How to Set Up Use AI Assistants with GoHighLevel: The Complete Guide

Create a New Client Account #

Whenever a new client comes on board, the first step is to create their account.

1. Go to  account.affordablecare.ai.
   
2. Enter the following details:
   
   • Company Name
     
   • Client Name
     
   • Email Address
     
   • Password
     
3. Click on Sign Up to complete the registration.
   
   
   

Log In to the Account #

After completing the signup process, the client account will be created successfully.

1. Go back to account.affordablecare.ai.
   
2. Enter the registered Email and Password.
   
3. Click on Login.
   
4. You will now be redirected to the client’s dashboard.

Set Up Company Details #

Once you log in, the next step is to set up the company details.

1. From the dashboard, go to the Settings tab.
   
2. Click on Company Settings.
   
3. Fill in the required fields:
   
   • Company Name
     
   • Email Address
     
   • Phone Number
     
   • Website URL
     
   • NPN (National Producer Number)
     
   • Hours of Operation
     
   • Short Business Description
     
4. Save the changes to update company information.
   
   

Step 4: Configure Theme Settings #

After setting up company details, the next step is to customize the theme.

1. Navigate to the Settings tab.
   
2. Click on Theme Settings.
   
3. Upload your branding files:
   
   • Light Mode Logo
     
   • Dark Mode Logo
     
   • Favicon Image
     
4. Customize theme colors for each panel by entering the color codes:
   
   • Admin Panel Theme Color
     
   • Employee Panel Theme Color
     
   • Client Panel Theme Color
     
5. You can choose Dark Mode or Light Mode depending on your brand preference.
   
6. Save the changes to apply your theme.

Default AI Assistants
#

After a new client signs up, the system automatically provides three pre-built AI Assistants:

1. Receptionist Assistant – Handles incoming calls, greets clients, and answers basic queries.
   
2. Missed Appointment Assistant – Follows up with clients who miss scheduled appointments.
   
3. Appointment to Transfer Assistant – Transfers booked appointments to the right person or department.
   

These assistants are available by default to help you get started quickly.

Add Agent Details #

After completing the company and theme setup, the next step is to add agent details.

1. Go to the Agent Settings tab.
   
2. Click on Add New Agent.
   
3. Fill in the required information:
   
   • Name
     
   • Email Address
     
   • Phone Number
     
   • Gender
     
   • NPN (National Producer Number)
     
4. Save the details to create the agent profile.

   
   

Connect GoHighLevel Account #

To integrate with GoHighLevel, follow these steps:

1. Go to the Integration tab.
   
2. Click on the Connect button under GoHighLevel.
   
3. A window will open showing available HighLevel sub-accounts.
   
4. Select the sub-account you want to integrate with this client’s account.
   
5. Confirm the integration.

Integrate Twilio Account #

To enable calling and messaging features, you need to connect Twilio with the system.

1. Go to the Integration tab.
   
2. Click on Connect Twilio.
   
3. Enter your Twilio Account SID and Auth Token.
   
4. Click Save & Connect.
   
5. Once connected, you can start purchasing numbers

Verifying Integrations #

After connecting GoHighLevel and Twilio accounts, the system shows their connection status:

1. The Connect button text changes to Disconnected and the button color turns red.
   
2. Below the GoHighLevel button, you will see the HighLevel Location ID.
   
3. Below the Twilio button, you will see the Account SID.
   

✅ This confirms that the correct GoHighLevel sub-account and Twilio account are connected successfully.

Tools for the AI Assistant #

What Are Tools in an AI Assistant?

• Tools are like features or skills that you give to the AI Assistant.
  
• Without tools, the assistant can only talk.
  
• With tools, the assistant can also take action while talking.
  

Why Are Tools Important?

• They make the assistant more useful.
  
• Instead of just answering questions, the assistant can also do work automatically (like booking, tagging, updating).
  
• Tools save time and effort by reducing manual tasks.
  

Role of Tools

• Tag Tool → Assistant can mark who is interested or not.
  
• Pipeline Tool → Assistant can move leads to the correct stage in sales.
  
• Appointment Tool → Assistant can book meetings directly.
  
• Transfer Tool → Assistant can connect the caller to a real human when needed.

Select AI Assistant Tools #

After integrations are complete, the next step is to configure tools for your AI Assistant.

1. Go to the AI Assistant tab.
   
2. Choose the tools you want to attach to the assistant. Common options include:
   
   • Add Tag – Automatically tag leads based on interactions.
     
   • Booking Slot – Schedule appointments directly into the calendar.
     
   • Update Pipeline – Move leads through sales stages automatically.
     
3. These tools are already available by default when an account is created. You just need to select them.
   
4. You can also create custom tools if needed, depending on your business workflow.

   
   

1. Tag Selection Tool #

Purpose: Automatically assign tags to leads based on their actions or responses.

How to Use:

• Provide a tool name (e.g., handle_aca_interested). Always use underscores instead of spaces.
  
• Fetch tags directly from GoHighLevel (GHL).
  
• Select the appropriate tag (e.g., “interested”, “aca lead”).
  

Trigger Point: Trigger when the prospect states they’re on ACA and wants more information or to enroll.

2. Moving to Pipeline Tool #

Purpose: Update the lead’s position in your sales pipeline automatically.

How to Use:

• Define the pipeline stages (e.g., booking_stage, followup_stage).
  
• Select the transition (e.g., move from Lead Stage → Follow-Up Stage, or Follow-Up → Appointment Scheduled).
  

Trigger Point: Automatically move the contact to a Appointment Booked stage when an appointment is booked.

3. Scheduling Appointment Tool #

Purpose: Allow users to book appointments directly through the AI Assistant.

How to Use:

• Select the calendar that you want to connect for scheduling.
  
• The AI Assistant will automatically fetch available time slots from this calendar.
  During the conversation, the assistant will suggest available slots and confirm the booking with the lead.
  

Trigger Point: Trigger when the prospect asks to schedule a call or “book a time”—this will fetch available slots from your calendar integration and return them for booking.

Configure Transfer Agent #

After selecting tools for your AI Assistant, the next step is to configure Transfer Agent settings.

1. Scroll down below the tools section in the Assistant setup.
   
2. Select the Primary Transfer Agent – this is the live agent (or phone number) where the call should be transferred if a lead says “I want to talk to a live agent.”

   
   3. Configure a Transfer Fail Assistant – in case the transfer to the primary agent fails, the call will be automatically redirected to the selected assistant.

Buy a New Phone Number #

To use your AI Assistant for calls, you need to purchase a phone number.

1. Go to the Assistant tab.
   
2. Click on the Phone Numbers section.
   
3. Before buying a number, make sure your Twilio account is connected
   
4. Once confirmed, click Buy New Number.
   
5. Select the desired phone number from the available options.

Create Calling Campaign #

After buying phone numbers, the next step is to create a campaign for outgoing calls.

1. Go to the Campaigns tab.
   
2. Click on Create New Campaign.
   
3. Enter the campaign details (e.g., campaign name ).
   
4. Select the phone numbers you purchased earlier to use for outgoing calls.
   
5. Assign the campaign to the relevant AI Assistant.
   
6. Set the Maximum Calls Per Number Per Day to control how many calls each number can make daily.
   
7. Save the campaign.

Number Warm-Up Process  #

To avoid numbers being flagged as spam, follow the warm-up process. As each stage updates, you can safely increase the number of daily calls according to that stage.

Stage 1 → 10 calls per day for 7 days

• After completing 7 days of 10 calls/day (within the last 30 days or during the first 7 days), the number automatically moves to Stage 2.
  

Stage 2 → 20 calls per day for 7 days

• At this stage, you can safely increase daily calls up to 20.
  

Stage 3 → 30 calls per day for 7 days

• At this stage, daily calls can be increased to 30.
  

After completing Stage 3, each number can safely handle 40 calls per day.

Assign Number to Receptionist Assistant #

The Receptionist Assistant is responsible for handling incoming calls, so you must assign it a phone number.

1. Go to the Phone Numbers tab.
   
2. From the list of purchased numbers, select the number you want to connect with the Receptionist Assistant.
   
3. In the number settings, choose Assign to Assistant.
   
4. Select the Receptionist Assistant from the dropdown.
   
5. Save the changes.

AI Caller Workflow Set-up in GoHighLevel #

After assigning numbers to the Receptionist Assistant, you now need to continue the setup inside GoHighLevel (GHL).

1. Log in to your GoHighLevel account.
   
2. Navigate to Automation → Workflows.
   
3. Locate the folder named AI Caller.
4.   Open the Outgoing Caller Workflow from this folder.
   
   
   

Update Webhook Action in Outgoing Caller Workflow #

Once you open the Outgoing Caller Workflow inside GoHighLevel, you need to configure the webhook action so that it sends the correct client details to the AI Caller.

1. Inside the Outgoing Caller Workflow, locate the Webhook Action.
   
2. Click on it to open the configuration.
   
3. Update the Custom Data Fields according to the client’s details:
   
   • ai_bot_name → Example: Ava, Chris, Sarah
   • ai_call_business_niche → Example: Life Insurance, Medicare, ACA, Dental
   • ai_call_goals_for_leads → Example: Qualify the lead by confirming their name, checking current coverage, gauging interest in final expense plans, collecting age, zip code, smoker status, and budget, then connect to a licensed agent or schedule a callback if eligible.
   • ai_call_first_message → Example:
     “Hi, this is Chris calling from Immediate Burial Insurance. You recently showed interest in Final Expense Life Insurance. I just wanted to quickly check — is now a good time to talk?”

Note:

• In the ai_call_first_message, you must always update the Bot Name, Business Name, and Business Niche to match the client’s details.

Note:

• You can enter values directly (plain text) or use Custom Values from GoHighLevel.

Add Campaign ID in Webhook Action #

1. In the Webhook Action of the Workflow, scroll to the Campaign ID field.
   
2. Go to your SaaS Account → Campaigns.
   
3. Copy the Campaign ID of the campaign you want this workflow to trigger. 

   

4. Paste the ID into the Campaign ID field in the webhook action.

Add Assistant ID in Webhook Action #

1. In the Webhook Action, locate the Assistant ID field.
   
2. Go to your SaaS Account → Assistants.
   
3. Copy the Assistant ID of the assistant that should handle this workflow’s calls. 

   

4. Paste the ID into the Assistant ID field in the webhook action.

   

Set Up Call Forwarding from GHL Number to Receptionist Assistant #

Once the Outgoing Caller is ready, you can also set up call forwarding so that any call made to your GoHighLevel (GHL) number is automatically forwarded to the Receptionist Assistant.

1. Log in to your GoHighLevel account.
   
2. Go to Settings → Phone Numbers.
   
3. From the list, select the GHL Number you want to forward.

   

4. In the forwarding settings, choose Forward Calls To → Receptionist Assistant Number.
   
5. Save the changes.