What AI Agent We Will Be Building

This is a walkthrough of the AI Agent we will build in the WellGrow onboarding series. The goal would be to show you all the functionalities and capabilities for you and help you adapt it to your business and the services you provide.

AI Voice & Chat Agent

Below is a step-by-step blueprint we will be building in the onboarding and training series. It covers everything from initial planning to advanced configurations like transferring calls and sending lead magnets.

1. Planning Your Agent’s Objectives

1. Define Your Use Cases

   Inbound calls, outbound calls, website chat widget, reactivation campaigns, etc.

2. Determine Key Qualifying Questions

   E.g., “What are your goals?” “What’s your current routine and challenges?” “What’s your commitment level?”

3. List Desired Outcomes

   Booking appointments, sending free resources, transferring calls to a human, tagging leads in your CRM, or disqualifying them.

2. Setting Up Your Channels

1. Website Integration

   Prepare a live widget or chat box to embed on your site for AI-driven interactions.

2. Facebook & Instagram

   Configure triggers for new leads and direct messages so they can automatically receive calls or replies.

3. Form Submissions & Tags

   Decide which form submissions or CRM tags should trigger immediate AI calls or messages.

4. Inbound Call Handling

   Route incoming calls to your AI agent or live staff, based on business hours or preferences.

5. Database Reactivation

   Identify past leads/customers you want to re-engage via automated calls or messages.

3. Building Your AI Voice Agent

1. Create a New Agent

   Assign a name, set the basic persona (e.g., “Olivia from Impactful Look”).

2. Configure Voice Settings

   Select your language, accent, tone, and temperature (creativity vs. strictness).

3. Personalize Call Flows

   Draft conversation scripts and define how the AI should greet and respond in various scenarios.

4. Data Formatting & Dynamic Variables

1. Map Lead Fields

   Ensure the system recognizes key data points (e.g., name, location, interest area).

2. Add Dynamic Variables

   Personalize the conversation. For example, the AI says “Hi [Name]” and references the lead’s stated goals.

3. Time Zone Setup

   Configure calls or messages to go out at suitable local times for each lead.

5. Outbound Call Configuration

1. Trigger Setup

   Decide what activates an outbound call (e.g., new Facebook lead, tag applied in CRM).

2. Call Volume

   Set daily limits (up to 1,000 calls) to avoid overwhelming your team or phone lines.

3. Voicemail & Re-try Settings

   Customize voicemail drops or re-try rules if the lead doesn’t pick up.

6. Creating & Refining Call Scripts

1. Qualifying Steps

   Greet and Introduce → Clarify Interest → Discuss Goals & Challenges → Confirm Commitment → Offer Next Steps.

2. Objection Handling

   Prepare fallback or escalation points (e.g., sending info via email or text, transferring to a live staff member).

3. Multi-Step Flow

   Build conditional branches to handle different lead responses (e.g., “Yes, I’m ready to book,” or “No, I need more info.”).

7. Sending Lead Magnets & Additional Info

1. Email Workflows

   Connect your email service so the AI can automatically send PDFs, case studies, or free workout guides.

2. Text Messages

   Configure SMS automations to send links or short resources when the lead requests more info verbally.

3. Dynamic Content

   Store lead magnets in a Google Sheet or database; the AI can fetch relevant files based on lead responses.

8. Calendar Booking & Appointment Handling

1. Set Up Calendars

   Integrate Google Calendar, Outlook, or any scheduling tool to let the AI book or reschedule appointments.

2. Real-Time Booking

   AI offers time slots, confirms, then sends an invitation directly to both the lead and your CRM.

3. Cancellation/Reschedule Flows

   Include scripts for changes or cancellations, automatically updating the calendar and CRM.

9. Testing Your Agent

1. Test Workflow

   Add yourself (or a team member) as a lead and run a mock call to hear how the AI responds.

2. Review Transcripts & Recordings

   Evaluate clarity, accuracy, and personalization; refine if the AI mispronounces or misunderstands data.

3. Check CRM Updates

   Ensure tags, notes, and appointment details appear correctly after the call.

10. Managing Outcomes & Follow-Up

1. Outcome Options

   Follow-up needed, live transfer, booked meeting, email send, disqualification, etc.

2. CRM Tagging & Notes

   Automatic tagging (“Highly Interested,” “Needs More Info”) or manual note additions.

3. Nurture Sequences

   Trigger email and text drip campaigns for leads not yet ready to commit.

11. Handling Advanced Features

1. Live Call Transfers

   Route the call in real time to a business owner or specialist when a lead is ready.

2. Dynamic Lead Magnets

   If you store multiple freebies, let the AI pick which one to send based on the conversation.

3. Multi-Channel Engagement

   Expand to WhatsApp, Instagram DMs, and more for a unified lead communication hub.

12. Ongoing Optimization

1. Update Knowledge Base

   Add new FAQs, product details, or marketing messages to keep your AI’s info fresh.

2. Monitor Metrics

   Track response times, call durations, booked appointments, and conversions to pinpoint improvements.

3. Refine & Scale

   Adjust conversation flows, add new triggers, or create specialized agents for different services or departments.

Final Note

By following these steps, you’ll replicate the same AI voice and chat system demonstrated in the video - complete with inbound and outbound calling, automated follow-ups, and seamless calendar booking. This blueprint ensures you can personalize each interaction, qualify leads effectively, and automate your workflow across multiple channels.