> ## Documentation Index > Fetch the complete documentation index at: https://help.hoopai.com/llms.txt > Use this file to discover all available pages before exploring further. # Conversation AI actions > Set up AI agent actions including stop agent, human handover, appointment booking, auto follow-up, and workflow triggers. Conversation AI bots can perform special actions during a conversation, such as stopping the bot, transferring to another bot, handing off to a human agent, booking an appointment, or triggering a workflow. The Stop Bot Action feature enhances customer interactions by automatically stopping the AI bot's responses when specific conditions are met. It ensures smoother conversations, prevents unnecessary back-and-forth messaging, and gives you full control over your bot's behavior. Whether ending conversations gracefully or pausing interactions temporarily, this feature keeps your bot responsive and respectful. To get started, navigate to\*\*\*\* Settings > Conversation AI \*\*\*\*and create or choose an already existing bot. In this example, we will be using an existing bot. Screenshot

### Bot Goals Go to the ****Bot Goals**** tab, and select the \*\*\*\*Stop Bot \*\*\*\*option. A popup will appear where you can configure the settings. Screenshot

### Set Up the Scenario In the Popup, you will be able to; 1. \*\*\*\*Enable Scenario: \*\*\*\*Toggle this on to activate the Stop Bot action 2. \*\*\*\*Scenario name: \*\*\*\*Use a descriptive name, e.g., ****"Customer Not Interested Scenario."**** 3. ****Trigger Condition: ****Define the condition that will stop the bot. For example:**** "Customer not interested in the product." "User says goodbye."**** 4. \*\*\*\*Example Phrases: \*\*\*\*Add relevant phrases to help the AI recognize when to stop, such as: \*\*\*\*"No, thanks." "I'm not interested." "Goodbye." \*\*\*\*\*\*\*\* \*\*\*\* Screenshot

5. \*\*\*\*Final Message: \*\*\*\*Add a closing message to end the conversation gracefully. For example: ****"Thank you for your time! If you have any other questions, feel free to ask.**** 6. \*\*\*\*Reactivate Bot After: \*\*\*\*Adjust the ****Reactivate Bot After**** timer to ensure the bot can re-engage contacts after a short break. It is recommended to set it to 5–10 minutes instead of the default 24 hours for quicker re-engagement. 7. \*\*\*\*Add Custom Tags: \*\*\*\*Assign a tag (e.g., ****"Stop Bot"****) to categorize contacts for follow-up actions. 8. ****Delete Scenario: ****you can delete a scenario by selecting**** "Delete Scenario".**** Screenshot

Click ****"Save"**** to add the scenario to the bot. You can use the \*\*\*\*"New Scenario" \*\*\*\*option to create a brand-new stop-bot scenario and add additional scenarios for different use cases. Screenshot

### Why Use the Stop Bot Action? * ****Prevents Over-Messaging:**** Stops the bot from sending unnecessary messages when a customer is no longer engaged. * ****Improves Customer Experience:**** Ends conversations gracefully with a final message, leaving a positive impression. * ****Flexible Re-Engagement:**** Allows the bot to resume interactions after a set time, ensuring no opportunity is missed. This is a must-have feature if you use AI bots to manage customer interactions. By configuring specific trigger conditions, final messages, and reactivation timers, you can ensure your bot responds intelligently and respectfully to your customers' needs. ### FAQs Yes, you can create multiple scenarios for different use cases, such as "Customer Not Interested" or "User Says Goodbye." Ensure your trigger conditions are specific and test the bot to avoid unintended deactivation. You can always adjust the conditions or phrases as needed. You can set the reactivation timer to any duration. A setting of 5–10 minutes is recommended for quicker re-engagement. Yes, you can assign custom tags (e.g., "Stop Bot") to categorize contacts for follow-up actions. The Transfer Bot Action is designed to streamline the flow of conversations by intelligently routing users from one AI bot to another based on predefined user intents or trigger conditions. This feature enhances operational efficiency, simplifies complex workflows, and enables businesses to implement modular AI bot architectures. ## How It Works ### Navigate to Bot Goals Access the desired bot you wish to configure and go to the Bot Goals tab. Screenshot

### Select the "Transfer Bot" Action Choose the Transfer Bot action from the list of available options. Screenshot

### Configure the Transfer Scenario 1. ****Action Name****: Assign a clear, descriptive label that helps you identify the purpose of this scenario. 2. ****Destination Bot****: Select the appropriate AI bot to receive the conversation. Both the source and destination bots must be active on the same communication channels (e.g., live chat). 3. ****Trigger Condition****: Define the specific user intent or phrase that should initiate the transfer. 4. ****Example Phrases****: Add realistic user inputs that clearly illustrate the trigger condition. These sample phrases help train the bot to recognize specific language or expressions that should prompt a transfer to another bot. Providing a diverse set of examples improves accuracy in detecting user intent. Screenshot

Once you are satisfied with your configurations, click Save to retain your trigger scenario. Screenshot

The Transfer Bot Action significantly enhances the flexibility and intelligence of your bot ecosystem. By enabling dynamic handoffs between bots based on user needs, it provides a more personalized and efficient experience—empowering your business to scale AI support across diverse services with ease. ### ✍️Important Notes * Both bots must be set to Auto Pilot mode for the transfer to function properly. * If you are using the "Update Conversation AI Bot and Status" workflow action, ensure that you insert a Wait step in the workflow. Omitting this may result in the original bot continuously reassigning the conversation, which can disrupt the intended transfer logic. * By default, when a bot is assigned to a conversation but cannot provide an appropriate response, the system will automatically reassign the conversation to the Primary Bot—provided one has been configured. If this automatic fallback behavior is not required for your use case, you can disable it in the bot settings. The Auto Follow-Up feature empowers your Conversation AI to intelligently re-engage contacts in your workflows who have gone inactive, dropped off during a conversation, or requested a follow-up at a later time. By eliminating the need for manual outreach or complex workflow setups, this feature ensures timely, relevant follow-ups that maintain the flow of conversation and drive better results. ### Key Capabilities * ****Smart Drop-Off Detection****: Identifies unresponsive contacts or messages like "I'm busy" or "Call me later." Automatically schedules follow-ups based on user behavior. * ****Dynamic Channel Switching****: Automatically switches channels (e.g., from Live Chat to SMS) if engagement drops. Helps maximize message delivery and contact responsiveness. * ****Visibility via Response Info Pane****l: View all scheduled follow-ups directly within the Response Info panel. ## How It Works Log in to your account and navigate to the Conversation AI Agents List within the AI Agents section. Screenshot

Click Create New Bot to start fresh or click the three dots next to a prompt-based or flow-based bot and select Edit. ��****Note****: The Auto-Followup feature is not available for Guided Form Setup bots at this time. Screenshot

Inside the bot editor, navigate to Bot Goals in the top navigation, scroll to the Set Up Your Actions section, and click on Auto Followup to begin configuring follow-up behavior. Screenshot

This is how it will appear in the Flow-Based builder: Screenshot

Auto Follow-Up supports three key scenarios. You can enable each and define a sequence of up to five follow-up messages per scenario. ### Scenario 1: Contact Stopped Responding Toggle Enable Scenario ON, then add up to five follow-up sequences. For each sequence, set the delay (in minutes, hours, or days), choose between Let AI Send the Message (auto-generated based on context) or a Custom Message (manually entered), and optionally Trigger a Workflow by toggling it ON and selecting one from the list. ��****Note****: Avoid triggering another bot through a workflow, as this will disrupt the automated follow-up logic. Click + Add Followup to include additional sequences. Screenshot

### Scenario 2: Contact Marked as Busy Toggle Enable Scenario ON, then configure the follow-ups similarly to Scenario 1—set delay intervals, choose between AI-generated or custom messages, and optionally assign workflows as needed. Screenshot

### Scenario 3: Contact Requested a Follow-Up Toggle Enable Scenario ON. The first sequence will auto-set based on the contact's request. You can add up to five sequences—define delay intervals, customize messages, and optionally attach workflows as needed. Screenshot

To ensure follow-ups are timely and considerate, open ****Follow-Up Settings**** and configure the following options: * ****Enable Working Hours****: Set your preferred time window for follow-up messages (e.g., 9 AM – 6 PM). This setting applies only to follow-up messages, not general AI replies. If a follow-up is scheduled outside business hours, it will be deferred to the next available time slot. * ****Enable Dynamic Channel Switching****: Allow the bot to switch to an alternative channel (e.g., SMS) if the original becomes inactive. Supported platforms include Live Chat, Facebook, Instagram, WhatsApp, and SMS. On platforms like Facebook, Instagram, or WhatsApp, follow-ups automatically switch to SMS after 24 hours of no response (This setting is optional and can be turned off.) Click Save to apply changes. Screenshot

### Save All Changes Once you are satisfied with your configurations, click the global Save button to confirm and activate your Auto Follow-Up settings. Screenshot

You can then monitor scheduled follow-ups in the Response Info panel of the Conversation. Screenshot

For your Flow-Based bot, you can also open the builder to choose actions you would like to perform on contacts. Screenshot

By default, the workflow will trigger when a chat is initiated on your flow-based bot, but you can add other triggers such as when an appointment is booked or another custom scenario. Screenshot

Once you are satisfied with your triggers, go ahead and add some actions to bring your workflow to life. Don't forget to save your changes! Screenshot

Auto Follow-Up enables smarter, more responsive engagement by allowing your Conversation AI bot to reinitiate conversations based on real-time behavior. With customizable triggers, message options, working hour constraints, and channel flexibility, this feature ensures no lead is left behind—while maintaining a professional, timely user experience. Activate Auto Follow-Up today and let your AI assistant handle the follow-up work for you. ### ✍️Important Notes * Ensure the bot is active to send follow-ups * Avoid triggering another bot mid-conversation to preserve logic * Use realistic delay intervals to prevent spam complaints * Contact replies automatically cancel any scheduled follow-ups ### Frequently Asked Questions The follow-up logic is canceled automatically, and no additional messages will be sent for that session. Yes, you can either use AI-generated messages or enter your own custom responses. Set appropriate delays between messages and limit the number of follow-ups to maintain a respectful cadence. The Conversation AI helps you manage customer conversations efficiently. However, some conversations are best handled by your team. You can use the Human Handover action to keep the transition smooth. Let's go over how to do it! ## Adding The Action To start, navigate to the Conversation AI section inside your account settings and create a bot using the "Create Prompt-Based Bot" Option. Screenshot

If you've created one already, click the three-dot icon and select edit. Screenshot

Switch to the Bot Goals tab. Screenshot

Scroll down to Setup your Actions and click Human Handover. Screenshot

Enable the scenarios you want to transfer to team members. Screenshot

If none of the default scenarios suit your needs, click "+ New Scenario" to create one from scratch. Screenshot

Configure the scenario by adding: 1. Scenario Name: To identify your scenario. 2. Trigger Condition: To define when the conversation should be transferred. 3. Example Phrases: Provide a few lines for your bot to identify when to execute this action. Screenshot

1. Assign Conversation: Select the User the conversation should be assigned to from the drop-down menu. Once selected, you can check the box underneath to skip contacts who've already been assigned. 2. Final Message: Type a goodbye message so your bot can close the chat. 3. Reactivate Bot: Check the box if you'd like the bot to reply again after some time. 4. Create a Task: Check this box to add a task to the user assigned to the contact. 5. Add custom tags: Type or select any tags you want to add to the contact once they are transferred. Screenshot

Click Save to add this action to your bot's plan. Screenshot

There are some chats AI can't handle, so make the most out of your tools by using this action to relay chats to team members whenever your bot isn't connecting, providing a hybrid approach for best results. Your Conversation AI bots are a super helpful tool that can easily guide your contacts to any end goal you have. So, if that goal is having them book an appointment, the "Appointment Booking Action" is the best way to set up your prompt-based bots for success. Let's learn how! To start, navigate to the Conversation AI tab inside the AI Agents section and create a Prompt-Based Bot. Screenshot

Select your preferred bot type to access the builder, then switch to the Bot Goals tab. Screenshot

In the "Setup your Actions" section, select Appointment Booking. Screenshot

Select to use either a Single or Multiple Calendars. Screenshot

### Multiple Calendars If using multiple calendars, check the box next to your desired calendars, then click Proceed. Screenshot

In the AI Configuration step, enter an AI description that helps your bot match users with the correct calendar. Screenshot

Enter an additional description and any keywords that help further explain when the AI bot should assign the calendar to a contact. Screenshot

If you want to add a default calendar in case the bot can't match the contact with one of your selected calendars, check the box to enable it, then select which calendar to redirect them to. Screenshot

### Single Calendar If using a single calendar, pick your desired calendar, then click Proceed. Screenshot

### Advanced Options Tab Once the calendars have been set, continue to the Advanced Options Tab to define the logic for booking an appointment. This will consist of: 1. Don't book appointment: Selecting this option will limit the bot to only sending the booking link to the contact instead of booking the appointment for them. 2. Pause bot responses after booking: Selecting this option will stop further bot responses after an appointment is successfully booked. 3. Trigger workflow after booking: This option adds the contact to a selected workflow upon booking. 4. Transfer Employee post appointment booking: This option lets you connect the contact with one of your team members once they book an appointment. 5. Allow bot to cancel the appointment: Enable this option to allow the AI bot to cancel any existing appointments. 6. Allow bot to reschedule the appointment: Enable this option to allow the AI bot to reschedule any existing appointments. Screenshot

Finally, click save, and you're done! Now, your bots can automatically route appointments to the correct calendar without requiring manual setup, helping you easily book appointments and ensure customers are satisfied. We hope you enjoy it! The Trigger a Workflow feature enables you to automate specific actions by linking workflows within the AI conversation. Once a predefined condition is met during a customer interaction, the AI bot will automatically trigger the selected workflow. This functionality enhances operational efficiency, improves the user experience, and ensures the desired outcomes are achieved without requiring users to manually input every condition. ### Accessing the Trigger Workflow Feature Navigate to the Conversation AI tab within your account settings, then click an existing bot, or create a new one. Screenshot

Head to the Bot Goals tab and click on the Trigger a Workflow button to explore the available details. Screenshot

��****Note****: If you are creating a new bot, you will need to edit the bot's name or assign a new one before you can access this feature. Screenshot

### Setting Up the Trigger Workflow ****Action Name****: Assign a name for the action, which will help you easily identify the workflow in the future. Screenshot

****Select one or more Published Workflows to Trigger****: Choose the appropriate workflow from the dropdown menu. Ensure that the selected workflow has been published before selection. This will be the workflow triggered when the defined condition is met. Screenshot

****When to Trigger the Workflow****: Describe the condition that should activate the workflow in this field. This description allows the AI to recognize when the trigger should occur. For instance, if the condition is when a customer wants to book an appointment, write: "Customer wants to book an appointment." Screenshot

The AI will then activate the workflow when a similar condition arises during the conversation. Once finished, click Save to finalize your settings. To add multiple triggers, click the "+New Workflow Trigger" button and repeat the steps above. Screenshot

By following these steps, the bot will automatically trigger the specified workflow when the defined condition is met, streamlining processes and enhancing customer interactions. ### ✍️Important Notes 1.When creating trigger conditions, ensure that they naturally guide the conversation toward the desired action and align with the customer's response to the trigger condition. For example, if the condition is "Customer wants to book an appointment," structure the prompt so the bot asks, "Would you like to book an appointment?" This encourages the condition to emerge naturally during the interaction. 2. In cases where multiple conditions are triggered simultaneously (e.g., "update contact info" and "trigger workflow"), the AI will prioritize one action. For example: * ****Update Contact Info****: Updates the date of birth when the user provides it. * ****Trigger a Workflow****: Initiates a workflow when the user provides their date of birth. In such cases, the AI will decide which action to take based on its prioritization system. 3. Triggers can be activated based on responses from either the bot or the user. This ensures workflows can be triggered regardless of whether the condition arises from the bot leading the conversation or from the user's input. 4. Do not configure a Trigger a Workflow action for a workflow that has already been published with the same trigger in Workflow Automation. Doing so could result in the workflow being executed twice, causing unintended duplication of actions. By understanding these guidelines and best practices, you can make the most out of the Trigger a Workflow feature, ensuring a smoother, more efficient process for both your team and your customers.