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The flow-based bot builder lets you design a Conversation AI bot using Hoop’s familiar visual workflow canvas. Instead of writing a prompt, you visually define the conversation’s structure — branching paths, conditions, AI responses, and actions — the same way you’d build an automation workflow. This approach is ideal for teams who are more comfortable with the automation builder than with prompting AI bots, or who need highly structured, deterministic conversation flows.

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Creating a flow-based bot

1

Navigate to Conversation AI

Go to AI Agents > Conversation AI and switch to the Agents List area.
2

Create a new bot

Click + Create Bot and select Flow Builder from the options.
3

Configure bot settings

On the Bot Settings tab:
  • Enter the bot’s name
  • Set the bot status to Auto Pilot (the bot must be in Auto Pilot to respond autonomously)
4

Launch the flow builder

Switch to the Bot Goals tab and click Launch Flow Builder. The familiar workflow builder opens.
5

Build the conversation flow

Design your bot’s conversation logic using AI-specific actions:
  • AI Capture — collect information from the contact (name, email, intent, etc.)
  • AI Message — send an AI-generated or templated response
  • Custom Triggers — fire specific actions based on what the contact says
  • If/Else — add conditional branches based on collected information or bot state
  • Other standard workflow actions — book appointments, trigger workflows, add tags, etc.
6

Save the flow

Click Save in the workflow builder, then click Back to Conversation AI to return to the bot settings.
7

Complete setup

Back in the bot configuration:
  • Configure the bot’s tone, personality, and conversation intent
  • Set up additional actions (appointment booking, workflow triggers, etc.)
  • Configure the bot’s ability to cancel and reschedule appointments if needed
  • Click Save

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AI actions available in the flow builder

ActionWhat it does
AI CapturePrompts the contact and extracts specific information (e.g., name, email, appointment preference)
AI MessageSends a message using the bot’s configured personality and context
Custom TriggersListens for specific intents or keywords and routes the flow accordingly
Combined with standard workflow actions (If/Else, Add Tag, Book Appointment, Trigger Workflow), you can build sophisticated, multi-path conversations that feel natural to the contact.

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When to use the flow builder vs. prompt-based bot

ScenarioRecommended approach
Simple Q&A and general inquiry handlingPrompt-based bot
Complex multi-step data collectionFlow-based builder
Strict decision trees with defined outcomesFlow-based builder
Natural open-ended conversationPrompt-based bot
Team familiar with workflow builderFlow-based builder
Rapid deployment with minimal configurationGuided form or prompt-based

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Managing multiple calendars and workflows

The flow-based builder’s main advantage for complex bots is the ability to:
  • Handle multiple calendar types from a single bot — route different contact types to different calendars via If/Else branches
  • Apply different workflows based on lead type, location, service requested, or any other captured field
  • Combine AI understanding (what the contact says) with structured logic (what happens next)
The flow-based builder is particularly powerful for businesses with multiple service lines, locations, or team members that need to route appointment bookings to the right calendar automatically.
Last modified on March 4, 2026