Goal

Ensure the AI triggers only from a test form to avoid messaging real leads.

Step 1 — Set the trigger filter in the TEST workflow

1. Open your duplicated [TESTING] workflow

2. Click Trigger: Form submitted

3. Add filter:
   Form is → [TEST FORM — NOT LIVE] 1CC AI Booking Test Form

4. Save
   

   

Critical: If this filter isn’t set, STOP. Fix it before publishing.

Checkpoint: TEST workflow triggers only from TEST form.

Step 2 — Personalize the Initial AI Message

Goal

Make the first AI message sound like your business, not a generic bot.

Step 2.1 — Locate the first message action

Inside your duplicated TEST workflow, find the action: WhatsApp

Select WhatsApp template (this should be the template you created earlier for initial message):

Step 2.2 — Personalize these fields

Edit and update:

• AI name

• Company / Team name

• Wording to match your offer + voice

Rules:

• Keep it short (WhatsApp-friendly)

• Ask 1 question at a time

• Don’t overwhelm with paragraphs
  

Checkpoint: First message reads like a human assistant from your brand.

Step 3 — Configure the AI Bot Instructions + Calendar

Goal

Set the AI to book into the correct calendar and follow your booking logic.

Step 3.1 — Open the AI Bot action

Locate and open:
Appointment Booking Conversation AI Bot

Step 3.2 — Select the correct calendar (IMPORTANT)

Choose the calendar the AI should book appointments into.

Pick the calendar that matches:

• Your availability

• Your offer type

• Your timezone & schedule

  

If you select the wrong calendar, the AI may book into the wrong schedule.

Step 3.3 — Review the prompt sections (2 areas)

Personality Section

• You may adjust the personality if needed

• Defaults are already tested by the team

• In most cases: only minor changes (or none)

Additional Instructions Section (This controls booking + qualification)

Use this to:

• Insert your business script

• Add qualifying questions

• Define objection handling (price, timing, trust, etc.)

• Control scheduling behavior

Best practice:

• Keep questions simple

• Keep replies short

• Drive toward the primary CTA: book appointment

• Prioritize your script above everything else

These fields depend on your preferred limit for the AI:

• MAXIMUM MESSAGES LIMIT BEFORE IT GOES TO APPOINTMENT NOT BOOKED

• TIME OUT (UNIT)

• TIME OUT (VALUE)

Channel: Choose WhatsApp

Step 3.4 — Save changes

Click Save after updating.

Step 3.5 — Set Up the Internal Notification Action

1. Open the Internal Notification Action

• Or click the existing Internal Notification WA action to edit it
  

2. Action Name

• Example:
  Internal Notification WA
  

3. Type of Notification

• Select: SMS/WhatsApp or email
  (This delivers a WhatsApp-style internal alert via Intellia / GHL notifications.)
  

4. To User Type

• Select: Particular User
  

5. Select Users

• Choose the team members who should receive this alert
  Examples:

  • Sales manager

  • Assigned closer

  • Ops / support team

6. Message Content
   Use a short, scannable alert with contact details:

Guidelines:

• Keep it concise

• Make it immediately actionable

• Always include lead contact details
  

Copy and paste ready and just edit the “your brand”:

7. Save the Action

• Click Save Action