# Guided Form Based Setup for Conversation AI > This article provides a step-by-step guide to setting up Conversation AI V3 using the Guided Form approach in GHL Customer Care. With the Guided Form… - Source: https://docs.ghlcustomercare.com/docs/ai-employee/conversation-ai/guided-form-based-setup-for-conversation-ai - Section: AI Employee / Conversation AI - Reading time: 5 min - Images: 12, each explained below - Modified on Thu, 28 May at 3:27 PM --- This article provides a step-by-step guide to setting up Conversation AI V3 using the Guided Form approach in GHL Customer Care. With the Guided Form method, you can create bots without writing prompts—just fill out a simple form, define your objectives, and let the system handle the logic. It’s perfect for quickly building effective, on-brand AI conversations. --- **TABLE OF CONTENTS** - [What is the Guided Form Bot?](#what-is-the-guided-form-bot) - [Key Benefits of the Guided Form Bot](#key-benefits-of-the-guided-form-bot) - [How to Set Up the Guided Form Bot](#how-to-set-up-the-guided-form-bot) - [Additional Instructions](#additional-instructions) - [Frequently Asked Questions](#frequently-asked-questions) - [Related Articles](#related-articles) --- # **What is the Guided Form Bot?** The Guided Form Bot is a user-friendly setup option within Conversation AI that removes the need for manual prompt engineering. Instead, it walks you through creating a bot using a structured form. You define key goals—like collecting contact details or answering FAQs—and the system builds a logic-driven, objective-based conversation flow behind the scenes. --- ## **Key Benefits of the Guided Form Bot** - **Simpler setup:** Build a Conversation AI bot by completing guided fields instead of writing detailed prompts from scratch. - **Structured conversations:** Define objectives and questions so the bot knows what information to collect and what goal to complete. - **Better consistency:** Keep bot behavior aligned across conversations by using clear setup fields, fallback messages, and additional instructions. - **Improved lead qualification:** Ask targeted questions that help identify contact needs, urgency, budget, service interest, or appointment readiness. - **Action-based automation:** Configure actions such as collecting contact details, triggering workflows, or helping contacts move toward booking. - **Easier bot updates:** Edit objectives, instructions, questions, or actions as your business process changes. - **Reduced prompt complexity:** Give the bot clear direction without needing to understand advanced AI prompting techniques. --- ## **How to Set Up the Guided Form Bot** Proper setup ensures the bot collects the right information, follows the intended conversation path, and takes the correct action after each objective is completed. #### **Step 1:** Open Conversation AI Navigate to **AI Agents** in the left menu, then select the **Conversation AI** tab. Click **\+ Create Bot** in the upper-right corner to start creating a new Conversation AI agent. ![Step 1: Open Conversation AI (image 1 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072409045/original/TbqdYZFH58Tba9kb8L5NKAp5kBpETn8lLg.png) **Step 1: Open Conversation AI (image 1 of 12)** This screenshot appears in the "Step 1: Open Conversation AI" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Navigate to AI Agents in the left menu, then select the Conversation AI tab. Click + Create Bot in the upper-right corner to start creating a new Conversation AI agent. Immediately after, the guide continues: Choose Guided Form Based Setup as the setup method. - Where to go: Navigate to AI Agents in the left menu, then select the Conversation AI tab. Click + Create Bot in the upper-right corner to start creating a new Conversation AI agent. - Controls: AI Agents, Conversation AI, + Create Bot - Next: Choose Guided Form Based Setup as the setup method. #### **Step 2:** Select Guided Form Based Setup Choose **Guided Form Based Setup** as the setup method. ![Step 2: Select Guided Form Based Setup (image 2 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072409078/original/nYjEBwGYO0w8LcSJAB5SOceEmqRE7kXd7A.png) **Step 2: Select Guided Form Based Setup (image 2 of 12)** This screenshot appears in the "Step 2: Select Guided Form Based Setup" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Choose Guided Form Based Setup as the setup method. Immediately after, the guide continues: Select the type of bot you would like to create (General Q&A or Appointment Booking) then click Continue. - What to choose: Choose Guided Form Based Setup as the setup method. - Controls: Guided Form Based Setup - Next: Select the type of bot you would like to create (General Q&A or Appointment Booking) then click Continue. #### **Step 3:** Select Type of Bot Select the type of bot you would like to create (_General Q&A_ or _Appointment Booking_) then click **Continue**. ![Step 3: Select Type of Bot (image 3 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072409134/original/4Mjr8pZKYYdpZMQ5rGgpxzP_AzJy6x-APw.png) **Step 3: Select Type of Bot (image 3 of 12)** This screenshot appears in the "Step 3: Select Type of Bot" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Select the type of bot you would like to create (General Q&A or Appointment Booking) then click Continue. Immediately after, the guide continues: Choose a Brand Voice from the dropdown or create a new Brand Voice before continuing. After selecting a Brand Voice, you can optionally click Edit to adjust the voice settings. For more info on creating a brand voice, see: Create Your…. - What to fill in: Select the type of bot you would like to create (General Q&A or Appointment Booking) then click Continue. - Controls: Continue - Next: Choose a Brand Voice from the dropdown or create a new Brand Voice before continuing. After selecting a Brand Voice, you can optionally click Edit to adjust the voice settings. For more info on creating a brand voice, see: Create Your Brand Voice #### **Step 4: Select Brand Voice** Choose a **Brand Voice** from the dropdown or create a new Brand Voice before continuing. After selecting a Brand Voice, you can optionally click **Edit** to adjust the voice settings. For more info on creating a brand voice, see: [Create Your Brand Voice](https://docs.ghlcustomercare.com/docs/marketing/brand-board/how-to-create-brand-voice-from-text-or-url) ![Step 4: Select Brand Voice (image 4 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072409282/original/gqhyuCNLQplYU26LrvtvCrlZ8CPtJN47zQ.png) **Step 4: Select Brand Voice (image 4 of 12)** This screenshot appears in the "Step 4: Select Brand Voice" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Choose a Brand Voice from the dropdown or create a new Brand Voice before continuing. After selecting a Brand Voice, you can optionally click Edit to adjust the voice settings. For more info on creating a brand voice, see: Create Your Brand Voice. Immediately after, the guide continues: Configure Your Bot's Communication Preferences and Language Settings. - What to choose: Choose a Brand Voice from the dropdown or create a new Brand Voice before continuing. After selecting a Brand Voice, you can optionally click Edit to adjust the voice settings. For more info on creating a brand voice, see: Create Your Brand Voice - Controls: Brand Voice, Edit - Next: Configure Your Bot's Communication Preferences and Language Settings. #### **Step 5:** Bot Settings Configure Your Bot's Communication Preferences and Language Settings. - **Bot Name:** Give your bot a friendly identifier. - **Preferred Channels:** Select the channels where the bot should respond, such as Instagram, Facebook, SMS, and any other available connected channels. - **Bot Initial Message:** This is the first message the bot will send to users. If left empty, the bot will use a generic greeting. - **Make this as Primary Bot:** Enable this option if this bot should reply to inbound messages as the Primary Bot. Make sure the preferred channels are assigned to this bot. - **Wait Time Before Responding:** Set how long the bot should wait before replying, such as 2 seconds. Click **Next** after the Bot Settings are complete. ![Step 5: Bot Settings (image 5 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072409617/original/_nnWEVTqmw6HeVYirKkMV-qomkT2HIz9zw.png) **Step 5: Bot Settings (image 5 of 12)** This screenshot appears in the "Step 5: Bot Settings" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Click Next after the Bot Settings are complete. Immediately after, the guide continues: Choose the contact details the bot should collect. Available options shown in the setup include Name, Email, Phone, Street Address, and City. - What to click: Click Next after the Bot Settings are complete. - Controls: Next - Next: Choose the contact details the bot should collect. Available options shown in the setup include Name, Email, Phone, Street Address, and City. Full procedure: 1. Bot Name: Give your bot a friendly identifier. 2. Preferred Channels: Select the channels where the bot should respond, such as Instagram, Facebook, SMS, and any other available connected channels. 3. Bot Initial Message: This is the first message the bot will send to users. If left empty, the bot will use a generic greeting. 4. Make this as Primary Bot: Enable this option if this bot should reply to inbound messages as the Primary Bot. Make sure the preferred channels are assigned to this bot. 5. Wait Time Before Responding: Set how long the bot should wait before replying, such as 2 seconds. #### **Step 6:** Information Collection Choose the contact details the bot should collect. Available options shown in the setup include Name, Email, Phone, Street Address, and City. ![Step 6: Information Collection (image 6 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072418618/original/FZs1_81_xSlSo6fzqs1DK9OqFtMV6VniSw.png) **Step 6: Information Collection (image 6 of 12)** This screenshot appears in the "Step 6: Information Collection" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Choose the contact details the bot should collect. Available options shown in the setup include Name, Email, Phone, Street Address, and City. Immediately after, the guide continues: Add all the objectives you’d like the bot to complete. Enable Skip if Already Filled to prevent asking for existing contact data. - What to choose: Choose the contact details the bot should collect. Available options shown in the setup include Name, Email, Phone, Street Address, and City. - Next: Add all the objectives you’d like the bot to complete. Enable Skip if Already Filled to prevent asking for existing contact data. #### **Step 7:** Custom Question / Objectives Add all the objectives you’d like the bot to complete. Enable **Skip if Already Filled** to prevent asking for existing contact data. Common use cases include: - Ask for name, email, phone - Qualify lead with Yes/No questions - Offer scheduling link ![Step 7: Custom Question / Objectives (image 7 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072419146/original/xIWyrjSnVtGqrP-OLMl2yE6HL07i6_P9Iw.png) **Step 7: Custom Question / Objectives (image 7 of 12)** This screenshot appears in the "Step 7: Custom Question / Objectives" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Ask for name, email, phone Qualify lead with Yes/No questions Offer scheduling link. This part of the guide covers 3 fields, listed below. Immediately after, the guide continues: Enable Appointment Booking to allow the bot to book an appointment, then select the calendar the bot should use. - What this covers: Ask for name, email, phone Qualify lead with Yes/No questions Offer scheduling link - Fields: Ask for name, email, phone, Qualify lead with Yes/No questions, Offer scheduling link - Controls: Skip if Already Filled - Next: Enable Appointment Booking to allow the bot to book an appointment, then select the calendar the bot should use. Example values (illustrative, not read from the screenshot): - Ask for name, email, phone: +1 312 847 1928 Full procedure: 1. Ask for name, email, phone 2. Qualify lead with Yes/No questions 3. Offer scheduling link #### **Step 8:** Appointment Details Enable **Appointment Booking** to allow the bot to book an appointment, then select the calendar the bot should use.  You can also select workflows under **Trigger Workflows After Appointment Booking** if an automation should run after the appointment is booked. Use the secondary appointment toggles to decide whether the bot can manage existing appointments. - Enable **Allow bot to cancel the appointment** if the bot should be able to cancel appointments. - Enable **Allow bot to reschedule the appointment** if the bot should be able to reschedule appointments. ![Step 8: Appointment Details (image 8 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072418930/original/_KzipL4mnZTYBP-5J0s-Q411thpiAd9BeA.png) **Step 8: Appointment Details (image 8 of 12)** This screenshot appears in the "Step 8: Appointment Details" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Enable Allow bot to cancel the appointment if the bot should be able to cancel appointments. Enable Allow bot to reschedule the appointment if the bot should be able to reschedule appointments. Immediately after, the guide continues: Use Email Notification Settings to receive an email when the bot does not know the answer. Enable Receive Email Notification if The Bot Doesn’t Know the Answer, then choose who should receive the notification. - What this covers: Enable Allow bot to cancel the appointment if the bot should be able to cancel appointments. Enable Allow bot to reschedule the appointment if the bot should be able to reschedule appointments. - Controls: Appointment Booking, Allow bot to cancel the appointment, Allow bot to reschedule the appointment - Next: Use Email Notification Settings to receive an email when the bot does not know the answer. Enable Receive Email Notification if The Bot Doesn’t Know the Answer, then choose who should receive the notification. Full procedure: 1. Enable Allow bot to cancel the appointment if the bot should be able to cancel appointments. 2. Enable Allow bot to reschedule the appointment if the bot should be able to reschedule appointments. #### **Step 9:** Email Notification Settings Use Email Notification Settings to receive an email when the bot does not know the answer. Enable **Receive Email Notification if The Bot Doesn’t Know the Answer**, then choose who should receive the notification. ![Step 9: Email Notification Settings (image 9 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072418938/original/UFjBV2F9DqT1nikEwiaRNIG3qGgUhIvynw.png) **Step 9: Email Notification Settings (image 9 of 12)** This screenshot appears in the "Step 9: Email Notification Settings" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: Use Email Notification Settings to receive an email when the bot does not know the answer. Enable Receive Email Notification if The Bot Doesn’t Know the Answer, then choose who should receive the notification. Immediately after, the guide continues: Enable Conversation Summary when the system should generate a summary after a conversation becomes inactive. Configure the Set Inactivity Time value and the Minimum Messages required to generate Summary value. - What to choose: Use Email Notification Settings to receive an email when the bot does not know the answer. Enable Receive Email Notification if The Bot Doesn’t Know the Answer, then choose who should receive the notification. - Next: Enable Conversation Summary when the system should generate a summary after a conversation becomes inactive. Configure the Set Inactivity Time value and the Minimum Messages required to generate Summary value. #### **Step 10:** Enable Conversation Summary Enable **Conversation Summary** when the system should generate a summary after a conversation becomes inactive. Configure the **Set Inactivity Time** value and the **Minimum Messages required to generate Summary** value. You can also choose whether to trigger a workflow when the summary or transcript is generated, save the summary to a custom field, or receive an email notification for the conversation summary. ![Step 10: Enable Conversation Summary (image 10 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072418961/original/fk5FHlR_Ki4pTkgK9bFiOiZz_KIL0gLN3Q.png) **Step 10: Enable Conversation Summary (image 10 of 12)** This screenshot appears in the "Step 10: Enable Conversation Summary" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: You can also choose whether to trigger a workflow when the summary or transcript is generated, save the summary to a custom field, or receive an email notification for the conversation summary. Immediately after, the guide continues: After Bot Goals are configured, click Save. - What to choose: You can also choose whether to trigger a workflow when the summary or transcript is generated, save the summary to a custom field, or receive an email notification for the conversation summary. - Controls: Conversation Summary, Set Inactivity Time - Next: After Bot Goals are configured, click Save. #### **Step 11:** Save the Bot After Bot Goals are configured, click **Save**.  ![Step 11: Save the Bot (image 11 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072419766/original/maEWvd491TY0rruiGQRG7r4z2KKrtR1tbA.png) **Step 11: Save the Bot (image 11 of 12)** This screenshot appears in the "Step 11: Save the Bot" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: After Bot Goals are configured, click Save. Immediately after, the guide continues: After the bot is created, the Bot Created Successfully modal appears. The bot’s initial status is set to Off, which means it is not actively responding in conversations yet. - How to confirm: After Bot Goals are configured, click Save. - Controls: Save - Next: After the bot is created, the Bot Created Successfully modal appears. The bot’s initial status is set to Off, which means it is not actively responding in conversations yet. #### **Step 12:** Set the Status After the bot is created, the **Bot Created Successfully** modal appears. The bot’s initial status is set to **Off**, which means it is not actively responding in conversations yet. Choose one of the available status options: - **Off:** Turns off Conversation AI so the bot does not actively respond. - **Suggestive:** Suggests prompts within the chat window for a team member to review and send. - **Auto Pilot:** Allows the bot to reply automatically based on trained data. From this modal, you can also click **Test Your Bot**, open **Go To Advanced Settings**, or click **Save and Close** to finish setup. ![Step 12: Set the Status (image 12 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155072419833/original/9dyC8NK5VALmZvNhjdHQNlDPoR3zR_t87w.png) **Step 12: Set the Status (image 12 of 12)** This screenshot appears in the "Step 12: Set the Status" section of "Guided Form Based Setup for Conversation AI". The text alongside this image reads: From this modal, you can also click Test Your Bot, open Go To Advanced Settings, or click Save and Close to finish setup. Immediately after, the guide continues: Use Additional Instructions to give your bot extra context and guardrails so it follows your processes consistently and handles edge cases confidently. Character limit: Up to 2,000 characters (previously 1,200). - How to confirm: From this modal, you can also click Test Your Bot, open Go To Advanced Settings, or click Save and Close to finish setup. - Controls: Bot Created Successfully, Off, Test Your Bot, Go To Advanced Settings, Save and Close - Next: Use Additional Instructions to give your bot extra context and guardrails so it follows your processes consistently and handles edge cases confidently. Character limit: Up to 2,000 characters (previously 1,200). Full procedure: 1. Off: Turns off Conversation AI so the bot does not actively respond. 2. Suggestive: Suggests prompts within the chat window for a team member to review and send. 3. Auto Pilot: Allows the bot to reply automatically based on trained data. --- ## **Additional Instructions** Use Additional Instructions to give your bot extra context and guardrails so it follows your processes consistently and handles edge cases confidently. Character limit: Up to 2,000 characters (previously 1,200). Best practices - Define the bot’s role and boundaries. - Use clear do/don’t rules for tricky scenarios. - Keep bullets concise; put critical steps first. Where to find it 1. Go to Conversation AI and select Edit on the bot you would like to add instructions to. 2. Locate Additional Instructions. 3. Enter your guidance and Save. --- ## **Frequently Asked Questions** **Q: Can I switch between Guided Form and prompt-based bots?** Yes! From the bot creation screen, click the dropdown arrow next to “Create Bot” to choose your setup method. **Q: Can I edit the bot after it’s created?** Absolutely. Just open the bot from the Bot Manager and click “Edit.” **Q: What happens if the user doesn’t answer a question?** The bot will either retry, move on, or end the conversation—based on how you’ve configured each objective. **Q: Can I duplicate a bot?** Yes. Use the Duplicate option in the bot menu to reuse a configuration. **Q: Can I use Guided Form bots across channels like Instagram or WhatsApp?** Yes, as long as those channels are integrated into your GHL Customer Care setup. **Q: When does the Guided Form flow start if I set an Initial Message?** If you configure an Initial Message, the bot sends that welcome message first and waits for the contact’s next reply before starting the objectives/questions flow. If you leave Initial Message blank, the flow starts immediately on the first message. --- ## **Related Articles** - [Setting Up Conversation AI](https://docs.ghlcustomercare.com/docs/ai-employee/getting-started-w-conversation-ai/how-to-set-up-a-conversation-ai-bot) - [Conversation AI - Transfer Bot Action](https://docs.ghlcustomercare.com/docs/ai-employee/conversation-ai-goals-prompts-and-actions/conversation-ai-transfer-bot-action) - [Auto-Pilot Mode in Conversation AI for Efficient Communication](https://docs.ghlcustomercare.com/docs/ai-employee/conversation-ai-response-modes/auto-pilot-mode-in-conversation-ai-for-efficient-communication) - Conversations AI - Suggestive Mode --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com