Setting Up Your AI Sales Assistant – CRM Assistant

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.

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