Build Your AI Employee
Connect approved answers, a calendar, notifications, and routing in a practice system.
Why this matters
Start with the channel you intend to sell: website chat, phone answering, or both. Configure Conversation AI and Voice AI under AI Agents in the location. Agent Studio and AI Studio are different products. Templates and prompts do not connect calendars or prove your system works.
Before you begin
- Your Phase 4 practice location.
- Approved business facts, a test calendar, and owner notification destination.
- Reviewed AI/phone budget and channel access.
Finish with this
A demo works without a prospect login, with verified contact, booking/callback, and owner notification.
Use the checks below to record actual work. They do not certify third-party approval or client results.
Build in the right order
- Calendar first. Collecting a preferred time creates a request. Confirmed booking requires an available slot, connected booking action, and saved appointment.
- Use availability you can honor and genuine scheduling limits. Keep sample/demo times labeled. Artificially making a calendar look busy can mislead the person booking.
- Business facts second. Ask the owner to approve services, prices, availability, policies, and escalation instructions.
- Agent third. Configure greeting, supported questions, capture, booking action, and human handoff. Check whether a marketplace template costs extra.
- Channel fourth. Connect the widget/test number to that agent, and verify timezone, schedule, and fallback.
- Notifications fifth. Check the actual owner inbox/app and ability to respond, not just the configured action.
Demo on a test number first. Before live changes, document carrier, number ownership, forwarding, voicemail, and fallback. Agree a change window and rollback. Porting/forwarding needs a deliberate plan; the snapshot does not do it.
Do this and verify
Loading your checklist…
Check an item after you do it or document why that channel is outside your agreed scope. Reading a phase does not complete it.
Matching tools
Use these to prepare drafts and estimates. Complete actual configuration in the correct HighLevel location.
Build one working demo, then test it
An AI helper is software that answers questions or calls using the facts you give it. Reuse your starting template for each client, then customize and test every installation. Setup time depends on your account, integrations, and approvals.
Start with one job
Where: The client's sub-account (location)
Choose call answering or website chat first. Use a demo location while learning. Confirm the client's real services, opening hours, service area, prices they approve, and who handles questions the AI cannot answer.
Build the website chat helper
Where: AI Agents > Conversation AI; Sites > Chat Widget
Add only approved business facts to the bot. Connect the correct calendar and its time zone. Test a normal question and a question it does not know. It should ask for help instead of making up an answer. Menu names can differ by account.
Connect the phone helper
Where: AI Agents > Voice AI; Settings > Phone Numbers
Use a supported LC Phone or Twilio number. Assign that number to the agent and confirm how incoming calls are routed. Configure a greeting, information to collect, and a human transfer route. Call from a different phone and verify that the owner receives the message. Do not change a client's main number until they approve the routing plan.
Add texts only when ready
Where: Settings > Phone Numbers; Business Profile; Automation > Workflows
Before business texts to US recipients from a local 10-digit number, confirm the actual sender's A2P Brand and Campaign are approved and the number is linked. Toll-free numbers use separate verification. Voice-only answering and web-only chat do not require A2P by themselves. Test missed-call text-back with a permitted test contact; disable duplicate replies from overlapping workflows.
Add reminders and review requests
Where: Automation > Workflows; Reputation
Inspect the assets loaded from your snapshot before enabling them. Replace every placeholder and check the calendar, review link, notification recipient, trigger, and consent rules. Ask all eligible customers for honest reviews. Do not filter unhappy customers away from the review page or invent reviews.
Prove the full path works
Where: A test phone, browser, calendar, and contact record
Test: caller or visitor asks a question > correct contact is created > owner gets a notification > available appointment is booked in the right time zone. Also test closed hours, no available slots, an unknown question, human transfer, and opt-out for texts. Check the actual records, not just the AI's spoken promise. Publish only after the client approves the tests and support plan.
Keep emergency instructions approved by the client. This helper cannot replace emergency services. AI, calls, texts, numbers, and some registrations can add charges.
Instructions and examples
Business facts and starter instructions
Business name: Area/location: Services and exclusions: Approved prices or quote policy: Hours/timezone: Calendar and booking rules: Cancellation/rescheduling policy: Approved FAQ answers: Human handoff destination/hours: Urgent or unsupported request response: Owner notification destination:
You are the AI assistant for [business]. Identify yourself clearly and use approved facts only. Ask one brief question at a time. Never invent prices, availability, policies, guarantees, or completed work. Use the connected calendar action and offer only returned slots. Confirm booking only after success. If it fails, say it is not yet booked and create a callback request. Collect needed name, contact method, and request. Ask separately for messaging consent where required. For unknown/unsupported questions, use [approved response], collect a callback request, and trigger [human notification]. Do not claim a human has received it without action confirmation. Human handoff: [destination/hours]. After-hours fallback: [instructions]. Urgent requests: [approved instructions]. Replace every bracket, configure matching actions, and test.
6 placeholders left to review and replace before using this draft.
A prompt alone cannot transfer a call, send a notification, or book a calendar. Connect its actions and check logs. Use approved facts as knowledge and behavior instructions as the prompt.
End-to-end test matrix
| Test | Pass condition |
|---|---|
| Five common questions | Approved facts, no template identities. |
| Unknown question / unavailable price | No invented answer; callback and owner notification created. |
| Book available slot | Real appointment, contact, timezone, and confirmation appear. |
| Unavailable slot / failed booking | No false success; approved alternative offered. |
| Cancellation/rescheduling | Configured policy and intended calendar change. |
| Real phone call | Right agent, greeting, schedule, forwarding, and fallback. |
| Public mobile chat | Readable widget, correct agent, intended record and notification. |
| SMS if included | Delivery to opted-in tester, STOP suppression, no unwanted repeated-call burst. |
| Owner handoff / spend | Owner sees and can respond; logs and usage match test. |
Record date, input, expected/actual outcome, and fix. Preview conversation alone does not prove routing, booking, or notifications. Clean up test appointments after verifying them.
Your next action
Price the work you can deliver and support in Phase 6.
If blocked, note this phase, account view, location, expected/actual result, and a redacted screenshot. Use your available community/support channel. Menu names can change; confirm the right view before changing a plan.
Written instructions reviewed October 8, 2026. Official links are the reference for current prices and requirements. Older recordings may show different menus or terms.