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AI Automation UK — Client Setup

Welcome! Please fill in all sections that apply to your service. This takes around 5–10 minutes and is everything we need to build your system. We'll be in touch within 24 hours to confirm your go-live date.

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Full Name

Business Name

Business Website URL

Your Email Address (your main business email — where you want alerts and notifications sent)

Your Phone Number

Your Google account email (the Gmail we share your Google Sheet with — can be the same as above or different)

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Which service did you purchase?

Describe your business — what you do, who your ideal customers are, and roughly what you charge

Your location / service area

Your preferred brand tone

OpenAI API key — needed for all AI systems (platform.openai.com → API Keys → Create new secret key → copy it here). We guide you through this if needed.

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Gmail address for sending automations

Gmail App Password — Go to: Gmail → Manage Account → Security → 2-Step Verification → App Passwords → Create one for 'Mail' → copy the 16-character code

Is IMAP enabled in that Gmail? — Go to: Gmail → Settings (top right) → See all settings → Forwarding and POP/IMAP → Enable IMAP → Save

Yes

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Your Google Business Profile URL

Your Google Review short link — find it in Google Business Profile → Ask for reviews → Copy link

Preferred tone for AI review responses

If 'Brand-specific' — describe your exact tone here

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Do you already have a prospect list?

Yes

If yes — describe your prospect list (how many contacts, what format, where it came from). If no — what types of businesses or people do you want to target?

Your outreach goal

3–5 sentence paragraph about your services and pricing — the AI will reference this in every message. Be specific.

Target industries or business types you want to reach

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Where do your leads currently come from? List all sources.

What makes someone a good (qualified) lead for you? Be specific.

Do you use a CRM?

If HubSpot / GoHighLevel / Pipedrive — paste your API key here. (We'll guide you if you're unsure how to find it)

Your pipeline stages in order (leave blank if you want us to set up a standard one)

Your website contact form URL or lead intake page URL (we connect this so the AI picks up new leads automatically — no tech skills needed from you)

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Which platforms are you active on? (tick all that apply and note your handle/page name for each)

3–5 content themes or topics your business posts about

2–3 examples of existing posts that represent your brand voice (paste text or links — optional but very helpful)

Brand colour hex codes (e.g. #1a1a2e, #c9a84c)

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 📅 BOOKING & APPOINTMENTS ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

What booking system do you use?

If 'Other' — which booking system / how do you currently take bookings?

Cal.com API key (if you use Cal.com — we walk you through getting this in under 5 minutes)

When should reminders be sent before appointments?

24 hours before

48 hours before

Both 48h and 24h before

Morning of appointment only

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Your top 20–30 customer questions with your preferred answers (the AI learns from these — the more detail, the better)

Email priority categories — how would you like your inbox organised? (e.g. New Leads, Client Replies, Complaints, Invoices, Spam)

VIP contacts or email domains that should always be flagged as urgent

Reply preference

AI drafts replies for my review before sending

AI auto-sends pre-approved response types (FAQs, confirmations)

AI auto-sends everything (I'll review escalations only)

Escalation rules — which types of enquiry should ALWAYS go to a human (never auto-responded)?

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 📞 AI RECEPTIONIST — SETUP Powered by Retell AI. We handle all configuration. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Business address and opening hours for each day of the week

Full services list with pricing (the AI needs this to answer customer questions accurately)

Your top 10 FAQs that customers ask most often — with your preferred answers

Call escalation rules — when should the AI transfer to a human, and what number?

How do you take bookings?

Calendar link (we'll set up Cal.com for you)

AI takes customer details over the phone

Direct customer to your website to book

Cal.com account email (the email you use to log into Cal.com)

Cal.com API key — cal.com → Settings → Developer → API Keys → Add → copy it here

Your Cal.com booking link URL (the link you send to customers to book)

Would you like to add SMS Reminders to your AI Receptionist? (Optional add-on — sends automated text reminders before appointments)

Yes

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Full services list with pricing breakdown for every package you offer

Do you have an existing quote or proposal template? If yes, describe its sections / paste the structure. If no, we'll build one for you.

Company logo URL or Google Drive link (PNG or SVG — for branded proposals)

Brand colour hex codes for proposals

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What angle do you want to use to win back past clients?

How long since last contact before the AI reaches out?

Your past client list — describe what system they're in (we'll guide you through the one-time export, takes under 10 minutes)

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How many follow-up touches do you want over how many days? (we recommend 5–7 over 14 days)

Preferred follow-up channels

Email only

SMS only

Email + SMS

Existing contacts to follow up — where are they stored? (one-time export, we guide you through it)

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 🔍 SALES DISCOVERY & QUALIFICATION ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Your qualification criteria — what makes someone a good lead? Be specific about budget, location, service needed, urgency, etc.

Your website contact form or landing page URL (we connect a webhook — no tech skills needed from you)

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Matter types your firm handles (so the AI categorises and prioritises correctly)

Expected response timeline to communicate to clients

Website contact form or intake page URL (we connect the webhook)

Escalation rules — which matter types or client situations should always go to a solicitor immediately?

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 🏠 REAL ESTATE LEAD NURTURE SETUP ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Your property specialisms and target areas

Your active leads — where are they stored? (we do the one-time setup with you)

Any specific properties or developments to promote in nurture emails (optional)

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Venue name, full address, and 3–5 local recommendations to include in welcome emails

Special services or upsells to mention to guests (breakfast, parking, late checkout, spa, room upgrades, etc.)

Your booking system / platform (we connect to most major platforms during setup)

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Job application form or careers page URL (we connect the webhook)

Hiring manager email for receiving AI-scored application briefs

Hiring criteria for your current open roles — what makes a strong candidate? (one set of criteria per role)

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How will new staff be added / what triggers the onboarding sequence?

If 'Other' — describe how you currently notify the team when someone new starts

First-week information, policies, or links to include in the welcome email

Company culture and values — what do you want every new team member to understand about working here?

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 📊 BUSINESS PERFORMANCE REPORTS SETUP ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Your key business KPIs — what numbers matter most to you? (we help define these if you're unsure)

Where is your business data? (CRM, spreadsheet, accounting software — or we create a simple monthly input template)

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How many days after job completion should the AI reach out for a review?

Your completed client list — where is it stored? (one-time import, we handle this during setup)

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Anything else we should know? Specific goals, concerns, things you've tried before, or anything that would help us build your system better.

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Social Media Accounts — AI Social Auto-Poster onlyWe need temporary access to connect your Facebook Page, LinkedIn, and X account during setup. Your details are used once and never stored.

Your Facebook Page URL (Auto-Poster clients only)

Facebook login email (Auto-Poster clients only — used once to connect your Page)

Your LinkedIn profile or Company Page URL (Auto-Poster clients only)

X (Twitter) username (Auto-Poster clients only)

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 🤖 AI PERSONAL ASSISTANT Only fill in this section if you purchased the AI Personal Assistant service.