scheduling process.
  • Reduces manual errors and double bookings.
  • Enhances customer satisfaction with fast, accurate responses.

Step-by-Step Guide to Setting Up Conversation AI for Appointment Booking

Step 1: Setting Up the Workflow

The first step is to create a workflow that triggers the Conversation AI bot.

1.1 Access Your Sub-Account

  • Log into your GoHighLevel account and select the sub-account where you want to implement the workflow.
  • Ensure the sub-account has a calendar (e.g., for consultations, audits, or other services).

1.2 Add a Trigger

  • In the workflow editor, create a new trigger.
  • Select Customer Reply as the trigger type.
  • Apply Filters:
    • Set the Reply Channel to SMS (or another channel you want to test).
    • Add a test number for verification.
  • Optionally, add a Tag to organize and isolate the test workflow.

1.3 Save the Trigger

  • Save the trigger settings to move on to the next step.

Step 2: Configuring Conversation AI

The next step is to set up the Conversation AI Action in the workflow.

2.1 Add the Action

  • In the workflow editor, search for and select Appointment Booking Conversation AI from the available actions.

2.2 Configure the Calendar

  • Select the calendar where appointments will be booked (e.g., “Marketing Audit Call”).
  • Important Note: The bot does not support recurring calendars. Use only non-recurring calendars.

2.3 Customize the Bot’s Personality

  • Tailor the bot’s tone and personality to match your business’s branding:
    • Example: Add a friendly tone for customer-oriented businesses or a professional tone for corporate services.
  • Adjust additional instructions to guide the bot’s responses during conversations.

2.4 Set Message and Timeout Limits

  • Maximum Message Limit:
    • Set how many messages the bot will send before considering the booking unsuccessful.
    • Default: 10 messages. Recommended: 15 messages for better results.
  • Timeout Value:
    • Define how long the bot should wait for a reply before timing out.
    • Default: 24 hours (can be adjusted based on your needs).

2.5 Configure Confirmation Settings

  • Decide whether the bot will send an automatic confirmation message:
    • If enabled, the bot will confirm the booking directly with the client.
    • If disabled, you can manually review and send confirmations.

Step 3: Testing the Workflow

Testing ensures the Conversation AI Workflow operates as expected.

3.1 Run a Test with a Sample Contact

  • Assign a test contact to the workflow with the correct tag and reply channel (e.g., SMS).
  • Trigger the workflow and monitor the bot’s performance:
    • Check if the bot fetches available slots from the calendar.
    • Verify that it suggests appropriate times and books appointments correctly.

3.2 Observe Confirmation Messages

  • Ensure the bot sends confirmation messages if enabled.
  • Test the timeout settings by delaying your response to verify behavior during customer inactivity.

Step 4: Fine-Tuning and Deployment

Once testing is complete, refine the workflow based on your findings.

4.1 Adjust Configurations

  • If the bot fails to book appointments efficiently:
    • Increase the message limit or timeout duration.
    • Refine the bot’s personality and additional instructions.
  • Ensure all settings align with your business processes.

4.2 Deploy the Workflow

  • Activate the workflow and integrate it into your customer journey.
  • Inform your team about the automation to ensure seamless adoption.

Pro Tips for Success

  1. Keep Your Calendar Updated:
    • Ensure all available slots are accurate and updated in GoHighLevel to avoid scheduling conflicts.
  2. Test Across Channels:
    • While this tutorial uses SMS, test the workflow on other channels (e.g., email, chat) to maximize reach.
  3. Monitor and Optimize:
    • Regularly review the bot’s performance and make adjustments based on customer feedback.

Conclusion

Using the GoHighLevel Conversation AI Workflow, you can automate appointment bookings, saving time and improving customer experiences. By following this detailed tutorial, you’ll create a seamless, efficient process that enhances client satisfaction and streamlines your business operations.

For more information, explore GoHighLevel’s help documentation or schedule a walkthrough with their team. Ready to get started? Try GoHighLevel today with their free trial and experience the benefits of automation firsthand!