FlowTier — AI Front Office Onboarding

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Getting Started

Your Contact Information

We'll use this to set up your account and reach you.

Required

Your Name *

Business Name *

Email *

Phone *

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Section 1

What Should Your AI Do?

The #1 thing we need to know — what's the main goal when a lead reaches out?

Required

When someone contacts your business, what should the AI try to get them to do? *

Book an appointment or consultation Send them a booking link to self-schedule (Calendly, etc.) Make a purchase / send them to a checkout page Qualify them and pass them to you or your team Other

Should the AI send people to watch a video before booking/buying?

Works well for higher-ticket services where people need education first

Yes — send them to a video first No — go straight to booking/conversion

Important Links *

Provide any links the AI should use or send to people

Booking / Scheduling Link

Main Website

Purchase / Checkout Link

Google Reviews Page

Other links the AI should share (portfolio, social, etc.)

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Section 2

About Your Business

The basics your AI needs to know to represent you properly.

Required

What type of business do you run? *

How long have you been in business? *

Website *

What's your main service? *

The thing most people contact you about

Do you offer other services?

List everything the AI should know about — even if it's secondary

Pricing — How should the AI talk about your pricing? *

Share exact prices Give price ranges Say "starts at $___" Don't share pricing — book them for a consultation instead

Service Area *

Local — specific cities/neighborhoods Regional — specific states or metro areas National Online / virtual (serve clients anywhere)

Business Hours *

Day	Open	Close	Closed?
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

When someone reaches out after hours, the AI should:

Still book appointments (24/7 scheduling) Collect their info and let them know you'll reach out next business day Custom response (describe below)

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Section 3

Your Current Setup

What tools do you already use? This tells us what we're connecting your AI to.

How do you currently manage leads and customer info? *

GoHighLevel (GHL) HubSpot Salesforce Spreadsheet / Google Sheets I don't really have a system — it's mostly in my head / phone Other

What calendar/scheduling system do you use? *

Calendly Acuity Scheduling GoHighLevel Calendar Google Calendar I don't have one set up yet Other

What phone system do you use for your business?

My personal cell phone Business cell phone (separate line) VoIP (RingCentral, Vonage, 8x8, etc.) GoHighLevel phone number Landline Other

Do you use any payment processing?

Only relevant if your AI will send payment or checkout links

Anything else you use to run your business that we should know about?

Email marketing, review management, EHR/EMR, POS system, project management tools, etc.

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Section 4

Where Should Your AI Show Up?

Which channels do you want activated? Check all that apply.

Required

Where do your leads typically contact you? *

Channel	Turn On?	Your Handle / Number / Account
SMS / Text
Website Chat Widget
Instagram DMs
Facebook Messenger
WhatsApp
Email
Phone / Voice (AI answers calls)

Should the AI behave differently on different channels?

e.g. shorter replies on Instagram, more detailed on email, no links on SMS. Leave blank for sensible defaults.

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Section 5

Voice Agent (Phone AI)

If you checked "Phone / Voice" above, fill this out. Otherwise skip ahead.

Do you want an AI that answers or makes phone calls?

Yes No — skip this section

Preferred voice (male / female)

Speaking style

How should the AI introduce itself? *

Used for both phone calls and chat/text opening messages

When should the AI transfer a call to a live person?

Who should calls be transferred to?

Name	Role	Phone Number

Should calls be recorded?

Yes — AI will announce the recording Only with explicit consent No recording

Any other voice/phone preferences?

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Section 6

Your AI's Personality

How should your AI sound when it talks to customers?

Required

AI Name

Give your AI a name (e.g. "Sarah"), or leave blank to use your business name

How should your AI come across? * (Check all that apply)

Professional and polished Friendly and conversational Enthusiastic and energetic Calm and reassuring Direct and to-the-point Warm and caring Casual and relaxed

Quick preferences

Real Conversation Examples (Highly Recommended)

Paste 2–3 real text messages, DMs, or emails you've sent to customers. This helps us match your actual voice better than any checkbox.

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Section 7

Credibility & Social Proof

What should your AI say to build trust? Think about what YOU say when selling.

Owner / Founder Info (optional)

If mentioning the owner adds credibility (e.g. "Founded by Dr. Smith, who has 15 years of experience...")

Name

Short bio (1–2 sentences)

Stats and proof points your AI can drop into conversation

e.g. "500+ happy clients," "15 years in business," "4.9 stars on Google with 200+ reviews," "Licensed and insured"

Client Success Stories

Share 1–3 quick wins. The AI uses these when a lead hesitates or asks for proof.

Client Type / Industry	What they were dealing with	Result you got them

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Section 8

What Info Should the AI Collect?

What do you need to know before you can help someone?

Required

Check everything the AI should ask for: *

Full name Phone number Email address What service they need Their location / address Budget or price range How soon they need help (urgency) How they heard about you Other

Qualifying Questions

What questions do YOU ask to figure out if someone's a good fit?

Question to Ask	Why it matters

When should the AI turn someone away or redirect them?

How should the AI handle people who don't qualify?

Politely decline and end the conversation Refer them to someone else (specify below) Still collect their info for future follow-up Offer a different service that might fit

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Section 9

Handling Objections

When people push back, what do YOU usually say? Teach the AI your best responses.

When they say…	You usually say…
"It's too expensive"
"I need to think about it"
"I'm just looking around / comparing"
"I'm already working with someone"
"Can you just send me some info?"
"Not right now / maybe later"
"How do I know this will actually work?"
"I've had a bad experience before"
Other common objection:

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Section 10

What Makes You Different?

Why should someone choose you over the competition?

Required

List 3–5 things that set you apart *

Speed, quality, guarantees, certifications, experience, results, customer service, etc.

Who are your main competitors?

If someone mentions a competitor, the AI should:

Acknowledge them and pivot to our strengths Ask what they liked/didn't like about that competitor Never engage in competitor talk

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Section 11

Booking & Appointments

How scheduling works for your business.

Required

What types of appointments do you offer? *

Appointment Type	Duration	Buffer Between Appts

How far out can people book?

Minimum notice needed?

Max appointments per day?

Preferred time slots?

Should the AI book directly or check with you first?

Book directly — no approval needed Book directly but notify me Get my approval first

After booking, the AI should: * (Check all that apply)

Send a confirmation message with appointment details Send a reminder 24 hours before Send a reminder 1 hour before Send pre-appointment instructions Send directions or parking info

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Section 12

FAQs — Frequently Asked Questions

What do people ask you all the time? Give us at least 10. More = better AI.

Required

Pro tip: This directly reduces the number of conversations that need a human. The more FAQs you add, the smarter your AI will be from day one.

Question customers ask	Your answer

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Section 13

When Should the AI Get a Human?

There will be situations where the AI should hand off to you or your team.

Required

The AI should get a human involved when: *

Someone asks to speak with a real person Someone is upset or frustrated There's a complaint or refund request The AI can't answer a question after trying It's an existing customer with an account-specific issue Other (describe below)

Should the AI try to help a couple more times before escalating, or escalate right away?

Try to resolve it 1–2 more times first Escalate immediately when triggered

Who should handle escalations? *

Name	Role	Phone	Email

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Section 14

Follow-Ups

When a lead goes quiet, what should the AI do?

If someone stops responding, should the AI follow up?

Yes — automatically follow up No — never follow up automatically

First follow-up after:

Second follow-up after:

Max number of follow-ups:

Stop following up after:

Follow-up tone:

Casual check-in ("Hey, just circling back...") Value-add (share a helpful tip or resource) Urgency ("Spots are filling up...") Simple reminder ("Did you still want to book?")

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Section 15

Your Current Leads

Helps us set up your system properly and measure the improvement.

Required

Roughly how many leads/inquiries do you get per month? *

How fast do you usually respond to a new lead right now?

Where do most of your leads come from? *

Google / SEO Google Ads Facebook / Instagram Ads Social media (organic) Referrals / word of mouth Yelp / directory listings Other

Do you know your current booking/conversion rate?

e.g. "About 2 out of 10 leads actually book" or "I honestly have no idea" — both are fine

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Section 16

Rules & Guardrails

Things the AI should never say, do, or promise.

Required

What should the AI NEVER say or do? *

Be specific. e.g. "Never guarantee results," "Never diagnose a medical condition," "Never bad-mouth competitors by name"

Are there any legal or regulatory rules in your industry the AI needs to follow?

e.g. HIPAA for healthcare, disclaimers for legal services, licensing disclosures. If unsure, just tell us your industry and we'll research it.

If someone reports an emergency during a conversation, the AI should:

Tell them to call 911 Give them your emergency number (specify below) Immediately notify a team member (specify below)

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Section 17

Common Scenarios

Walk us through situations that come up a lot. The more you share, the smarter your AI will be.

Customer says or does…	AI should…

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Section 18

Supporting Materials

The better material you give us, the better your AI performs.

Please indicate which documents you have available to share:

Sales scripts or call scripts you currently use Service descriptions or brochures Pricing sheets or rate cards Employee handbook or SOPs Existing chatbot scripts (if upgrading from another system) Video sales letter (VSL) script Client intake forms you currently use Any other relevant documents

How will you send these?

I'll email them I'll share a Google Drive / Dropbox link I'll bring them to the strategy call I don't have any of these

Electronic Signature (Full Name) *

By submitting, you confirm all information is accurate and authorize FlowTier to begin building your AI Front Office.

	Yes	No	Sparingly
Emojis
Use customer's first name
Industry jargon / technical terms
Humor

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