Docs/AI agents
AI recipes for common use cases
Starting points, not rules. Each recipe covers the goal, conversation shape, qualification depth, follow ups, calendar behavior, automations, and when the AI should step aside.
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How to read a recipe
Every recipe assumes you already know your way around the builder. If a term here is unfamiliar, the AI builder guide has the full explanation and the building blocks page maps concepts to settings.
Adapt, do not copy
The recipes
Inbound Facebook or Google leads
Goal
Get a reply within minutes of the form submission and book while intent is high.
Structure
Reference what they enquired about, ask one easy question, move to booking quickly.
Qualification
Light. Two or three qualification questions at most.
Follow ups
One short nudge inside a few hours, then leave them for another day.
Calendar
Offer the next available times on the assigned rep's calendar.
Automations
Update the CRM with qualification answers, notify the rep on a booking, generate a summary.
Disable AI
After the appointment is booked, or when the lead asks for a call right now.
Cold outreach
Goal
Open a conversation with someone who did not raise their hand.
Structure
One short opener, no links, no pitch. Ask something answerable in three words.
Qualification
Very light up front. Qualify only after they engage.
Follow ups
One short follow up. If there is no reply, stop for the day.
Calendar
Only introduce booking once there is genuine interest.
Automations
Tag engaged versus unengaged, update CRM status.
Disable AI
On a booking, on a clear no, or when a rep takes the thread over.
Database reactivation
Goal
Restart conversations with old contacts you already have a relationship with.
Structure
Acknowledge the gap, keep it casual, give a reason to talk now.
Qualification
Medium. Re-confirm details that may have changed.
Follow ups
One nudge, spaced generously.
Calendar
Book once they confirm they are still interested.
Automations
Refresh CRM fields with new answers, tag reactivated contacts.
Disable AI
On booking or disqualification.
Lead qualification only
Goal
Collect the information your team needs before a human ever spends time on the lead.
Structure
Ask qualification questions one at a time, in a natural order.
Qualification
Deep. This is the whole point of the conversation.
Follow ups
Nudge if the lead stops mid way through the questions.
Calendar
Optional. Many teams hand off to a human instead of booking.
Automations
Write every answer to a CRM field, notify the rep when the lead qualifies.
Disable AI
Once qualification is complete and the rep has been notified.
Appointment confirmation
Goal
Make sure a booked appointment is still happening.
Structure
One short question, written like a person: still good for 3 today?
Qualification
None. Confirm, reschedule, or cancel.
Follow ups
One reminder nudge if there is no reply.
Calendar
Reschedule or cancel directly when the lead asks.
Automations
Update the appointment, notify the rep on a change, update CRM status.
Disable AI
Once the appointment is confirmed, moved, or cancelled.
No-show recovery
Goal
Get a missed appointment back on the calendar the same day if possible.
Structure
Assume the best, ask if they still want to talk, offer a new time.
Qualification
None. Just rebook.
Follow ups
One nudge, then leave it.
Calendar
Offer new availability immediately.
Automations
Tag the no-show, rebook, notify the rep, generate a summary.
Disable AI
Once rebooked or clearly declined.
Customer support and questions
Goal
Answer routine questions without a human in the loop.
Structure
Answer directly from knowledge, then check whether anything else is needed.
Qualification
None. Accuracy matters more than qualification here.
Follow ups
Usually off. Support conversations do not need chasing.
Calendar
Only if the answer is a call.
Automations
Notify a human on anything the AI cannot answer, log a summary.
Disable AI
As soon as a question needs a human.
Agency client deployments
Goal
Run a separate, tailored setup for each client under one roof.
Structure
One AI per client with their own prompt, knowledge, and offer.
Qualification
Whatever that client's sales process requires.
Follow ups
Per client. Do not share one follow up pattern across different offers.
Calendar
Each client's own calendar and reps.
Automations
Client specific CRM fields, tags, and notification recipients.
Disable AI
Per the client's process, usually on booking.
Still need a hand?
If your volume is going to run past the daily or hourly limits, or something is not behaving the way these docs describe, talk to our team.