How to Use Autopilot

1. What Is Autopilot?

Autopilot is an automated follow-up engine built into your AI assistant. Every few minutes, a background worker scans all idle conversations, evaluates each active flow's trigger rule against the conversation transcript using the same LLM your assistant uses, and then runs the first matching flow's steps. The Default flow fires whenever no other flow matches. Think of it as a rules-based drip cadence that runs entirely on autopilot — no manual follow-up needed.

2. How to Access Autopilot

Open any Assistant from the left sidebar. In the Tool Kit panel on the right side of the Builder, click Autopilot. The Autopilot panel opens, showing two sections:

• Assigned to this assistant — flows currently active for this assistant.

• Library — pre-built template flows available to add.

The header shows how many flows areactive (e.g., "2 of 8 active").

3. Understanding the Interface

3.1 Flow Cards

Each flow card displays:

• Flow name and brief description/trigger summary

• Number of steps (e.g., "3 STEPS")

• Status badge: ACTIVE or DISABLED

• Idle threshold badge (e.g., "15 MIN IDLE", "30 MIN IDLE")

• FALLBACK badge on the Default flow

3.2 Flow Card Action Icons

• ✏️ Pencil — Edit / preview the flow

• ➕ Green Plus — Add library flow to your assistant

• ✅ Green Checkmark — Flow is assigned (click to deactivate)

• 🗑️ Trash — Remove flow from this assistant

4. The Default (Fallback) Flow

The Default flow is always present and cannot be removed. It fires when no other flow's trigger rule matches the conversation. It starts empty — you build it yourself.

Key settings:

• Idle Threshold — Fire when conversation has been idle for X minutes (default: 30 min)

• Steps — Add one or more Follow-up steps

• Active Hours — Optionally limit reach-outs to a time window

• Stop after appointment booked — Halts when any booking tool succeeds

• Stop on opt-out ("stop", "unsubscribe") — Halts on keywords

• Stop when contact responds — Halts on any reply; contact will not be re-enrolled

To configure the Default flow:

1. Click the ✏️ pencil icon on the Default card.

2. Set the idle threshold (in minutes).

3. Click + Add step to add your first follow-up step.

4. Configure each step (see Section 6).

5. Toggle Active Hours and Stop Conditions as needed.

Note: The Default flow must have at least one step and be enabled to send any follow-ups.

5. Library Flows (Pre-Built Templates)

The Library contains 6 ready-to-use follow-up cadences. Each has a pre-written trigger rule and pre-configured steps. Click the ✏️ pencil to preview or edit a library flow before adding it.

5.1 Demo Scheduling

Purpose: Three gentle nudges when a demo conversation stalls before a slot is confirmed.

Trigger (Fire When): The contact discussed booking a demo or picking a time, but the conversation stalled before they confirmed a slot — they may have asked for available times, said they would think about it, or just stopped replying.

Idle Threshold: 15 minutes

Steps:

• Step 1: Wait 1 hr → Same as inbound channel

• Step 2: Wait 1 day → Same as inbound channel

• Step 3: Wait 3 days → Email preferred

  

5.2 Won't Pick Up Phone

Purpose: Voice → SMS → Email cascade after a missed live connection.

Trigger (Fire When): The conversation includes an attempted voice call where the contact did not answer, hung up before connecting, or sent the call to voicemail. They have engaged on at least one other touch but went silent after the call attempt.

Idle Threshold: 30 minutes

Steps:

• Step 1: Wait 2 hrs → Voice preferred

• Step 2: Wait 1 day → SMS preferred

• Step 3: Wait 3 days → Email preferred

5.3 Webform Welcome

Purpose: Quick re-engagement when a webform lead drops off after the first reply.

Trigger (Fire When): The contact came in through a webform or inbound signup and exchanged at least one message with the assistant, but the conversation stalled before they qualified, booked, or opted out.

Idle Threshold: 5 minutes

Steps:

• Step 1: Wait 5 mins → SMS preferred

• Step 2: Wait 1 day → Email preferred

• Step 3: Wait 3 days → SMS preferred

• Step 4: Wait 1 week → Email preferred

5.4 Patient Nurture

Purpose: Slow, non-pushy cadence for cold or top-of-funnel leads. 4 steps. Best for long-cycle nurturing.

5.5 VIP Hot Lead

Purpose: Aggressive same-day cadence for high-intent leads who stalled. 4 steps. Best for hot lead acceleration.

5.6 Single Reminder

Purpose: One soft nudge a day later. Low effort, low pressure. 1 step. Ideal for light follow-up situations.

6. How to Add a Library Flow to Your Assistant

1. In the Library section, find the flow you want to use.

2. Click ✏️ pencil to preview its trigger and steps first (recommended).

3. When ready, click the ➕ green Plus button on the flow card.

4. The flow immediately moves to Assigned to this assistant and becomes ACTIVE.

5. Click ✏️ on the newly assigned flow to customize settings if needed.

To remove a flow: click the 🗑️ trash icon on the assigned flow card.

7. How to Build a Custom Flow

1. In the Assigned to this assistant section, click the "Add custom flow" card.

2. A new flow editor panel opens on the right.

3. Name: Give the flow a descriptive name.

4. Fire When: Write a plain-language description of the scenario that should trigger this flow. The LLM reads this alongside the conversation transcript to decide if the rule matches.

5. Idle Threshold: Set the number of minutes the conversation must be idle before the worker checks this flow.

6. Add steps, configure Active Hours and Stop Conditions.

Tip — The "Fire When" placeholder reads: "Describe in plain English when this follow-up should fire. Example: The conversation paused after we asked for the contact's email and they didn't reply."

8. Configuring Steps

Each step is a Follow-up action sent after a wait period.

Step settings:

• Wait — A number (e.g., 5, 1, 3)

• Time unit — Minutes / Hours / Days / Weeks

• Timing reference — Step 1: "after conversation goes idle" · Steps 2+: "after the previous follow-up"

• Channel — Same as inbound / SMS / Email / Voice

Channel options:

• Same as inbound — mirrors the channel the contact originally used (recommended for Step 1)

• SMS — send a text message

• Email — send an email

• Voice — initiate a voice call

"+ Add tone notes for this step" — gives the AI specific tone instructions for that particular follow-up (e.g., "Be brief and casual" or "Mention the upcoming weekend deadline").

Use + Add step to append another follow-up. Use the 🗑️ trash icon next to a step to delete it.

9. Active Hours

The Active Hours toggle lets you restrict when Autopilot can send follow-ups. Toggle it on to define a time window (e.g., business hours only). When off, the system can reach out at any time.

10. Stop Conditions

All three stop conditions are available on every flow and default to ON:

• Stop after appointment booked — Halts the entire cadence the moment any booking tool (Calendly, GHL, or custom) records a successful booking. Tool-agnostic.

• Stop on opt-out ("stop", "unsubscribe") — Halts immediately when the contact replies with opt-out language.

• Stop when contact responds — Halts the cadence as soon as the contact replies to any message. Once stopped, the contact will NOT be re-enrolled in this flow — even if the conversation goes idle again.

Best practice: Leave all three ON unless you have a specific reason to override (e.g., a reminder flow that should continue even after a reply).

11. How the Autopilot Worker Decides Which Flow to Run

1. Every few minutes, the worker finds all conversations that have gone idle.

2. For each idle conversation, it checks every non-Default assigned flow in order.

3. It passes each flow's "Fire When" rule to the LLM along with the full conversation transcript.

4. The first flow whose rule matches wins and its steps are executed.

5. If no flow matches, the Default flow fires.

6. Each step's wait timer must fully elapse before the next step is sent.

12. Best Practices

• Start with one flow before stacking multiple. Too many competing rules can cause unexpected behavior.

• Write specific "Fire When" conditions. The more precise your trigger description, the more accurately the LLM will match the right conversations.

• Use "Same as inbound" for Step 1 to keep the first touch consistent with the contact's preferred channel, then diversify channels in later steps.

• Keep idle thresholds reasonable. A 5-minute threshold (Webform Welcome) is aggressive and best for warm web leads. Use 30+ minutes for voice-first workflows.

• Always leave Stop Conditions ON to avoid spamming contacts who have already converted or opted out.

• Use tone notes to give each step a distinct feel — e.g., Step 1 is casual, Step 3 is a final check-in.

• Monitor active counts in the Autopilot header (e.g., "3 of 8 active") to know how many flows are running.

13. Quick-Reference Flow Comparison

Flow	Trigger Scenario	Steps	Idle Threshold	Best For
Default	No other flow matched	Custom	Custom	General fallback
Demo Scheduling	Demo discussed, no slot booked	3	15 min	SDRs, demo scheduling
Won't Pick Up Phone	Voice call not answered	3	30 min	Call-first workflows
Webform Welcome	Webform lead went quiet	4	5 min	Inbound web leads
Patient Nurture	Cold/top-of-funnel lead	4	Custom	Long-cycle nurturing
VIP Hot Lead	High-intent lead stalled	4	Custom	Hot lead acceleration
Single Reminder	Light touch follow-up needed	1	Custom	Low-priority nudges