The Complete Guide

The 3 HighLevel AI Tools Everyone Should Know

GHL gives you 3 AI tools. Most people use one wrong and ignore the other two. They're not the same tool, and they don't do the same thing.

This guide covers what each tool actually does, when to use it, and how to set it up — for any niche. Scroll down to the Niche Examples section to see it applied to a specific business type.

Part 1

💬

Conversational AI

📌What Is It?

Conversational AI is a tool that helps you manage customer interactions on messaging platforms such as WhatsApp, Facebook Messenger, and Instagram. It offers two core modes: Autopilot, which sends automatic replies after a set delay, and Suggestive, which provides reply suggestions for your approval before sending.

🎯When Should You Use It?

Automate replies to incoming messages without manual effort

Capture and qualify leads through structured conversations

Answer FAQs at scale, 24/7

Book appointments via chat, automatically

Reduce response time across multiple messaging channels simultaneously

🛠How to Set It Up

📍 Go To: Conversation AI → Bots → Create Bot

The Guided Form interface opens by default — no prompt writing needed!

Step 1 — Access Bot Creation

Navigate to the Conversation AI section, select Bots, and click Create Bot. The Guided Form interface opens by default — this is the easiest way to get started.

Conversation AI tab — click 'Create Bot' to begin

Step 2 — Enter Brand Information (Optional)

Optionally input basic brand details such as business name, type, and tone of voice. Providing this information helps the bot generate responses that align with your brand's style. This step can be skipped if a quick setup is preferred.

Guided Form Setup — recommended for most users

Step 3 — Configure Basic Bot Settings

Set an initial message that will be sent to new contacts when the bot initiates interaction. Configure properties including language, bot name, and behavior type.

Auto-Pilot Mode — Fully automated responses sent after a configured delay
Suggestive Mode — AI drafts replies for your review before sending

Configure channels, bot name, and behavior type

Step 4 — Define Objectives and Questions

Specify the goals the bot should achieve, such as collecting a user's name, email, phone number, website, or understanding their issue. Each objective is entered as a simple one-line item. The bot will follow the defined sequence strictly. Questions can be reordered by drag and drop.

Define what information your bot collects — drag to reorder

Step 5 — Set Up Actions

Assign actions triggered upon objective completion, such as:

Triggering workflows (e.g., enrolling contacts in sequences)

Updating custom fields (e.g., preferred contact time)

Booking appointments by selecting a calendar option

✅Key Benefits

Automating responses when unavailable using Autopilot mode

Receiving and customizing reply suggestions instantly with Suggestive mode

Controlling AI activation by pausing, resuming, or scheduling usage from mobile

Maintaining consistent messaging across supported channels

📱 Managing on Mobile

Initial setup must be completed on desktop. After setup, use the mobile app to engage in conversations — in Autopilot mode, AI sends replies automatically; in Suggestive mode, AI provides reply suggestions when typing, which you can edit and send.

Part 2

☎

Voice AI

🎙What Is It?

Voice AI enables automated handling of phone calls using intelligent voice agents. It understands and processes natural speech with contextual awareness, accurately transcribes and interprets spoken language, and connects seamlessly with the platform and other business tools. It offers 24/7 availability to provide continuous customer support without downtime.

⏰When Should You Use It?

Handle inbound calls automatically without live staff always being present

Answer common questions over the phone around the clock

Collect caller information (name, email, issue) automatically

Transfer calls to the right person based on conversation context

Serve multilingual customers in their preferred language (26+ languages)

Send SMS follow-ups or trigger workflows based on call outcomes

⚙How to Set It Up

📍 Go To: AI Agents → Create New Agent

Navigate to AI Agents → Create New Agent

Step 1 — Create the Agent

Navigate to the AI Agents section in your account settings and click to create a new agent.

Step 2 — Configure Agent Details

Name the agent
Confirm or update the business name
Select a voice from available options and preview it
Set the agent direction (default is inbound)
Customize the initial greeting message

Step 3 — Define Agent Goals

Choose between two modes:

Basic Mode — Select from predefined options to collect caller information such as name, email, and issue
Advanced Mode — Customize prompts, set call transfer conditions, trigger workflows, update contact fields, and configure SMS messaging

Step 4 — Set Up Workflows & Notifications

Set up workflows to trigger after calls (which can include translated summaries and transcripts if translation is enabled)

Configure email notifications to send call summaries, contact information, transcripts, and actions taken to specified recipients

Step 5 — Assign Phone Numbers & Working Hours

Assign the Voice AI Agent to one or more phone numbers within your account. Configure working hours to specify when the agent should handle calls. Calls outside working hours follow configured settings such as forwarding to voicemail or another number.

Step 6 — Test Before Going Live

Test the Voice AI Agent during setup by initiating test calls, selecting call type and scenario, and reviewing call history, transcripts, and feedback.

🌍Multi-Language Support

Voice AI supports over 26 languages including English, Spanish, French, German, Portuguese, Italian, Dutch, Hindi, Japanese, and many more, with a voice library of over 80 voices. When you change the language setting, the greeting message auto-translates — simply review and edit before saving.

💡 Pro Tip

Select the correct language during setup, as the agent processes and responds only in the configured language. Avoid including explicit language instructions in prompts to prevent confusion.

✅Key Benefits

Feature	Description
Natural Conversations	Understands and processes natural speech with contextual awareness
Speech Recognition	Accurately transcribes and interprets spoken language
Integration	Connects seamlessly with platform systems and other business tools
Customizable Responses	Allows tailoring of the agent's personality and replies
24/7 Availability	Provides continuous customer support without downtime

Part 3

🤖

Ask AI (AI Assistant)

🤖What Is It?

Ask AI is a built-in AI-powered assistant integrated directly into the platform interface, eliminating the need to switch between different tools or tabs. It combines artificial intelligence with your specific brand context to facilitate actions from a single interface. It's accessible via an icon in the top navigation bar.

It serves as your all-purpose AI helper for content creation, contact research, community setup, workflow guidance, and quick answers — all without leaving the platform.

⏰When Should You Use It?

Generate branded content (emails, social media captions, newsletters, etc.)

Quickly summarize a contact's history — calls, emails, payments, appointments, tasks — in one view

Create or set up communities step by step with AI guidance

Get help inside the Workflow Builder to understand triggers and actions

Brainstorm campaign ideas, blog CTAs, and creative marketing material

Make targeted updates to website/funnel elements like FAQs, image sliders, and menus without rewriting entire sections

⚙How to Use It

📍 Go To: Click the AI Assistant icon in the top navigation bar

Click the AI Assistant icon in the top navigation bar

Enter your request — content creation, community setup, ideas, or questions

The assistant will respond or guide you through the process

You can view chat history and revisit previous conversations

The assistant may ask clarifying questions to better understand your needs

✍Example: Generating Branded Content

Click the AI Assistant icon, enter a request such as "Create a new social media post for an Easter offer with 20% off all services", ensure brand voice settings are configured for personalized content, and the assistant will generate a draft that can be refined and copied for use.

👤Example: Summarizing a Contact

The Contact Summary Agent consolidates scattered contact information — communications, payments, appointments, and tasks — into a single, easy-to-understand summary.

Open the AI Assistant and type "Summarize a contact"

Select the desired contact from your contact list and submit

Review the generated summary or answers based on the latest data

You can ask natural language questions like:

→"What tasks are pending for [Contact Name]?"

→"When is [Contact Name]'s next appointment?"

💡 Pro Tip

No prior configuration is required — it works with any contact record containing data.

🏘Example: Creating a Community

Open the AI Assistant, request assistance (e.g., "Help me create a new community for local entrepreneurs"), provide details as prompted, and the assistant confirms creation and provides the community link.

⚙Using Ask AI in the Workflow Builder

The "Learn More" button (with a lightbulb icon) in the top-right corner of each trigger and action panel gives you instant contextual help — configuration instructions, validation rules, constraints, and practical examples — without ever leaving the builder.

✅Key Capabilities

Capability	What It Does
Branded Content Creation	Generates content tailored to your brand voice
Contact Summary Agent	Summarizes contact records and answers questions about them
Community Creation	Step-by-step AI-guided community setup
Workflow AI Assistance	Contextual help directly inside the workflow builder
List-Based Element Updates	Updates only the specific item you request (FAQ, slider, menu, etc.) without overwriting the whole list

Part 4

Side-by-Side Comparison

When to use each tool — at a glance.

Scenario	Conv AI	Voice AI	Ask AI
Customer sends a DM on Instagram/Facebook/WhatsApp	✓	—	—
Customer calls your business phone	—	✓	—
You need to write an email campaign	—	—	✓
Lead qualification via chat	✓	✓	—
Appointment booking via automation	✓	✓	—
Looking up a contact's full history	—	—	✓
24/7 phone support without staff	—	✓	—
Auto-reply to SMS/messaging channels	✓	—	—
Building a workflow and need help	—	—	✓
Multilingual customer support	✓	✓	—
Generating social media content	—	—	✓

Quick-Start

Quick-Start Checklist

Get all three tools live as quickly as possible.

Conversational AI

Decide: Autopilot or Suggestive mode?

Create your bot via Guided Form

Define your objectives (lead capture, FAQ, appointment booking)

Connect messaging channels (WhatsApp, FB Messenger, Instagram)

Voice AI

Create your Voice AI Agent in the AI Agents section

Choose Basic or Advanced mode

Assign a phone number and set working hours

Run a test call before going live

Ask AI

Configure your Brand Voice settings first for best results

Access via the AI Assistant icon (top navigation)

Try: summarizing a contact, generating content, or getting workflow help

Quick Summary

💬 Conversational AI → Your messaging automation powerhouse for chat channels (WhatsApp, Instagram, FB Messenger). Great for lead capture, FAQs, and appointment booking via text.

☎ Voice AI → Your always-on phone agent. Handles inbound calls, collects info, books appointments, and speaks 26+ languages — without any staff needed.

🤖 Ask AI → Your internal AI co-pilot. Use it to create content, summarize contacts, build communities, and get instant help inside the workflow builder.

Niche Examples

See It Applied to Your Industry

The guide above works for any niche. Below are specific examples showing exactly how to configure each tool for a particular business type — with suggested messages, objectives, and actions tailored to that audience.

Niche Example

Women's Business Coaching Brand

AI Setup Guide for Your Coaching Business

🎙

Step Zero — Set Up Your Brand Voice First

Your Brand Voice captures your tone, values, and messaging so that every AI interaction sounds authentically like your brand. Navigate to Brand Voice settings, click Add a New Brand Voice, and create from your website URL or a 50–100 word description.

✍ Example Brand Description for Coaches:

"I'm a business coach for women entrepreneurs. My tone is warm, empowering, and direct. I believe every woman has what it takes to build a thriving business, and I help them develop the strategy, mindset, and systems to do it. My brand is professional but approachable — like a trusted mentor who always keeps it real."

Once saved, your Brand Voice automatically applies across your Conversational AI, content generation, and Ask AI tools. You can create multiple brand voices later (e.g., one per program or offer).

💬 Conversational AI — Your Chat-Based Lead & Discovery Bot

The Scenario

A woman entrepreneur sees your Instagram post, clicks your link, DMs you on Facebook Messenger, or messages you via WhatsApp at 11pm. Instead of going cold, your AI bot qualifies her, collects her info, and books a discovery call — all automatically.

Brand Information

Business Type: Business Coaching / Life & Business Coaching
Tone of Voice: Warm, empowering, and professional

Basic Bot Settings

Setting	What to Enter
Bot Name	Something warm like "Ava" or "Your Coaching Assistant"
Behavior Type	Auto-Pilot (fully automated) or Suggestive (you review first)
Initial Message	See suggested message below ↓

💬 Suggested Initial Message:

"Hey sis! 👋 I'm so glad you reached out. I'm [Bot Name], the virtual assistant for [Your Business Name]. I'm here to learn a little about you and your business so we can figure out the best next step together. Ready to get started?"

Define Your Objectives (What the Bot Collects)

#	Objective	Why It Matters
1	Collect their first name	Personalizes the whole conversation
2	Collect their email address	Adds them to your CRM
3	Collect their phone number	For follow-up
4	Ask: "What type of business do you have or are building?"	Qualifies the lead
5	Ask: "What's your biggest challenge right now in your business?"	Uncovers pain points
6	Ask: "Have you worked with a business coach before?"	Gauges experience level
7	Ask: "What are you hoping to achieve in the next 90 days?"	Reveals goals & readiness

💡 Pro Tip

Enable "Skip if Already Filled" on name, email, and phone — so returning contacts aren't asked the same questions twice.

Additional Instructions (Custom Prompt Context)

"You are a warm and encouraging assistant for a women's business coaching brand. Always address the user by their first name once collected. Keep responses concise, supportive, and empowering. Never use corporate jargon. If someone asks about pricing or programs, let them know that the coach will share all the details on the discovery call. Do not discuss competitors. Always redirect off-topic questions back to the form."

Action Setup

Book an Appointment → Link to your Discovery Call calendar

Trigger a Workflow → Enroll them in your "New Lead Nurture" sequence

Put the Bot to Sleep → After the appointment is booked, disable bot responses so you can take over personally

Update Custom Fields → Save their business type, challenge, and 90-day goal to their contact record

☎ Voice AI — Your 24/7 Phone Agent

The Scenario

A potential client hears about your coaching program and calls your business number at 7am before she heads to work. Instead of hitting voicemail and never calling back, your Voice AI agent answers, gathers her information, and sets her up for next steps — even before you wake up.

Configure Agent Details

Setting	What to Enter
Agent Name	"Your Coaching Assistant" or something warm like "Jade"
Voice	Preview options — pick a warm, clear, professional female voice
Agent Direction	Inbound (answering calls that come to you)

🎙 Suggested Greeting:

"Thank you for calling [Your Business Name]! This is Jade, your virtual coaching assistant. I'm so excited you reached out. I'd love to learn a little about you and your business goals — can I get your name to get started?"

Define Agent Goals (Use Advanced Mode)

Collect: full name, email, type of business, #1 challenge, how they heard about you.

Action	Purpose
Update Contact Fields	Auto-save name, email, business type, challenge to CRM
Trigger Workflow	Enroll them in your "Phone Lead" nurture sequence after the call
Transfer Call	If caller asks to speak to a human, transfer to your personal number during business hours
Send SMS	After the call: "So great connecting with you! Here's my link to book your free discovery call: [link]"

Working Hours & After-Hours

✅ Recommended for coaches: Set the agent to handle calls 24/7 — women entrepreneurs are often researching solutions outside of 9–5. Don't miss those calls!

🤖 Ask AI — Your Built-In AI Co-Pilot

The Scenario

You're launching a new group coaching program. You need an Instagram caption, an email to your list, a blog post idea, and you want to quickly check in on a client before your call. Instead of jumping between tools, Ask AI does it all from one place — and it sounds like you.

✍Content Creation Examples

You Say...	Ask AI Delivers...
"Write an Instagram caption announcing my new 90-day group coaching program for women entrepreneurs"	A branded, empowering caption in your tone
"Create an email to my list about my upcoming free masterclass on pricing your services"	A full email draft ready to review & send
"Give me 5 blog post ideas for women entrepreneurs who are just starting their business"	5 titled, targeted ideas ready to develop
"Write a social media post for my Black Friday coaching sale — 30% off 1:1 sessions"	A promotional post that sounds like your brand

☎Before Every Coaching Call

"Summarize [Client Name]'s contact record"

Ask AI instantly pulls together recent emails, calls, open tasks, upcoming appointments, payment history, and notes — no more scrambling through multiple screens before a call.

✨Your Complete AI Ecosystem

Here's how all three tools work together for your coaching business:

Woman sees your content online

↓

DMs you on Instagram/WhatsApp

CONVERSATIONAL AI

Qualifies her, collects info, books discovery call

↓

She calls your business number

VOICE AI

Answers 24/7, gathers info, sends follow-up SMS

↓

You prep for her discovery call

ASK AI

Summarizes her contact record in seconds

↓

You close her as a client

ASK AI

Helps you write her welcome email & onboarding content

Every touchpoint — chat, phone, and content — works together, all branded, all automated, all powered by the voice and heart of your coaching business. 💜

Ready to get your AI tools set up the right way? Sarah Nayes at ConnectCraft AI specializes in GHL setup, brand voice training, and done-for-you AI automation.

Book a Free Discovery Call →

connectcraftai.com