🤖 Help Guide: AI Chatbot Overview & Controls

🧠 What the AI Chatbot Does

The AI Chatbot is a fully automated, human-like texting assistant that takes Challenge Leads from initial opt-in → qualification → booked in-person orientation.

It is not designed for:

Trial leads
Zoom or phone calls
Non-challenge offers

Only use the AI Chatbot for in-person challenge orientations.

🎯 The Chatbot's Step-by-Step Objectives

The AI progresses through four key phases:

Objective	Purpose
1️⃣ Discover the Motivator	Understand goals (lose weight, tone, gain muscle, etc.)
2️⃣ Uncover the Struggle	Explore barriers (nutrition, schedule, motivation, etc.)
3️⃣ Extend a Help Invitation	Ask if the lead is open to a conversation
4️⃣ Book the Appointment	Offer specific times & sync directly with your HighLevel calendar

🔄 How the Booking Works

Pulls directly from your HighLevel calendar availability
Obeys your booking rules & limits
Offers lead-friendly time suggestions
Once confirmed, books the orientation for you

You remain in full control—turn it on/off anytime.

🧑‍💻 Human-Like Messaging Features

The AI is built to sound like a real coach, not a bot:

Feature	Description
⏳ Intentional Delay	Waits 30–40 seconds before replying to feel human
❌ Intentional Typos	Mimics casual texting with a typo + asterisk correction
📩 Message Splitting	Breaks up long replies 30% of the time
😎 Casual Voice	Uses friendly, relaxed language (not robotic)
🕖 Smart Hours	Responds only between 7AM–9PM, in your local time zone

💬 Nudge Message System

If a conversation stalls:

AI waits ~4 hours by default
Then sends a friendly follow-up message
This delay is customizable

You can change the delay or disable nudging inside your AI workflow settings.

🚦 Stop Scenarios (Safety Breaks)

The AI will automatically shut off in these cases:

Trigger	Action
🛑 Aggressive Language	AI stops the convo
👋 “Goodbye” Message	AI ends the chat
📩 Spam/Phishing Detected	AI halts to protect deliverability
🤖 Bot Detection	If texting another bot, it stops
✅ Appointment Booked	Ends the sequence after booking
🙋 Manual Message Sent	If you reply, AI disengages immediately
🏷️ “AI Off” Tag Used	Tag any contact with AI Off to disable chatbot instantly

🧠 How the AI Learns About Your Gym

No extra setup is needed—the AI auto-learns from your HighLevel account:

Pulls From	What It Uses
🏷️ Custom Values	Gym name, location, Google Maps link, appointment names, etc.
📅 Your Calendar Settings	Rules for time slots and availability
🧑‍🏫 Coach Info	Pulled from fields in your CRM
🗺️ Location Descriptions	Used to personalize scheduling messages

🛠 Updating AI Info

To update anything the AI says (like a coach name or address), simply:

Update the Custom Values inside your HighLevel settings
AI will auto-sync that info in real time

✅ Full Control at All Times

You can manage AI behavior using these tools:

Action	How to Do It
🔄 Turn AI On/Off	Use the AI On/Off workflows
✋ Take Over a Chat	Just text the lead manually
🏷️ Stop AI Without Replying	Apply tag: AI Off
🔁 Re-Enable AI	Apply tag: AI On

⚠️ Reminders & Best Practices

AI is 90–95% accurate, but can make mistakes with weird or broken replies.
You can take over a lead at any time.
Use only for Challenge Leads + In-Person Orientations
Don’t use it for trial offers, phone calls, or Zoom meetings
You’ll see real convo examples in a follow-up training video

📝 Summary Checklist

Understand the AI’s 4 key objectives
Confirm it's used only for Challenge leads
Customize nudge timing if needed
Know how to stop AI manually or via tag
Update any info via custom values in your CRM

🚀 Ready to Launch?

If you’re preparing to go live, head to your Launch Setup Docs to:

Activate or deactivate AI
Review your calendar availability
Finalize tags and workflows

💡 You are always in control — turn AI on/off at any time with confidence.