The Guided Form Bot is a simplified bot creation method within Conversation AI. Instead of writing custom prompts, you can complete a guided form that defines the bot’s objectives and key behavior. Behind the scenes, the system generates an intelligent, logic-based conversation flow tailored to your needs. Read on to learn how to launch effective AI interactions quickly, without requiring deep technical or conversational design expertise.
Key Benefits of the Guided Form Bot #
- No Prompt Writing Required: Skip manual scripting and let the system build the conversation for you.
- Fast Setup: Build a fully functional bot in under 3 minutes.
- Smart Responses: Logic-based replies customized to your objectives.
- Lead Capture & Qualification: Collect contact data, schedule calls, and qualify leads with ease.
- Reusable Templates: Save time by reusing bots across different campaigns.
- Seamless Integration: Connects easily with workflows, tags, and channels within your account.
How to Set Up the Guided Form Bot #
Access the Bot Builder #
Navigate to Conversation AI from the AI Agents tab or your account settings, then click Create Bot.
The Guided Form interface will open by default. From here, select the type of bot you wish to create—either a General Q&A Bot or an Appointment Booking Bot. For the purposes of this guide, we will proceed with the General Q&A Bot configuration.
Input Brand Information #
Select an existing Brand Voice from the dropdown menu (1), or create a new one tailored to your needs (2). The Company Name and Tone of Voice will appear in the preview window and can be modified directly within this view (3). Once you’ve confirmed your selections, click Next to proceed (4).
Supplying brand-specific details helps ensure the AI communicates in a tone and style that aligns with your brand identity.
Configure Basic Bot Settings #
Define how the bot interacts with users:
- Bot Name: Assign a name that reflects your brand or creates a friendly, approachable identity for the bot.
- Preferred Channels: Select the communication channels where the bot will be active (e.g., SMS, WhatsApp, Instagram).
- Set as Primary Bot: Enable this option to designate the bot as the default for handling incoming conversations across selected channels.
- Wait Time Before Responding: Set a delay before the bot replies, to simulate a more natural response cadence.
- Initial Message: Define the first message users will see when the conversation begins; this sets the tone and invites engagement.
Once these fields have been completed, click Next to go to the final step.
Define Objectives and Questions #
In this step, define the specific objectives you want the bot to achieve. For example, you can add custom questions to collect user information such as name, phone number, or email address—ensuring each response is accurately mapped to the appropriate fields within your CRM.
Rearrange questions using drag-and-drop, or delete them by clicking the associated trash can.
Additionally, you can enable the Skip if Already Filled option to prevent the bot from requesting information that has already been captured. You may also configure the bot to book appointments on behalf of customers or send an email notification to designated users when it encounters a question it cannot answer.
For Appointment Booking Bots, selecting a calendar is required to manage scheduled bookings. You may also optionally assign a workflow from the dropdown menu to be triggered upon appointment confirmation. Additionally, you can enable options to allow the bot to cancel or reschedule existing appointments based on user requests.
Confirm all configurations, then click Save to launch your bot.
Once your bot is live, configure the behavior type in the popup window and use the preview window to simulate conversations. You can also go to the Advanced Settings to view and manage other bot configurations.
Additionally, you can monitor engagement by tracking user interactions in the Conversation tab, and integrate the bot with Workflows to automate actions based on user responses. You can also create bot variants tailored to specific use cases such as customer support, lead generation, or event registration to maximize effectiveness across different scenarios.
The Guided Form Bot empowers you to launch intelligent, branded chatbot experiences without technical friction. Whether you’re enhancing lead capture, automating replies, or personalizing outreach, this setup method ensures you can deliver impactful conversations—quickly and reliably.
Frequently Asked Questions #
Can I switch between Guided Form and prompt-based bots? #
Yes. Use the dropdown next to “Create Bot” to choose either method.
What happens if a user doesn’t respond? #
You can configure the bot to retry, skip, or end the conversation.
Can Guided Form bots work across multiple channels? #
Yes, as long as the channel is integrated into your account.
What types of Guided Form bots can I create? #
You can create a General Q&A Bot or an Appointment Booking Bot, depending on whether your goal is answering questions or scheduling appointments.
How does the bot map answers to my CRM? #
When you add questions to collect information such as name, phone number, or email, each response is mapped to the appropriate fields in your CRM automatically.
Can the bot handle appointment cancellations or reschedules? #
Yes. For Appointment Booking Bots, you can enable options that let the bot cancel or reschedule existing appointments based on user requests.
