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Setting Up Your AI Sales Assistant – CRM Assistant

Your AI Sales Assistant (CRM Assistant) helps keep leads engaged through timely, automated follow-ups while ensuring immediate responses to new inquiries. This guide walks through how to configure follow-up timing, sequences, and source-based engagement for maximum effectiveness.

Hours the CRM Assistant Will Send Follow-Up Messages

Set the days and hours when the CRM Assistant will send follow-up messages to leads.

These settings control only follow-up outreach and do not affect the chatbot’s initial response to a new lead, which is always sent immediately when a lead comes in.

Use this section to:

  • Define which days follow-ups are allowed

  • Set acceptable time windows for outreach

  • Ensure messaging aligns with business hours and customer expectations

Creating Follow-Up Sequences

Follow-up sequences keep leads engaged until they’re ready to buy. This section explains how to configure the CRM Assistant’s follow-up system for consistent, effective outreach.

Basic Follow-Up Configuration

Setting Follow-Up Parameters

In the Follow-Up & Escalation section, configure the following:

  • Unworked Lead Follow-Up
    Enter the number of hours before the first follow-up attempt (example: 1)

  • Follow-Up Window
    Set the total number of days the CRM Assistant will continue follow-ups (example: 14)

  • Follow-Ups Per Day
    Choose how many follow-up attempts can be made in a 24-hour period (1–3 recommended)

  • Follow-Up Times
    Set the specific time(s) of day follow-ups are sent (example: 9:00 AM)

Understanding the Settings

  • Unworked Lead Follow-Up
    How long the CRM Assistant waits before engaging a new, unopened lead

  • Follow-Up Window
    The total duration the CRM Assistant will attempt to reconnect with the lead

  • Follow-Ups Per Day
    The maximum number of outreach attempts allowed within 24 hours

  • Time Settings
    The specific times during the day when follow-ups are sent

Please note:
The timing set on the follow-up page does not impact when the CRM Assistant engages with a new lead or responds to messages. These settings apply only to follow-up messages.

Follow-Up Timing Strategy

Optimal Send Times

Configure these in Follow-Up Times:

  • Morning (9–11 AM)
    Best for initial follow-ups

  • Lunch (12–1 PM)
    Good for quick check-ins

  • Evening (5–7 PM)
    Ideal for working professionals

  • Never send follow-ups before 9 AM or after 8 PM

Per-Source Configuration

Use Per-Source Configuration to control which lead sources the CRM Assistant will automatically engage when a new lead comes in.

This allows you to:

  • Enable or disable auto-engagement by lead source

  • Apply different strategies to different channels

  • Ensure AISA engages only where appropriate

Select the e-lead sources you want the CRM Assistant to auto-engage for incoming leads.

AI Escalation Keywords

AI Escalation Keywords help you identify high-intent conversations while the CRM Assistant is actively engaging with leads. By configuring specific words or phrases, you can ensure that important or urgent interactions are automatically flagged for your team to review and take over when needed.

How It Works

When a customer uses one of your configured keywords or phrases (for example: price, ready to buy, manager), the system will automatically:

  • Move the up sheet to the AI Escalated tab (found under the Up Sheets tab)
  • Flag the conversation for immediate team review
  • Allow your team to step in and take over the interaction

This ensures that high-intent leads are never missed while the CRM Assistant is managing early-stage engagement.

How to Set It Up

  1. Go to Admin Settings
  2. Select AI Sales Assistant
  3. Open CRM Assistant
  4. Navigate to Follow-Up & Escalation
  5. Add your desired keywords or phrases

     

You can include any terms that indicate urgency, buying intent, or the need for human assistance.

Why This Matters

  • Quickly identify high-intent leads in real time
  • Ensure important conversations are not missed by automation
  • Enable faster human intervention when a deal opportunity appears
  • Improve conversion rates by responding at the right moment

💡 Tip

Use natural phrases your customers commonly say when they are ready to move forward, such as:

  • “What’s the price?”
  • “Can I speak to a manager?”
  • “I’m ready to buy”
  • “Is this still available?”

       

    Best Practices

    • Provide Value
      Every follow-up should offer something useful to the lead

    • Respect Boundaries
      Honor timing, frequency, and communication preferences

    • Track Everything
      Monitor results to understand what’s working

    • Know When to Stop
      Some leads aren’t ready — and that’s okay