# Configure your appointment automation Source: https://help.hoopai.com/academy/calendars/configure-your-appointment-automation Build workflows that automatically confirm bookings, send reminders before appointments, and follow up afterward — so every client receives the right message at the right time without any manual effort. Once a contact books an appointment, the work of keeping them engaged and prepared should be automatic. The HoopAI Platform lets you build workflows triggered by appointment events — booking confirmed, appointment starting, appointment completed — and chain together messages, reminders, tags, and pipeline updates that fire precisely when they should. Configure appointment automation article ## Why this matters Without automation, no-shows happen. Contacts book an appointment, forget about it, and miss it — because nobody sent a reminder. Research consistently shows that a single reminder message sent 24 hours before an appointment reduces no-shows by 25-40%. Two reminders — 24 hours and 1 hour before — reduce them further. Setting this up once inside a workflow means it runs automatically for every appointment, forever, with no staff action required. ## How to configure appointment automation Go to **Automation** > **Workflows** and click **Create Workflow**. Choose **Start from Scratch** to build a custom appointment flow, or look for an appointment-related pre-built recipe to use as a starting point. New workflow creation for appointments Click **Add Trigger** and select **Appointment Status**. This trigger fires whenever an appointment changes status — for example, when a contact books a new appointment and the status becomes Confirmed. Configure the trigger filters: * **Calendar:** Select the specific calendar this workflow applies to — or leave blank to apply to all calendars * **Status:** Select **Confirmed** to trigger on new bookings, **Cancelled** to trigger on cancellations, or **No Show** to trigger when appointments are missed Build separate workflows for Confirmed, Cancelled, and No Show status changes. A Confirmed workflow sends confirmation and reminders. A Cancelled workflow acknowledges the cancellation and offers a rebook link. A No Show workflow follows up and offers a second chance to book. Add a **Send Email** or **Send SMS** action as the first step in your workflow. This fires the moment the appointment is confirmed — before any reminder timing is needed. Example confirmation SMS: > "Hi \{\{contact.first\_name}}, your appointment is confirmed for \{\{appointment.start\_time}}. Add it to your calendar: \{\{appointment.ics\_link}}. Reply STOP to opt out." Example confirmation email: * Subject: "Your appointment is confirmed — \{\{appointment.start\_time}}" * Body: Include appointment date, time, location or Zoom link, and what to prepare Appointment confirmation SMS action in workflow builder Add a **Wait** action after the confirmation message. Configure the wait to hold until **24 hours before the appointment start time**. The platform supports appointment-relative wait steps — you do not need to calculate the exact delay manually. After the wait, add a **Send SMS** or **Send Email** action with the 24-hour reminder message: > "Reminder: Your appointment with `{{user.first_name}}` is tomorrow at `{{appointment.start_time}}`. Location: `{{appointment.location}}`. Questions? Reply to this message." Add another **Wait** action, this time set to hold until **1 hour before the appointment start time**. Follow it with a second reminder message — shorter and more direct: > "Your appointment starts in 1 hour. Join here: `{{appointment.zoom_link}}`" Wait step configured for appointment-relative timing After the appointment end time, use another appointment-relative wait step — for example, **2 hours after appointment end** — then add follow-up actions: * **Send a review request:** Ask the contact to leave a Google review * **Send a follow-up email:** Summary of what was discussed and next steps * **Update the pipeline:** Move the contact to the next stage in your sales pipeline * **Add a tag:** Mark the contact as "Appointment Completed" for segmentation Post-appointment workflow actions Before going live, create a test contact and book a test appointment on the calendar. Confirm that: * The confirmation message fires immediately after booking * The workflow is in active status * The wait steps are configured to the correct appointment-relative times Check the **Workflow History** tab to see the contact's progress through the workflow and verify each action is executing as expected. ## Key points Standard wait steps hold for a fixed duration — for example, wait 30 minutes then send. Appointment-relative wait steps hold until a specific time relative to the appointment — for example, wait until 1 hour before the appointment start, or wait until 2 hours after the appointment end. Use appointment-relative waits for reminders and follow-ups so the timing is always correct regardless of when the appointment was booked. Workflow messages can include dynamic appointment data using custom values: * `{{appointment.start_time}}` — the appointment date and time * `{{appointment.end_time}}` — the appointment end time * `{{appointment.location}}` — the location or Zoom link * `{{appointment.zoom_link}}` — the auto-generated Zoom meeting link (requires Zoom integration) * `{{appointment.ics_link}}` — a link to add the appointment to any calendar app * `{{user.first_name}}` — the team member's first name (for who they are meeting with) Build separate workflows for cancellations and no-shows. A cancellation workflow should acknowledge the cancellation, offer a rebook link, and optionally remove the contact from the reminder sequence. A no-show workflow should send a follow-up message within a few hours of the missed appointment offering to reschedule — no-show contacts who receive a quick rebook message convert at a significantly higher rate than those who hear nothing. If you have multiple calendars — a discovery call calendar, a client onboarding calendar, a group class calendar — you can build separate workflows for each one. Use the **Calendar** filter on the Appointment Status trigger to restrict each workflow to the relevant calendar. This lets you send different confirmation messages and reminders for different appointment types. ## Key benefits 24-hour and 1-hour reminder messages reduce missed appointments without any staff effort. Every booking triggers an instant confirmation the moment it is made — building confidence and professionalism. Appointment-relative wait steps ensure messages arrive at exactly the right moment relative to the appointment time. Automatically move contacts through your pipeline and request reviews after appointments complete. Custom values pull appointment details, contact names, and Zoom links directly into every message. # Create a calendar Source: https://help.hoopai.com/academy/calendars/create-calendar Set up an appointment calendar in the HoopAI Platform — choose your calendar type, configure availability, and start accepting bookings from any page or link. The HoopAI Platform's calendar feature offers tailored solutions to streamline appointment scheduling. Whether you need one-on-one bookings, round-robin distribution across a team, or group class registrations, the calendar system handles it all — and every confirmed appointment triggers automatic confirmations and reminders. Create a calendar article ## Why this matters Manual appointment scheduling — back-and-forth emails, forgotten follow-ups, missed bookings — wastes hours every week and loses leads who give up waiting. A self-booking calendar lets prospects choose a time 24/7, automatically confirms the appointment, and sends reminders — all without any manual effort from you. ## Calendar types Before creating your calendar, choose the type that fits your use case: Distributes incoming bookings evenly across multiple team members based on availability. Best for sales teams where any qualified rep can handle a discovery call. All listed team members must be available for the appointment to show as open. Best for meetings that require multiple people to attend simultaneously. A standard individual booking calendar. One contact books with one specific person. Best for consultations, coaching sessions, and personal appointments. A group session calendar where multiple contacts can book the same time slot up to a set maximum. Best for workshops, group coaching, or fitness classes. ## How to create a calendar Go to **Calendars** > **Calendar Settings** in the left sidebar. Click **Create Calendar**. Calendar settings navigation Select the calendar type that matches your scheduling needs — Round Robin, Collective, Service, or Class Booking. Give your calendar a clear name that will make sense to the contacts booking it. Configure when appointments can be booked: * **Working hours:** Set the days and time windows when you are available * **Slot duration:** How long each appointment is — 15 minutes, 30 minutes, 1 hour, etc. * **Buffer time:** Gap between appointments — prevents back-to-back bookings * **Minimum notice:** How far in advance a contact must book — prevents last-minute appointments Calendar availability configuration Configure what the contact sees when they open your booking link: * **Calendar title and description** * **Questions to ask before booking** — collect name, phone, company, or custom fields * **Confirmation message** — what is displayed after a successful booking * **Logo and brand colors** for a professional, branded experience Under the calendar's integration settings, connect your **Google Calendar** or **Outlook Calendar** to check real-time availability and prevent double-bookings. See the [Sync Integrations](/academy/calendars/sync-integrations) guide for setup. Always connect your Google or Outlook calendar before going live. Without the integration, the calendar cannot check your real availability — contacts may book times when you are already occupied. Set up automatic messages that fire when appointments are booked: * **Confirmation email or SMS** — sent immediately after booking * **Reminder messages** — sent 24 hours and 1 hour before the appointment * **Follow-up messages** — sent after the appointment to collect reviews or next steps See the [Configure Your Appointment Automation](/academy/calendars/configure-your-appointment-automation) guide for detailed workflow setup. Once saved, the calendar generates a unique booking URL. Copy it and share it anywhere: * Add it to your website or funnel pages * Include it in email signatures and SMS messages * Add it to your social media bio * Embed the booking widget directly on a page using the embed code Calendar booking link and embed code ## Key benefits Optimize appointment booking for both you and your clients without manual coordination. Contacts can book any time — even outside business hours — without waiting for a response. Every booking triggers immediate confirmation messages and reminders automatically. Brand the booking page with your logo and colors for a professional client experience. Round Robin and Collective options distribute bookings fairly and prevent scheduling conflicts. # Create your branded booking page Source: https://help.hoopai.com/academy/calendars/create-your-branded-booking-page Design a booking page that looks like your business — your logo, your colors, your domain — so every contact who books an appointment experiences a professional and trustworthy scheduling flow. Your booking page is often the first time a prospect actively engages with your business — they are choosing a time to meet you. A generic, unbranded booking page undermines the confidence they need to follow through. The HoopAI Platform lets you customize every visual detail of your booking page so it feels like a seamless extension of your website and brand. Create a branded booking page article ## Why this matters A booking page with no logo, mismatched colors, and a generic URL sends a subtle signal that the business is unprofessional or unsecured. Research shows that branded, consistent experiences increase conversion rates — more contacts who land on a branded booking page complete the booking than those who land on a generic one. Your booking page should look as polished as your website. ## How to create your branded booking page Go to **Calendars** > **Calendar Settings** and click on the calendar you want to customize. Navigate to the **Forms & Availability** tab or the **Customization** section, depending on your calendar type. Calendar customization settings Update the **Calendar Name** — this is what contacts see at the top of the booking page. Add a short **Description** explaining what the appointment is for and what the contact can expect. Example title: "30-Minute Strategy Call" Example description: "Book your complimentary strategy session. We will review your current goals and outline a clear next step." Make the title action-oriented and specific. "30-Minute Strategy Call" converts better than "Consultation" because it sets clear expectations about the time commitment and format. In the **Customization** or **Appearance** section of the calendar settings: * Upload your business **logo** — it displays at the top of the booking page * Set your **primary color** — used for the booking button, selected time slot highlights, and accents * Set the **background color** — keep it consistent with your website or use white for a clean look Booking page logo and color customization Under **Form Fields** or **Custom Fields**, add the questions you want contacts to answer before completing the booking: * Name and email are collected by default * Add **Phone** to enable SMS confirmation and reminders * Add **custom questions** — company name, goal for the call, how they heard about you * Mark fields as required or optional Only ask for what you will actually use. Longer forms reduce completion rates — keep intake questions to 3-5 fields maximum. After a contact completes their booking, they see a confirmation screen. Configure what happens at that moment: * **Confirmation message:** The text shown immediately after booking — for example, "You are booked! Check your email for a confirmation and calendar invite." * **Redirect URL:** Instead of a message, redirect the contact to a custom thank you page on your website — your booking confirmation funnel page, a video message, or a resource download Booking confirmation and redirect settings By default, your booking page lives on a generic platform URL. To use your own domain: 1. Go to **Settings** > **Domains** and confirm your domain is connected to the platform 2. Inside the calendar settings, assign the calendar to your connected domain 3. Set a clean URL slug — for example, `yourdomain.com/book` or `yourdomain.com/strategy-call` See [Add a Domain or Subdomain](/academy/onboarding/add-a-domain-or-subdomain) if your domain is not yet connected. Custom domain assignment for booking page Click **Preview** to see the booking page exactly as a contact will see it. Check: * Logo and colors appear correctly * Available time slots display accurately * Form fields are in the right order and labeled clearly * The confirmation message or redirect works after a test booking Once satisfied, copy the booking URL and share it — add it to your website, email signatures, SMS messages, and social media bio. ## Key points Without a custom domain, your booking page URL includes the platform's subdomain — for example, `app.hoopai.io/calendar/your-calendar`. With a custom domain connected, you can publish the page at `yourdomain.com/book` — a cleaner, more professional URL that reinforces your brand in every link you share. Use a **confirmation message** for simplicity — just enter the text and the booking page displays it immediately. Use a **redirect** when you want to do something more sophisticated: send the contact to a thank you page with a video, offer a resource download, or trigger a pixel event for ad tracking. Redirect to a page on your own domain for maximum brand consistency. Every additional field you add to the intake form reduces the percentage of contacts who complete the booking. Name, email, and phone are the core minimum. Add company name and one qualifying question if your sales process requires it. Avoid asking for information you can collect later in the discovery call itself. The same branding options — logo, colors, custom domain, confirmation redirect — apply to all calendar types: Service (one-on-one), Round Robin, Collective, and Class Booking. Each calendar can have its own distinct branding, or you can keep a consistent look across all of them. ## Key benefits A branded booking page with your logo, colors, and domain builds trust before the appointment even starts. Familiar branding reduces friction and increases the percentage of visitors who complete the booking. Collect exactly the information you need to prepare for the appointment — no more, no less. Show a simple message or redirect to a fully custom thank you page with additional resources. Publish at `yourdomain.com/book` for a clean, professional link you can share anywhere. # Calendars Source: https://help.hoopai.com/academy/calendars/overview Set up appointment calendars, sync your Google and Outlook integrations, design a branded booking page, and automate confirmations and reminders — so every booking is handled professionally without manual effort. The HoopAI Platform calendar system handles the full lifecycle of appointment scheduling — from the moment a contact visits your booking page to the automated reminder they receive the morning of the appointment. These lessons walk through every step of the setup so your calendar works as a self-running booking machine. Academy calendars module overview ## What you will learn Choose your calendar type — Round Robin, Collective, Service, or Class Booking — and configure availability, slot duration, and buffer time. Connect Google Calendar, Outlook, and Zoom to prevent double-bookings and auto-generate video meeting links for every appointment. Design a booking page with your logo, colors, custom intake questions, and a confirmation redirect — published on your own domain. Build workflows that send instant booking confirmations, 24-hour reminders, 1-hour reminders, and post-appointment follow-ups automatically. # Sync integrations Source: https://help.hoopai.com/academy/calendars/sync-integrations Connect Google Calendar, Outlook, and Zoom to HoopAI so availability stays accurate, double-bookings are prevented, and video links auto-generate for appointments. When your HoopAI calendar is connected to your external calendar — Google, Outlook, or Zoom — it checks your real availability in real time before allowing any booking. Contacts see only the time slots that are actually open, Zoom links are created automatically for each appointment, and everything stays in sync without any manual effort. Calendar sync integrations article ## Why this matters A calendar with no integration is flying blind. It shows time slots based only on the working hours you set — not what is actually on your Google or Outlook calendar. The result: contacts can book you for 2 PM Tuesday when you already have a dentist appointment, a team call, or a personal commitment on your real calendar. The sync integration solves this completely by checking both calendars before confirming any booking. ## How to connect your calendar integrations Go to **Calendars** > **Calendar Settings** in the left sidebar. Click on the calendar you want to configure, then navigate to the **Integrations** tab or **Connections** section within the calendar settings. Calendar settings integrations tab Click **Connect Google Calendar** and authenticate with the Google account that owns the calendar you want to sync. Once connected, select which Google Calendar to use for availability checking — this is usually your primary calendar or work calendar. Use the same Google account your team members use day-to-day. If you connect a secondary or shared calendar, it may not reflect your true personal availability. If your team uses Microsoft 365 or Outlook, click **Connect Outlook Calendar** and sign in with your Microsoft account. The platform syncs with Outlook calendars the same way it does with Google — checking availability before any booking is confirmed. Google and Outlook calendar connection settings The **conflict calendar** setting defines which external calendars the platform checks for busy times — without actually writing bookings to them. This lets you block availability based on personal commitments on a separate calendar while keeping your HoopAI appointments on your main work calendar. * **Main calendar:** Where HoopAI writes confirmed appointment events * **Conflict calendars:** External calendars checked for busy blocks — HoopAI reads these but does not write to them Example: Your main calendar is your work Google Calendar, and your conflict calendar is your personal Google Calendar. HoopAI checks both when showing available slots. Under the **Video Conferencing** section of your calendar settings, click **Connect Zoom**. Authenticate with your Zoom account. Once connected, every new appointment confirmation automatically generates a unique Zoom meeting link — no manual link creation required. Zoom integration settings in calendar The Zoom link is included automatically in appointment confirmation emails and reminders via the custom value `{{appointment.zoom_link}}`. Make sure your confirmation templates reference this value. Under **Main Calendar**, select the specific calendar where new HoopAI appointments will be created as events. This is the calendar that will appear on your synced external calendar app — keeping your HoopAI schedule visible alongside your other commitments. If you manage a team, go to **Settings** > **Users** > select a team member > **Calendar** tab. Admins can configure the Google, Outlook, and Zoom connections for each user — ensuring everyone on the team has their integration set up correctly before the calendar goes live. Admin calendar integration settings for team users ## Key points Without integration, the calendar only knows about HoopAI appointments. With integration, it also sees your Google or Outlook events — meetings, blocked time, personal appointments — and hides those time slots from contacts. Double-bookings become impossible because the platform checks all your calendars before showing a slot as available. The main calendar is where new appointments land. Conflict calendars are checked for existing events to block availability — they do not receive any new events. You can designate multiple conflict calendars, for example a work calendar and a personal calendar, and the platform checks all of them simultaneously. When Zoom is connected, each confirmed appointment automatically triggers a unique Zoom meeting creation via the Zoom API. The link is stored in the appointment record and accessible via the `{{appointment.zoom_link}}` custom value in workflow messages and email templates. Each appointment gets its own unique link — links are not reused. Yes. When a contact opens your booking page, the platform checks your connected Google or Outlook calendar at that moment to determine which slots to show. If someone adds a meeting to your Google Calendar 5 minutes ago, that time slot will already be blocked when the next person opens your booking link. ## Key benefits The platform checks all connected calendars in real time before displaying any available slot. Every confirmed appointment gets its own unique video meeting link — no manual creation. Works with Google Calendar and Microsoft Outlook, covering the two most common business calendar platforms. Block personal calendar time without mixing personal events into your booking calendar. Administrators can configure integrations for all team members from a central settings panel. # Dedicated email domain Source: https://help.hoopai.com/academy/email-messaging/dedicated-email-domain Set up a dedicated email sending domain to improve deliverability and keep your marketing emails separate from personal communications. Setting up a dedicated email domain is critical for email marketing success. A dedicated subdomain separates your marketing and automation traffic from your regular email — protecting your main domain's reputation and ensuring campaigns actually reach inboxes. Dedicated email domain for email messaging ## Why this matters If you send marketing emails from your main business domain and one campaign generates high spam reports or bounces, your entire domain reputation can suffer — affecting even regular business email delivery. A dedicated sending subdomain isolates this risk completely. You must add a DMARC record to your DNS settings. Copy and paste the following exactly, with no leading or trailing spaces: * **Record Type:** TXT * **Host/Name:** `_DMARC` * **Content/Points to field:** `v=DMARC1; p=none;` ## How to set up your dedicated email domain Go to **Settings** > **Email Services** (or **Email** > **Dedicated Sending Domain** depending on your account view). Email services navigation Decide on a subdomain for your marketing emails. Common examples: * `mail.yourbusiness.com` * `send.yourbusiness.com` * `marketing.yourbusiness.com` Using a subdomain rather than your root domain protects your main domain's reputation if a campaign has deliverability issues. Enter your chosen subdomain and click **Add Domain**. The platform will generate the DNS records you need to add at your registrar. Add email domain screen Log in to your domain registrar (GoDaddy, Namecheap, Cloudflare, etc.) and add each DNS record the platform provides — typically CNAME and TXT records for DKIM verification. Add each record exactly as shown. Spacing and punctuation matter. In your registrar's DNS management panel, add a new TXT record: * **Host/Name:** `_DMARC` * **Value:** `v=DMARC1; p=none;` DMARC record setup Return to the HoopAI Platform and click **Verify**. DNS propagation can take up to 24–48 hours. Once verified, your domain status shows as active and ready to use for email sending. If verification fails immediately, wait a few hours before trying again. DNS propagation times vary by registrar and region. ## Key points If a marketing campaign generates high spam complaints or bounces, your sending subdomain takes the hit — not your main domain. Your regular business email remains unaffected. Typically: DKIM CNAME records (generated by the platform), an SPF TXT record, and a DMARC TXT record. The platform generates your DKIM values automatically — you must manually add the DMARC record. DNS changes propagate globally within a few hours to 48 hours. If verification fails immediately, wait and check again before contacting support. ## Key benefits Dedicated domain emails land in inboxes more reliably than emails sent from shared or main domains. A custom sending domain reinforces your brand identity in every email you send. Track marketing email performance separately from your regular business email. Properly authenticated emails signal to email providers that your messages are legitimate. Higher deliverability means more opens, clicks, and conversions from every campaign. # Email Messaging Source: https://help.hoopai.com/academy/email-messaging/overview Learn how to set up a custom sending domain, send email blasts to your contact list, and use CC & BCC in email conversations. The Email Messaging module covers the core email capabilities in the HoopAI Platform. From setting up a dedicated sending domain for improved deliverability to sending bulk email campaigns and using CC and BCC in individual conversations, these lessons ensure your email communications are professional and effective. HoopAI Academy email messaging module Set up a dedicated email sending domain to improve deliverability, protect your main domain's reputation, and maintain a professional brand image. Learn how to use Carbon Copy (CC) and Blind Carbon Copy (BCC) when sending emails from Conversations for collaboration and confidentiality. Send a single email to your entire contact list, a smart list, or specific contacts — immediately, scheduled, or in drip batches. # Send an email blast to your contact list Source: https://help.hoopai.com/academy/email-messaging/send-an-email-blast-to-your-contact-list Learn how to send a bulk email campaign to your entire contact list, a smart list, or specific contacts — with full tracking and no ad spend required. Email blasts are a powerful marketing tool for reaching your entire audience with a single send. Use them to promote offers, share updates, announce events, or nurture leads — all without any advertising spend. The HoopAI Platform gives you full control over recipient selection, scheduling, and performance tracking. Send an email blast to your contact list ## Why this matters Every email blast you send is a direct line to your audience with no algorithm, no ad spend, and no gatekeeping. Email marketing consistently generates the highest ROI of any digital marketing channel. Businesses that email their list regularly build a warm audience that buys when they send. ## How to send an email blast Go to **Marketing** > **Email** > **Campaigns**, or use **Bulk Actions** from the **Contacts** section. Click **New Campaign** or **New Email Blast**. Email campaigns navigation Give your campaign a descriptive internal name so you can identify it in your reporting later. Select who will receive the email: * Your **entire contact list** * A specific **Smart List** (a filtered segment of contacts) * **Individually selected** contacts Email recipient selection Use the email builder to create your message. You can: * Start from a blank template or choose a pre-built template * Add images, text, buttons, and links * Use **custom fields** like `{{contact.first_name}}` to personalize content for each recipient * Include **trigger links** for click tracking and workflow automation Personalizing your subject line with `{{contact.first_name}}` can increase open rates by 20–50%. Keep subject lines under 50 characters and lead with the value — not your business name. Ensure your **From Name** and **From Email** match your dedicated sending domain for best deliverability. Never send from a free email provider like Gmail or Yahoo — this will hurt your delivery rates. Select your delivery method: * **Send now:** Delivers immediately to all selected recipients * **Schedule:** Pick a specific date and time for delivery * **Drip send:** Send in batches (e.g., 200 emails every hour) to manage volume and avoid spam filters Email send timing options Preview your email, confirm the recipient count, and click **Send** or **Schedule** to launch. After sending, view campaign statistics from the campaign dashboard: * **Open rate:** Percentage of recipients who opened the email * **Click-through rate:** Percentage who clicked a link * **Unsubscribes:** Contacts who opted out * **Complaint rate:** Spam reports received Contact replies flow into your **Conversations** inbox automatically. Email campaign statistics ## Key points Personalizing email subject lines and body content with merge tags significantly increases open and click rates. At minimum, use `{{contact.first_name}}` in your subject line or greeting for every campaign. When sending to large contact lists, drip sending prevents triggering spam filters by spreading delivery over time. This maintains better deliverability and protects your sender reputation. A trigger link tracks which contacts clicked specific links in your email. You can also use trigger link clicks to automatically enroll those contacts into a follow-up workflow. Monitor your unsubscribe and complaint rates after every send. A complaint rate above 0.1% signals list quality or messaging issues. The platform handles unsubscribe requests automatically to keep you compliant. ## Key benefits Email campaigns generate consistent revenue without requiring any ad spend. Reach your entire contact list in minutes with just a few clicks. Track open rates, click-through rates, unsubscribes, and complaint rates for every campaign. Contact replies appear directly in Conversations for easy response management. Combine trigger links with workflows to create automated follow-up sequences based on engagement. # Utilizing CC & BCC in emails Source: https://help.hoopai.com/academy/email-messaging/utilizing-cc-bcc-in-emails Learn how to use Carbon Copy (CC) and Blind Carbon Copy (BCC) when sending emails from Conversations for collaboration and confidentiality. CC (Carbon Copy) and BCC (Blind Carbon Copy) give you greater flexibility and control when sending emails through the HoopAI Platform. Use CC to keep relevant parties informed and BCC to include recipients privately without revealing their identities to others. Utilizing CC and BCC in emails ## Why this matters When you send an email from a Conversation, the CC and BCC fields let you loop in additional recipients without sending a separate message. BCC is especially useful for managers who want visibility into client communications without being visible to the client. CC keeps collaborators in the loop transparently. When using CC or BCC, custom fields (merge tags) only apply to the **primary recipient**. If you need personalized content for multiple recipients, use the **Bulk Email Send** feature instead so custom fields work correctly for each individual. ## How to use CC and BCC in emails In the **Conversations** area, open or start a conversation with a contact. Select **Email** as the communication channel in the message composer. Conversations area In the email composer, look for the **CC** and **BCC** fields. They are accessible via a **CC/BCC** toggle or link near the **To** field. Click to expand them. CC BCC email composer Enter email addresses in the **CC** field for anyone who should receive a copy of the email and be visible to all recipients. CC recipients can see each other's addresses and will receive all replies if someone clicks "Reply All." Enter email addresses in the **BCC** field for recipients who should receive the email privately. BCC recipients are not visible to the primary recipient or CC recipients — their address stays confidential. Use BCC when sending client emails that your manager or business partner needs to monitor without the client seeing their email address. Write your email as normal and click **Send**. All recipients — To, CC, and BCC — will receive the message. Send email with CC BCC ## How replies work with CC and BCC If a CC or BCC recipient replies to the email, their reply comes into the same conversation thread as the primary contact's replies in the platform. If a recipient uses "Reply All," the response goes to all visible recipients (To and CC). BCC recipients are not included in Reply All responses — their confidentiality is maintained. Custom fields (merge tags like `{{contact.first_name}}`) only populate for the primary recipient. For personalized campaigns to multiple recipients, use **Bulk Email Send** so each contact gets the correctly personalized version. Use CC/BCC for individual conversational emails where you need to loop in a third party. Use Bulk Email Send when you want to reach many contacts with personalized messaging at scale. ## Key benefits BCC protects the email addresses of private or sensitive recipients. Reach multiple people simultaneously without duplicating effort. CC keeps all stakeholders informed and creates a culture of open communication. Choose exactly who receives each email and whether their inclusion is visible to others. # 2-Way SMS chat widget Source: https://help.hoopai.com/academy/funnels-websites/2-way-sms-chat-widget Add a live chat widget to any funnel or website page that captures visitor contact information and continues the conversation via SMS — all managed in Conversations. The 2-way SMS chat widget appears as a chat bubble on your web pages. When a visitor clicks it and enters their information, they start a text message conversation with your business. Their message arrives in your Conversations inbox, and your reply goes directly to their phone as an SMS — no app required on their end. 2-Way SMS chat widget article ## Why this matters Traditional live chat requires someone to be available at that exact moment. Most website visitors are browsing outside business hours — and they leave without contacting you because no one is there to respond. The SMS chat widget changes this completely. The visitor sends a message when it is convenient for them, and you or your automation replies when you are available. The conversation continues via text — the channel most people actually read. Text messages have a 98% open rate and are read within 3 minutes by 9 out of 10 people — making SMS chat one of the highest-performing lead capture tools available. ## How to add the chat widget to your pages Go to **Sites** > **Chat Widget** (or **Settings** > **Chat Widget**). Configure: * **Widget headline:** The title shown on the chat bubble — for example, "Chat with us!" * **Welcome message:** The text displayed when the visitor opens the chat * **Input fields:** Which contact fields to collect — name, phone, email * **Widget color:** Match your brand colors * **Widget position:** Bottom left or bottom right of the page Chat widget configuration settings Open the funnel or website page in the builder. In the elements panel, find the **Chat Widget** element and drag it onto the page. The widget appears as the floating chat bubble on your published page. To add the chat widget to a website outside the platform — WordPress, Squarespace, Wix, etc. — copy the widget embed code from the Chat Widget settings and paste it into the `` or `` of your external site. Chat widget embed code Create a workflow triggered by **Customer Replied** with the channel set to SMS. Add an immediate reply so visitors get an instant response — even outside business hours. For example: > "Hi `{{contact.first_name}}`! Thanks for reaching out. We will be in touch within 1 business day. In the meantime, you can book a call here: \[link]" Always include your booking link in the automated chat widget response. A visitor who is engaged enough to open your chat widget is your warmest possible lead — give them the easiest possible path to booking a call. All chat widget messages are routed to your **Conversations** inbox. When a visitor sends a message, you receive a notification and can reply directly from the inbox. Your reply is delivered to the visitor as an SMS. Chat messages in Conversations inbox ## Key points Traditional live chat requires both parties to be online at the same time. SMS chat does not — the visitor sends their message and continues their day, while you reply when available. This removes friction from the lead capture process and produces higher contact rates than email follow-up. The chat widget embed code works on any website platform — WordPress, Squarespace, Wix, Webflow, or any custom HTML site. You do not need to use the platform's website builder to benefit from the widget. When a visitor submits their information via the chat widget, a contact record is automatically created in the platform. The conversation is logged, and any configured workflow automation fires immediately. Pair the chat widget with a Customer Replied workflow trigger to send an instant automated reply. You can also route leads to team members, add tags, or enroll contacts in nurture sequences based on the chat widget submission. ## Key benefits The chat widget works 24/7 — capturing visitor information even when your team is offline. SMS has a 45% response rate vs. 6% for email — visitors are far more likely to reply. Visitors respond via standard text message from their phone. Chat submissions automatically create contact records in your CRM. Add the widget to platform pages or embed it on any external website. Pair with workflows to send instant replies and start nurture sequences immediately. # Creating a funnel Source: https://help.hoopai.com/academy/funnels-websites/creating-a-funnel Build focused, multi-step conversion funnels — opt-in pages, sales pages, order forms, and thank-you pages — using the HoopAI drag-and-drop builder. A funnel is a series of connected pages designed to guide a visitor toward a single goal — capturing a lead, registering for an event, or completing a purchase. Unlike a website (which visitors navigate freely), a funnel controls the path: one page leads to the next, keeping visitors focused on the conversion action. Creating a funnel article ## Why this matters The difference between a website and a funnel is focus. A website gives visitors options — they can explore, leave, get distracted, and come back later. A funnel removes every distraction and presents one clear action. Visitors who reach a well-built funnel either convert or they leave — there is no browsing. This focus is what makes funnels consistently outperform general websites for lead capture and sales. Common funnel types include: * Lead capture pages (opt-in form + thank-you page) * Sales pages with order forms * Webinar registration pages * Free offer delivery pages ## How to create a funnel Go to **Sites** > **Funnels** and click **New Funnel**. Funnels section navigation Give the funnel a clear internal name — for example, "Free Guide Opt-In" or "Discovery Call Funnel." This name is for internal organization only. Visitors never see it. Each funnel consists of one or more steps (pages). Click **Add Step** to add your first page. Common step types: * **Opt-in Page:** Captures contact details via a form * **Sales Page:** Presents your offer with a call to action * **Order Form:** Collects payment information * **Thank You Page:** Confirms the action and delivers next steps Funnel step builder interface Click a step to open the page builder. Use drag-and-drop to add and arrange elements: * **Sections and columns** — define the layout structure * **Text and headline blocks** — your copy * **Images and videos** — visual content from your media library * **Forms** — lead capture or order forms * **Buttons** — calls to action that advance visitors to the next step Keep funnel pages focused on a single action. Remove the navigation menu, hide unrelated links, and make the call-to-action button the most visually prominent element on the page. For each page, configure what happens after the visitor completes the action. Under the step settings, set the **Next Step** or redirect URL to move the visitor forward in the funnel. If your funnel includes a form, connect it to a workflow. When a visitor submits the form, the workflow can instantly: * Add a tag * Send a confirmation email or SMS * Enroll the contact in a nurture sequence * Notify a team member Under **Settings**, assign your funnel to a domain or subdomain — for example, `offers.yourdomain.com`. See the [Add a Domain or Subdomain](/academy/onboarding/add-a-domain-or-subdomain) guide if your domain is not yet connected. Funnel domain settings Toggle the funnel to **Published**. Share the URL of your first funnel step — in emails, social posts, ads, or wherever you drive traffic. ## Key points Use a funnel when you want visitors to follow a specific path toward one goal — sign up, buy, or book. Use a website when you want visitors to browse multiple pages freely — homepage, about, services, contact. Both use the same builder and can share a domain. The builder uses a section-based layout. Each section contains rows and columns, and columns contain individual elements — text, image, button, form, etc. Drag elements from the left panel onto the canvas, then click to configure each element's settings. All pages built in the funnel builder are mobile-responsive by default. Use the mobile preview toggle in the builder to check and adjust how your page looks on smaller screens. You can create variant pages within a funnel step to run A/B tests. The platform splits traffic between variants so you can identify which version converts better over time. Each funnel step tracks visits, opt-ins, and conversion rate. View stats in the funnel dashboard to identify which steps are performing well and where visitors are dropping off. ## Key benefits Remove distractions — funnels keep visitors on a single path toward your goal. The drag-and-drop builder makes page creation accessible to anyone. Form submissions trigger workflows automatically, so follow-up is instant and hands-free. Every page is responsive — visitors on any device get a great experience. Step-by-step analytics show exactly where visitors convert or drop off. # Creating a website Source: https://help.hoopai.com/academy/funnels-websites/creating-a-website Build a full multi-page website with navigation, blog, contact forms, and SEO settings — hosted on your own domain inside the HoopAI Platform. The website builder lets you create a complete online presence — multiple pages, navigation menus, a blog, service listings, contact forms, and more — all hosted on your own domain. Unlike a funnel (which guides visitors through a single linear path), a website gives visitors the freedom to explore and navigate your content on their own terms. Creating a website article ## Why this matters Every business needs a home base on the web — somewhere potential clients can go to learn about you, read your work, and get in touch. Building your website inside the HoopAI Platform means your contact forms connect directly to your CRM, your blog drives organic search traffic, and every lead flows automatically into your pipeline — no separate tools or integrations required. ## How to create a website Go to **Sites** > **Websites** and click **New Website**. Websites section navigation Choose a pre-built template that matches your industry, or start from a blank canvas. Templates include pre-built sections for headers, hero areas, service listings, testimonials, and contact forms — saving significant design time. Website template selection Your website can include multiple pages. Common pages to create: * **Home** — your main landing page * **About** — your story and team * **Services** — what you offer * **Blog** — articles and content for organic search traffic * **Contact** — form and location information Add pages by clicking **Add Page** in the site structure panel. Click any page to open the drag-and-drop builder. Add and arrange elements: * **Sections and columns** — your page layout * **Text, headings, and images** — your content * **Forms** — contact or lead capture forms connected to your CRM * **Buttons and links** — navigation actions * **Videos** — embedded from your media library or YouTube/Vimeo For your home page, follow this structure: Hero (clear value proposition + CTA), Social Proof (reviews or logos), Services/Benefits, About section, and a final CTA at the bottom. This is the structure that converts the highest percentage of visitors. In the website settings, configure your navigation menu. Add links to your key pages so visitors can find what they need. You can nest pages into dropdowns for a clean, organized header menu. For each page, set the SEO title, meta description, and URL slug. These settings control how your pages appear in Google search results. Use clear, keyword-relevant descriptions that accurately describe the page content. Website SEO settings Under **Settings**, assign your website to your domain — for example, `www.yourdomain.com`. See [Add a Domain or Subdomain](/academy/onboarding/add-a-domain-or-subdomain) if your domain is not yet connected. Toggle the website to **Published**. Your site will be live at your domain immediately. You can continue editing and republishing at any time without taking the site offline. ## Key points Use a website when you want visitors to navigate freely across multiple pages — a full business presence with home, about, services, and contact sections. Use a funnel when you want to guide visitors through a specific sequence toward a single action like opting in or purchasing. Templates provide a fully designed starting point. After selecting a template, replace all content with your own — text, images, logos, and colors — while keeping the layout structure. This is much faster than starting from a blank page. The website builder includes a built-in blog. Create blog posts with categories, featured images, SEO settings, and author attribution. Blog posts drive organic search traffic and can be shared directly on social media. All website pages are mobile-responsive by default. Toggle the mobile view in the builder to preview and adjust how each page looks on phones and tablets. Drop a form element onto any page to capture visitor information. Form submissions trigger workflow automations — adding a tag, sending a confirmation email, notifying a team member — just like funnel forms. ## Key benefits Everything your business needs — home, about, services, blog, contact — in one connected website. Drag-and-drop builder makes professional design accessible to anyone. Built-in SEO settings for every page help your site rank in search results. Forms on any page connect directly to your CRM and automation workflows. Publish on your domain for a professional, branded web address. # Designing beautiful landing pages & websites Source: https://help.hoopai.com/academy/funnels-websites/designing-beautiful-landing-pages-websites Learn the design principles and builder techniques that make funnel and website pages look professional, convert visitors, and work across all devices. Your pages are your digital storefront — they shape every visitor's first impression of your brand. A well-designed page is not just visually appealing; it guides visitors toward action, builds trust, and reflects the quality of your business. This guide covers the core design principles and practical techniques for building pages that look great and convert. Designing beautiful landing pages and websites article ## Why this matters Research consistently shows that visitors form an opinion about a website in less than one second. A page that looks dated or unprofessional signals that the business behind it may be too. Conversely, a clean, well-designed page that communicates value clearly converts a higher percentage of visitors into leads and customers — regardless of how much traffic you send to it. ## Core design principles Design your page so the most important element is seen first. Use a large, clear headline at the top. Follow it with a supporting subheadline, then the call-to-action button. Visitors should understand your offer and what to do next within the first 3 seconds. * Use larger font sizes for headlines, smaller for body text * Place your primary CTA button above the fold (visible without scrolling) * Use whitespace to separate sections and reduce visual clutter Every page should look like it belongs to the same brand. Before you start building, define: * **Primary and secondary colors** — use these consistently throughout * **Font choices** — one font for headings, one for body text * **Logo placement** — consistent position, usually top left or top center * **Button style** — consistent color, size, and shape across all pages More than half of all web traffic comes from mobile devices. After designing your page on desktop, always switch to the mobile preview and check: * Headlines are not too large to read on a small screen * Buttons are large enough to tap comfortably * Images resize correctly * Text is not cut off or overlapping with other elements Use high-quality, relevant images. Avoid generic stock photos when possible — real photos of your team, product, or clients build more trust. Keep images consistent in style and tone. Use the media library to store and reuse approved brand images across all pages. Every page needs one primary call to action. Make the button: * **Visible:** Use a contrasting color that stands out from the background * **Action-oriented:** Use verbs — "Book My Call," "Get the Guide," "Start Now" * **Repeated:** Include the CTA button at the top and bottom of longer pages Avoid placing multiple competing CTAs on the same page — pick one goal per page. ## How to design effectively in the builder Choose a template that closely matches your layout goal. Templates provide a tested structure — modify the content without redesigning the layout from scratch. This saves time and produces better results than starting from a blank page. Branded template selection Before editing individual sections, configure global font and color settings in the builder. This ensures consistency across all sections without manually styling each element. Work through the page top to bottom — header, hero, value section, social proof, CTA. Edit one section at a time: update the copy, swap in your images, adjust colors and spacing. Page builder section editing The builder uses a section > row > column > element structure. Use two-column layouts for side-by-side text and image combinations. Use single-column, full-width sections for hero areas and CTA blocks. After completing the desktop design, switch to mobile preview. Adjust font sizes, button sizes, image dimensions, and spacing for mobile screens. Some sections may need to be reordered or simplified for mobile. Mobile preview in page builder Make every CTA button at least 44 pixels tall on mobile — this is the minimum recommended touch target size. Anything smaller is difficult to tap accurately on a phone screen. When you create a section you are happy with — a testimonial block, a features grid, or a branded header — save it as a global section or template. You can then reuse it on other pages without rebuilding from scratch. ## Key benefits The template system and design tools make polished pages accessible to any business owner. Global styles and branded templates ensure every page reflects your brand accurately. Pages built with clear hierarchy, strong CTAs, and fast load times convert more visitors into leads and customers. Built-in mobile editing means your pages look great on every device. Saved sections and templates reduce design time for every new page you build. # Order forms Source: https://help.hoopai.com/academy/funnels-websites/order-forms Add a checkout experience to any funnel page — sell products, collect payment, and trigger post-purchase automation using order forms in the HoopAI Platform. An order form is a checkout page element that lets visitors purchase products or services directly from your funnels and websites. When a visitor fills in their payment details and clicks buy, the order is processed through your connected payment gateway, a new contact record is created or updated, and any configured automation fires immediately. Order forms article ## Why this matters A funnel without a checkout is just a lead capture page. An order form turns your funnel into a full sales machine — you can take a prospect from first click to paid customer in a single session, without any manual invoicing or follow-up. Order forms are the fastest way to sell digital products, book paid sessions, collect deposits, and run limited-time offers entirely on autopilot. Before adding an order form to your funnel, connect your payment processor. Go to **Settings** > **Integrations** > **Stripe** and authorize your Stripe account. Without a connected processor, order forms cannot collect payments. ## How to add and configure an order form Go to **Sites** > **Funnels** and open the funnel where you want to add checkout functionality. If you do not yet have a funnel, see [Creating a Funnel](/academy/funnels-websites/creating-a-funnel) first. Funnel builder view In the funnel step structure, click **Add Step** and choose **Order Form** as the step type — or open an existing page and add the **Order Form** element from the elements panel. A typical funnel sequence with an order form: 1. Landing page (your offer or sales copy) 2. Order form (checkout page with payment) 3. Thank you page (post-purchase confirmation and next steps) In the page builder, find the **Order Form** element in the left panel (usually under "Forms" or "Payment"). Drag it onto the page canvas in the position where you want the checkout form to appear. Place your order form below your offer copy but above your social proof. This gives visitors enough information to make a decision before they see the form — but keeps the checkout action visible without scrolling past your testimonials. Click on the order form element to open its settings. Configure: * **Products:** Add one or more products from your catalog — the price pulls automatically. You can add multiple products as upsells or bundle options. * **Order bump:** Add an optional add-on product that appears as a checkbox below the main product — a low-friction upsell the buyer can add with one click before checkout. * **Payment type:** One-time payment or subscription (if the product is a recurring product) * **Coupon codes:** Enable or disable coupon code entry on the checkout form Order form product configuration Configure which contact information fields appear on the order form. Standard fields include: * First name and last name (required) * Email address (required — used for order confirmation) * Phone number (recommended — enables SMS follow-up) * Billing address (required for physical products or tax compliance) Keep the form as short as possible — each additional field reduces checkout completion rates. After payment is completed, the customer is sent to the next step in your funnel — your thank you page. Configure the thank you page to: * Confirm the purchase and set expectations for what happens next * Deliver access instructions for digital products * Redirect to a calendar booking page for service-based purchases * Include a one-time offer (OTO) for an additional upsell Thank you page configuration Connect a workflow to fire immediately after a purchase. Go to **Automation** > **Workflows** and create a workflow triggered by **Order Submitted** or **Payment Received**. Post-purchase workflow actions to include: * **Send Email:** Deliver a purchase confirmation with access details or receipt * **Send SMS:** Follow up immediately with onboarding instructions * **Add Tag:** Tag the contact as a "Customer" for segmentation * **Update Opportunity:** Move the deal to "Closed Won" in your pipeline * **Create Task:** Alert a team member to fulfill the order if manual steps are required Send your purchase confirmation email within seconds of payment — buyers are most engaged in the first few minutes after a purchase. Use this moment to set clear expectations, deliver the product or access instructions, and schedule any next steps. Before publishing, test the entire checkout process using Stripe's test card numbers (available in your Stripe dashboard). Confirm that: * The order form loads and accepts test payment details * A contact record is created or updated in your CRM after submission * The thank you page loads correctly after payment * The post-purchase workflow fires and sends the confirmation message * The product appears in the **Payments** > **Transactions** log ## Key points Use an **order form** when selling through a funnel or website page — it integrates with your page design and supports upsells, order bumps, and immediate post-purchase automation. Use a **payment link** for quick one-click payments shared via SMS or email. Use an **invoice** for formal billing with net payment terms and line-item breakdowns. Order forms are best for self-service ecommerce and course/service sales. An order bump is a checkbox add-on product that appears on the checkout form below the main product. It requires no separate checkout step — the buyer simply checks the box. Order bumps typically convert at 15–30% of checkouts, making them one of the highest-ROI ways to increase average order value without any extra sales effort. Enable coupon codes on your order form if you run promotions. Create coupon codes under **Payments** > **Coupons** — set a fixed amount discount or a percentage, and optionally set an expiration date and usage limit. Coupon codes appear as a field on the checkout form when enabled. For digital products, configure the post-purchase workflow to deliver access automatically — no manual fulfillment required. For physical products, enable shipping settings on the product record and include the shipping options on the order form. The platform can generate packing slips for physical order fulfillment. ## Key benefits From click to payment to product delivery — the entire transaction can be automated with zero manual steps. Every order creates or updates a contact record, linking payment history directly to your CRM data. Order bumps and upsells add revenue to every transaction without adding friction to the buying process. Post-purchase workflows fire the moment payment completes — no delay in confirmation or onboarding. Everything lives inside the platform — no Shopify, Gumroad, or external checkout integration required. # Funnels & Websites Source: https://help.hoopai.com/academy/funnels-websites/overview Build landing pages, multi-step funnels, and full websites using the drag-and-drop builder in the HoopAI Platform — no coding required. The HoopAI Platform includes a full drag-and-drop builder for both funnels and websites. Funnels guide visitors through a focused, step-by-step conversion process. Websites give you a multi-page, navigable online presence. Both use the same builder, share your media library, and connect directly to your automation workflows. HoopAI Academy funnels and websites module Build focused, multi-step conversion pages — opt-in forms, sales pages, order forms, and thank-you pages — all in one connected funnel. Build a full multi-page website with navigation, blog, services pages, and contact forms — all hosted on your own domain. Learn the design principles and builder techniques that make pages look professional, load fast, and convert visitors into leads. Add a live chat widget to any page that captures visitor information and continues the conversation via SMS — directly inside Conversations. Create a branded master page, save sections as global templates, and maintain visual consistency across all your funnels and websites. Add a checkout experience to any funnel page — sell products, collect payment, and trigger post-purchase automation automatically. # Using branded templates for design Source: https://help.hoopai.com/academy/funnels-websites/using-a-branded-templates-for-design Create a branded master page, save sections as reusable templates, and maintain visual consistency across all your funnels and websites. Visual consistency builds trust. When every page on your website and every funnel you publish looks like it belongs to the same brand — same colors, same fonts, same style — visitors experience your business as polished and professional. The platform's branded template system makes this achievable without rebuilding design elements from scratch for every new page. Using branded templates for design article ## Why this matters Without a template system, every new funnel or website page requires rebuilding the same header, footer, button styles, and color sections from scratch. This wastes time and introduces inconsistency — your brand looks different on page 3 vs. page 7. Branded templates solve this by creating reusable building blocks that enforce your visual identity automatically across every page you build. ## Understanding the three levels of reuse A global section is a saved section that stays synchronized across all pages it is used on. If you update the global section, the change applies automatically to every page that uses it — ideal for headers, footers, and navigation bars that appear on every page of a site. A template is a saved section or page layout that can be applied to different sites or funnels. Unlike global sections, templates do not stay synchronized — once applied to a new page, the template copy is independent. Use templates for layouts you want to replicate without linking the sections together. A branded page is a single page you design to contain all your brand's core elements — header, footer, color palette applied to sections, button styles, and typography. It serves as your design reference and the source for saving global sections and templates. ## How to create and use branded templates Create a new page (funnel or website) and name it "Brand Master" or similar. This page is for internal use only — it will never be published to visitors. Design all the core brand elements: * Header with logo and navigation * Footer with links and contact information * Button styles in your brand colors * Typography settings (heading font, body font, sizes) * A standard section layout with your color palette applied Brand master page design Click on the header section, open its settings, and click **Save as Global Section**. Give it a clear name — for example, "Brand Header." Now, when you use this global section on other pages within the same site, any update to the original will cascade to all instances automatically. Repeat the same process for the footer. Adding global header and footer sections to every page of your website ensures consistent navigation and contact information throughout the entire site. Global footer section saved and applied For sections you want to reuse across different funnels — not just pages within the same site — save them as **Templates** instead of Global Sections. Templates are available in the template library when building any funnel or website page. When building a new funnel or website page, open the template library and insert your saved sections. Customize the content — copy, images, specific details — while keeping the layout and style structure intact. Build a library of 5-10 versatile section templates: hero section, feature grid, testimonials, FAQ, and CTA block. With these ready, building any new page takes minutes instead of hours. When your brand identity changes — new logo, updated colors, new contact information — edit the global sections in the brand master page. All pages using those global sections update simultaneously with no manual edits required. Brand update cascading across pages ## Key points Use global sections for elements that must be identical and stay synchronized across pages in the same site — header and footer. Use templates for layouts you want to copy and customize independently in different funnels or sites. When you apply a template to a new page, the layout and structure carry over but specific color values may not. You will need to apply your brand colors to the new instance of the template. Templates provide structure, not a full brand sync. To update a global section, edit it on any page it appears on — or on your brand master page. The change propagates to all other pages using that global section within the same site. Updating your header or footer becomes a one-step process. ## Key benefits Global sections ensure your header, footer, and core sections look identical across every page. Build once, reuse everywhere — no redesigning the same elements for each new page or funnel. Fewer manual edits means fewer design inconsistencies across your pages. Change a global section once and every page that uses it updates automatically. As you build more funnels and pages, your template library grows — making each new build faster than the last. # Content & Image AI Source: https://help.hoopai.com/academy/media-social-posting/content-image-ai Use AI to generate social media captions, email copy, blog outlines, and images directly inside the HoopAI Platform tools — no separate tools required. Content AI is built directly into the platform tools you already use — the email editor, social planner, funnel page builder, and media library. Instead of switching between platforms or staring at a blank page, you can generate polished copy and custom images in seconds, right where you need them. Content and Image AI article ## Why this matters The biggest bottleneck in content marketing is not publishing — it is writing. Creating fresh captions, email subject lines, landing page headlines, and blog outlines every week is time-consuming and creatively exhausting. Content AI eliminates blank-page paralysis. You provide the topic and direction; the AI generates draft content you can edit and publish in minutes. Content AI is usage-based and billed per word generated. Check your account settings for current usage and plan limits. *** ## How to use Content AI for social posts and copy Content AI is available wherever you create content. Look for the **Content AI** button in: * The **Social Planner** post composer * The **Email Editor** for campaigns and templates * The **Funnel and Website Page Builder** * The **Blog Editor** Click the button to open the AI generation panel. Content AI button in Social Planner In the **Post Title** field, enter the name of the topic or category you are writing about — for example, "Content Marketing Tips" or "Summer Sale Announcement." In the **Description** field, describe what the post should cover — for example, "Short-form videos are changing social media marketing strategies and increasing engagement rates for small businesses." Enter relevant keywords one at a time, pressing Enter after each. Keywords help the AI stay on topic and improve relevance to your audience. Content AI configuration panel Select a tone that matches your brand voice — Professional, Conversational, Inspirational, Witty, or another available option. The tone shapes how the generated copy sounds. If you are not sure which tone to use, try generating the same post with two different tones and compare. "Conversational" works well for social media, while "Professional" is better suited to B2B email copy. Choose between 1 and 5 variations. Multiple variations let you compare options or use different versions across platforms — useful for A/B testing subject lines and calls to action. Click **Generate**. The AI produces your requested variations in seconds. Review each option, then click the one you want to insert — it populates directly into your editor. Make any final edits before publishing or saving. *** ## How to generate an AI image Go to **Settings** > **Media** > **Open Media Library**, or access it from within any tool with an image picker. In the media library toolbar, click the **Content AI** button. Describe the image you want to generate — be specific about subject, style, mood, and colors. For example: "A professional photo of a business owner reviewing analytics on a laptop in a modern office, natural lighting, warm tones." Click **Generate**. The AI produces the image and saves it directly to your media library. You can use it immediately in any platform tool. *** ## Key points Content AI is embedded in the Social Planner, Email Editor, Funnel Builder, Blog Editor, and Media Library. The generation panel appears contextually wherever you are writing — no need for a separate AI tool. Social media captions and post copy, email subject lines and body copy, blog post introductions and outlines, landing page headlines and body text, and AI-generated images stored in your media library. Content AI is charged per word generated, not per session. Light users pay very little, while high-volume users scale usage based on output. Generated images also count toward your Content AI usage. Review current pricing and usage in Account Settings. Generating 2 to 5 variations for the same topic lets you test different angles, tones, and calls to action. Use different subject lines in email campaigns or different captions for the same social post to find what performs best. All generated content is fully editable. AI output is a starting point — refine the tone, adjust details, add brand-specific language, and personalize before publishing. *** ## Key benefits Generate copy in seconds instead of starting from a blank page. No need to copy and paste from external AI platforms — generate directly inside the editor you are already using. Set your tone and generate on-brand copy every time. Create A/B test variants for emails and social posts without extra effort. Produce custom images for your content without a graphic designer or stock photo subscription. Keywords and descriptions steer the AI toward relevant, specific content for your audience. # Media library Source: https://help.hoopai.com/academy/media-social-posting/media-library Learn how to use the centralized media library in the HoopAI Platform to store, organize, and access images, videos, and documents across all your tools. The media library is your centralized hub for all digital assets — images, videos, PDFs, documents, and GIFs. Every file you upload is available across all platform tools: your website builder, funnel pages, email templates, social planner, and more. Upload once and use it everywhere. Media library article ## Why this matters Without a centralized media library, the same logo, hero image, or product photo gets uploaded over and over across different tools. When your branding changes, you have to update it everywhere manually. The media library solves this completely — one location for all your assets, accessible instantly from any tool inside the platform. ## How to use the media library Navigate to **Settings** > **Media** > **Open Media Library**, or access it directly from within any tool that allows image or file insertion — the funnel page builder, email editor, and social planner all have an embedded media picker. Media library access from tools Click the **Upload** button. A file browser opens — select the files you want to upload from your computer. Supported file types include images (JPG, PNG, GIF, WebP), videos (MP4), documents (PDF, DOC), and more. Files appear in your media library immediately after upload and are ready to use in any tool. Click **New Folder** and give it a descriptive name — for example, "Brand Assets," "Blog Images," or "Social Posts March 2026." Drag files into folders, or upload directly into the target folder. Create a consistent folder structure from the start. Suggested folders: Brand Assets, Team Photos, Product Images, Social Content, Email Headers, and Logos. A clean library saves hours of searching over time. When building a funnel page, designing an email, or creating a social post, click the media library icon to browse and insert files directly — no need to re-upload. The file is immediately available in its full quality. Using media library in platform tools Click the three-dot menu on any file to: * **Copy link:** Get a direct URL to the file for use outside the platform * **Copy to clipboard:** Copy the file for use elsewhere * **Delete:** Remove the file from the library Regularly review and remove unused files to keep your library clean and storage usage manageable. From the media library, click the **Content AI** button to generate a new AI image. Enter your description and style parameters. Generated images are saved directly to your library and ready to use immediately. AI image generation in media library ## Key points You do not need to go to Settings to access your media library. When you click an image placeholder in the page builder, email editor, or social planner, a media picker opens directly. Your entire library is available from any media selection dialog. The media library supports a wide range of file types: PNG, JPG, GIF, WebP, SVG, MP4, PDF, DOC, DOCX, and more. Storage limits depend on your plan — check your account settings for current usage. The media library is shared across all users in your account. Team members can access, use, and upload files to the shared library, making collaboration on content creation seamless. ## Key benefits Upload once, use everywhere — no repeated uploads across tools. Folders and a centralized library make it easy to find the exact asset you need. All team members share access to the same media library for consistent content. Accessible directly from within every tool that uses images or media. Create custom images directly within the library using Content AI. # Media & Social Posting Source: https://help.hoopai.com/academy/media-social-posting/overview Manage your media library, schedule social posts across all platforms, and use AI to generate content and images — all from the HoopAI Platform. The Media & Social Posting module teaches you how to centralize your visual assets, plan and schedule your social media content in advance, and use AI tools to generate posts and images faster. Everything is managed from one place — no more switching between multiple apps. HoopAI Academy media and social posting module Upload and organize all your images, videos, PDFs, and GIFs in one centralized hub — accessible from every tool in the platform. Connect all your social profiles and schedule posts weeks or months in advance from a single Social Planner interface. Use AI to generate social media captions, email copy, blog outlines, and images directly inside the platform tools. # Scheduling social media posts Source: https://help.hoopai.com/academy/media-social-posting/scheduling-social-media-posts Connect all your social profiles and schedule posts weeks or months in advance from a single Social Planner interface in the HoopAI Platform. The average person spends over two hours a day on social media — which means your audience is there every single day, waiting to see content from you. The Social Planner lets you plan, schedule, and publish posts to all your connected profiles from one place. No more logging in and out of multiple platforms or scrambling to post in the moment. Scheduling social media posts article ## Why this matters Consistency is the most important factor in social media growth. Businesses that post consistently — even if infrequently — outperform those that post sporadically at full volume. The Social Planner lets you batch a month of content in a single session, then set it and forget it. Your presence stays active even on your busiest days. ## How to schedule a social media post Navigate to **Marketing** > **Social Planner**. You will see a calendar view of all your scheduled and published posts. Social Planner calendar view If you have not yet connected your accounts, go to **Settings** > **Integrations** and connect Facebook, Instagram, Google My Business, LinkedIn, TikTok, or other supported profiles. All connected accounts will be available when composing posts. Social media integrations settings Click the **New Post** button (or click any date on the calendar). The post composer will open. Choose which social profiles to publish to. You can select a single account or multiple accounts at once. Posting to multiple platforms simultaneously saves significant time for shared content. Type your post copy in the text area. You can: * Use the **Content AI** button to generate copy automatically * Add images or videos from your media library * Include hashtags, emojis, and links Use the Content AI button to generate 3-5 variations of your caption, then choose the one that sounds most like your brand. This eliminates writer's block and cuts content creation time dramatically. Select how to publish: * **Post Now:** Publish immediately to all selected accounts * **Schedule:** Choose a specific date and time for the post to go live * **Save as Draft:** Save for editing and publishing later * **Upload via CSV:** Bulk-import multiple scheduled posts from a spreadsheet Social post publishing options Review your post content, selected accounts, and scheduled time. Click **Schedule** (or **Post**) to confirm. The post will appear on your Social Planner calendar. After posts go live, return to the Social Planner to view analytics — including reach, engagement, and click data — to understand what content resonates with your audience. ## Key points The Social Planner supports Facebook (Pages and Groups), Instagram Business, Google My Business, LinkedIn (Profiles and Pages), TikTok, and Twitter/X. Connect any combination of profiles in Settings > Integrations. Post Now publishes immediately for time-sensitive announcements. Schedule sets a future date and time for planned campaigns. Draft saves the post for review before going live. CSV Upload lets you import a bulk schedule from a spreadsheet — ideal for businesses or teams with high-volume content calendars. Click any scheduled post on the calendar to edit the content, change the timing, or delete it. You can make changes right up until the scheduled publish time. You can monitor and respond to comments on your posts directly within the Conversations area of the platform — no need to log into each social account separately. ## Key benefits Manage all your social profiles and posts from a single calendar view. Schedule weeks or months of content in advance so your feed stays consistent without daily effort. Publish the same post across all your connected accounts simultaneously. Post immediately, schedule ahead, save drafts, or bulk-import from a CSV. Track engagement analytics to understand what content drives the most results. # A2P 10DLC registration Source: https://help.hoopai.com/academy/onboarding/a2p-10dlc-registration Complete guide to registering your brand and campaign for A2P 10DLC compliance so you can send SMS messages to your contacts. A2P (Application-to-Person) 10DLC registration is required for businesses that send text messages to contacts in the United States. Without registration, your SMS messages may be blocked or filtered as spam by carriers. A2P 10DLC registration article ## Why this matters US carriers require businesses to register their brand and campaign before sending SMS at scale. Registration improves deliverability, prevents your messages from being filtered as spam, and establishes a compliant communication channel with your audience. All contacts must have opted in to receive texts or calls from your business before you send messages to them. This is a legal requirement for A2P messaging compliance and cannot be skipped. *** ## Prerequisites Before starting, make sure your Business Profile is fully complete — especially your legal business name, EIN (Employer Identification Number), business address, and authorized representative details. *** ## How to complete A2P 10DLC registration Go to **Settings** > **Business Profile** and confirm your legal business name, EIN, business type, address, and authorized representative are all filled in accurately. Business profile for A2P In the left sidebar, go to **Settings** > **Phone Numbers** > **Trust Center** (sometimes located under **Compliance**). Trust Center navigation Click **Register Brand**. Enter your business information: * Legal business name * Business EIN or tax ID * Business type and industry * Website URL * Business address Submit the brand registration. Brand approval typically takes a few minutes to a few hours. Once your brand is approved, click **Add Campaign**. Describe how you will use SMS: * Select the appropriate use case (Marketing, Customer Care, Mixed, etc.) * Write a clear, detailed description of the messages you send * Add at least 2 sample messages that represent typical outgoing SMS content Be specific and accurate in your description. Vague campaign descriptions are the most common cause of registration delays or rejections. Campaign approval takes anywhere from a few hours to several business days depending on the use case. You will be notified when the campaign is approved. Campaign registration form After approval, ensure your purchased phone number is associated with your registered brand and campaign. This links your number to your approved registration for compliant sending. For voice calls, enable **Shaken/STIR Trusted Calling** to validate your caller ID and reduce the chance of calls being labeled as spam. This is configured in the phone number settings. *** ## Key points A2P 10DLC (Application-to-Person 10-Digit Long Code) is a US carrier framework that requires businesses to register their brand and campaign before sending text messages. It improves deliverability and reduces filtering of legitimate business messages. You need your legal business name, EIN, business type (LLC, sole proprietor, etc.), website URL, authorized representative contact information, and sample SMS message content. Brand registration is typically approved within minutes to a few hours. Campaign approval takes longer — usually 1 to 5 business days. Complete this process before launching any SMS campaigns. Without A2P registration, SMS messages sent through 10-digit long codes may be filtered or blocked by carriers, resulting in failed deliveries and potential compliance violations. *** ## Key benefits Registered campaigns experience significantly fewer carrier filters and blocks. Establishes a legitimate, compliant communication channel with your contacts. Ensures your business meets all US requirements for A2P messaging. Compliant, registered messages build credibility with your contacts. Shaken/STIR validation for voice calls prevents your number from appearing as spam to recipients. # Add a domain or subdomain Source: https://help.hoopai.com/academy/onboarding/add-a-domain-or-subdomain Learn how to connect a custom domain or subdomain to the HoopAI Platform for your funnels, websites, and landing pages. Connecting a custom domain to your funnels and websites is essential for a professional online presence. This lesson explains the difference between domains and subdomains, when to use each, and how to connect them through direct integration or manual DNS configuration. Add a domain or subdomain ## Why this matters A custom domain enhances your brand identity and credibility. Instead of sharing pages on a generic platform URL, your funnels and websites appear at your own branded address — reinforcing trust with every visitor. *** ## Understanding domains vs. subdomains A **domain** is your root web address (e.g., `yourbusiness.com`). A **subdomain** is a prefix added to your root domain (e.g., `store.yourbusiness.com` or `booking.yourbusiness.com`). If you already have a website on your root domain, use a subdomain to avoid conflicts. If you want to use the root domain exclusively for platform-built pages, you can connect it directly. * **CNAME record:** A DNS record that points a subdomain to another domain — used for subdomain connections * **A record:** A DNS record that points a domain directly to an IP address — used for root domain connections *** ## How to add a domain or subdomain Go to **Settings** in the left sidebar and select **Domains** (or go to **Sites** > **Domains** depending on your view). Domains navigation Click **Add Domain** and enter the domain or subdomain you want to connect — for example, `pages.yourbusiness.com`. The platform offers two connection options: * **Direct Domain Connect Integration:** Available for domains registered with supported registrars (such as GoDaddy). The platform configures DNS settings automatically on your behalf. * **Manual Connection:** You add the DNS records yourself at your domain registrar. If your registrar supports it, use Direct Domain Connect for the fastest and simplest setup — no DNS editing required. If connecting manually, the platform will display the exact DNS records you need to add. Log in to your domain registrar's DNS management panel and add: * A **CNAME record** pointing your subdomain to the platform's provided hostname (for subdomains) * An **A record** pointing your root domain to the platform's IP address (for root domains) Save the records and allow 15 minutes to 48 hours for DNS propagation. DNS records configuration Return to the HoopAI Platform and click **Verify** or **Check DNS**. Once the records propagate, your domain status will show as verified and active. DNS propagation can take up to 48 hours. If verification fails immediately, wait a few hours before trying again. After verification, go to your funnel or website settings and assign your connected domain. The platform will use this as the public-facing address for that funnel or website. Domain assignment to funnel *** ## Key points Use a subdomain if your root domain is already hosting an existing website. Use the root domain if you want all web presence managed within the HoopAI Platform and have no separate site. DNS changes can take anywhere from a few minutes to 48 hours to propagate globally. If your domain does not verify immediately, wait and try again before contacting support. You can connect multiple domains or subdomains to your account. Each funnel or website can be assigned a different domain, allowing you to manage multiple brands or campaigns from one platform. *** ## Key benefits A custom domain enhances your brand's credibility and professionalism with every visitor. Connecting your own domain gives you complete control over your web address. Subdomains let you create dedicated sections for offers, booking, or products without affecting your main site. Connected domains work natively with all funnels and websites built inside the HoopAI Platform. Both direct integration and manual DNS setup are supported, giving you flexibility regardless of your registrar. # Buy a phone number Source: https://help.hoopai.com/academy/onboarding/buy-a-phone-number Learn how to purchase and configure a phone number in the HoopAI Platform for SMS, calls, and business communication. Purchasing and configuring a dedicated phone number is a critical step in establishing seamless communication with your audience. This lesson guides you from selecting a number to configuring call settings, forwarding, call recording, and timeout behavior. Buy a phone number article ## Why this matters Your HoopAI Platform phone number is what your contacts see when you call or text them. It is also the number that receives inbound calls and SMS messages, which flow directly into your Conversations inbox. Without a dedicated number, you cannot send or receive business communications through the platform. If you plan to send SMS, complete your A2P 10DLC registration before or immediately after purchasing your phone number. You will need to link your number to your registered brand. ## How to buy and configure a phone number Go to **Settings** in the left sidebar and select **Phone Numbers**. Phone numbers navigation Click **Add Number** or the **+** button to begin the purchase process. Choose your country from the dropdown. Then enter the area code you want — ideally one that matches your local service area to build familiarity with local contacts. Local numbers (with a regional area code) typically have higher answer rates from local contacts compared to toll-free numbers. The platform will display available numbers matching your criteria. Select the one that fits your business and click **Buy** or **Purchase**. Number selection screen After purchasing, click on the number to access its settings. Configure: * **Name:** Give the number a descriptive label (e.g., "Main Business Line" or "Sales Line") * **Forwarding number:** Enter a phone number to forward incoming calls to when needed * **Caller ID pass:** Enable to display your business number — not your personal number — when making outbound calls * **Call connect:** Require a keypress before connecting an incoming forwarded call, reducing robocall connections * **Whisper message:** Play a brief message to you before connecting a forwarded call (e.g., "Incoming call from HoopAI") * **Call recording:** Enable to automatically record all calls on this number Phone number configuration Configure how long the system rings before sending to voicemail: * **Inbound call timeout:** How long an incoming call rings before timing out * **Outbound call timeout:** How long an outgoing call rings before the system stops trying Set these based on your typical availability and response time. If you have completed A2P 10DLC registration, link this phone number to your approved brand and campaign. This ensures your SMS messages are sent from a compliant, registered number. ## Key points Local numbers (with a regional area code) tend to have higher answer rates from local contacts. Toll-free numbers project a national presence. Choose based on your business type and target audience. Forwarding routes incoming calls to your personal or team phone. Enabling Caller ID Pass ensures contacts see your business number, not your personal number, when you call them back. Before enabling call recording, ensure you are compliant with applicable recording consent laws in your state or country. Some states require two-party consent before recording a call. A whisper message plays to you — not the caller — before connecting a forwarded call. This is useful for identifying which campaign or number the caller came from so you can greet them appropriately. ## Key benefits A dedicated business number provides a reliable contact method for leads, clients, and prospects. A dedicated phone number separates business from personal communications entirely. Forwarding, caller ID, and whisper messages improve how you handle every incoming call. Recording and reporting on calls gives you visibility into team performance and conversation quality. Your purchased number can also send and receive SMS messages through the platform. # Complete business profile Source: https://help.hoopai.com/academy/onboarding/complete-business-profile Learn how to fill out your business profile in the HoopAI Platform — the foundation of your digital presence and system functionality. Completing your business profile is not just a formality — it is the foundation of your digital presence and system functionality. Accurate profile information ensures seamless operations, proper compliance, and efficient communication throughout the platform. Complete business profile ## Why this matters Many platform features — including A2P 10DLC SMS registration, payment processing, and email sending — require accurate business information. An incomplete or incorrect profile can delay approvals and cause compliance issues down the line. This is an ongoing process. Revisit and update your profile as your business evolves to keep everything compliant and functional. ## How to complete your business profile Go to **Settings** in the left sidebar and select **Business Profile** (sometimes labeled **Company Info**). Business profile navigation Fill in the following fields: * **Friendly business name** — the name shown to your contacts * **Legal business name** — your officially registered business name * **Business email** — use a branded address like `hello@yourbusiness.com` * **Business phone number** Use a branded email address rather than a free Gmail or Yahoo address. Branded emails improve trust and email deliverability. If you have a website, enter its URL. If you do not yet have one, consider creating a simple landing page using the HoopAI Platform's funnel or website builder. Select the **niche** or industry category that best describes your business. Website and niche fields Enter your complete business address. Then select your **time zone** carefully — this setting controls the timing of all scheduled messages, appointments, and automations. An incorrect time zone will cause scheduling errors across all your workflows and appointment calendars. Double-check this setting before proceeding. Specify your: * Business type (sole proprietor, LLC, corporation, etc.) * Industry * Business registration number (EIN or equivalent, if applicable) * Regions where your business operates Business information fields Provide the details of the person authorized to represent your business for compliance purposes — this is required for A2P 10DLC SMS registration: * Full name * Email address * Job title * Phone number Click **Save**. Review all information for accuracy before configuring other features. A well-maintained profile guarantees seamless platform operations. ## Key points Many platform features — including A2P 10DLC SMS registration and payment processing — require accurate business information. Incomplete or incorrect profiles can delay approvals or cause messaging compliance issues. The time zone setting affects all scheduled messages, workflow send times, and appointment availability. If you operate in multiple time zones, choose the one where your primary business is located. A branded email such as `hello@yourbusiness.com` improves trust with recipients and reinforces your professional image. Free email addresses from Gmail or Yahoo can reduce deliverability. ## Key benefits A complete profile sets the stage for your entire presence within the platform. Accurate information ensures smooth outbound communication with your audience. A branded email and thorough profile enhance your brand image with every interaction. Correct time zone selection prevents scheduling and communication mistakes across all automations. Keeping your profile current ensures you meet all regulatory requirements for messaging and payments. # Connect integrations Source: https://help.hoopai.com/academy/onboarding/connect-integrations Learn how to connect Google Calendar, Google My Business, Facebook, Instagram, Stripe, and other essential integrations to the HoopAI Platform. Integrating your key apps with the HoopAI Platform centralizes your workflow and eliminates the need to bounce between multiple tools. This lesson walks through the most important integrations: Google Calendar, Google My Business, Meta Business Pages, and Stripe. Connect integrations article ## Why this matters Every integration you connect brings more of your business into one place. Google Calendar prevents double bookings. Google My Business pulls in reviews and chats. Facebook and Instagram messages land in your unified inbox. Stripe handles payments. The HoopAI Platform becomes your single source of truth. ## How to connect integrations Go to **Settings** in the left sidebar and click on **Integrations**. Here you will see all available third-party connections. Integrations settings page Click **Connect** next to Google Calendar. You will be redirected to sign in with your Google account and grant the necessary permissions. Once connected, your Google Calendar syncs with the platform's scheduling features, preventing double bookings and keeping your availability accurate. Google Calendar connection Click **Connect** next to Google. When prompted, connect your GMB page. This integration pulls in Google reviews, enables GMB chat to flow into your Conversations inbox, and allows you to post to your GMB listing from the Social Planner. Click **Connect** next to Facebook. Log in to Facebook and authorize access to your Business Page and connected Instagram account. Once connected, Facebook and Instagram direct messages, comments, and lead form submissions all appear in your Conversations area. Facebook integration Click **Connect** next to Stripe. You will be redirected to Stripe to authorize the connection. This enables payment processing for invoices, subscriptions, and checkout pages directly within the platform. The HoopAI Platform also supports QuickBooks, TikTok, Clio, Zoom, and more. Browse the Integrations page for the full list and connect any that are relevant to your workflow. Connect Zoom here so that new Zoom meeting links are automatically generated and included in appointment confirmation messages. ## Key points After connecting Google Calendar, designate it as your main booking calendar or as a conflict calendar (to check availability without creating appointments there). This prevents double bookings across your work and personal schedules. Once your GMB page is connected, any message sent through your Google Business profile appears in the Conversations area, allowing you to respond from one unified inbox. Meta integration brings DMs from Facebook Messenger and Instagram into Conversations. You can also trigger workflows based on incoming Facebook messages using the Customer Replied trigger. The Stripe integration allows you to send payment links, set up recurring subscriptions, and process one-time payments through invoices or order forms — all without leaving the platform. ## Key benefits Manage multiple platforms from one central place, increasing efficiency across your business. Google Calendar integration ensures your availability is always accurate and up to date. Google My Business integration enhances your local search presence and brings reviews into the platform. Facebook and Instagram integrations bring social media conversations into your unified inbox. Stripe integration enables payment collection, subscriptions, and invoicing without additional tools. # Dedicated email domain Source: https://help.hoopai.com/academy/onboarding/dedicated-email-domain Step-by-step guide to setting up a dedicated email sending domain in the HoopAI Platform to improve deliverability and professionalism. Setting up a dedicated email domain separates your personal email traffic from your marketing and automation emails. This enhances deliverability, maintains professionalism, and simplifies email management across the HoopAI Platform. Dedicated email domain article ## Why this matters Sending marketing emails from your main domain can damage its reputation and hurt deliverability. A dedicated subdomain keeps your primary domain protected and your marketing emails landing in inboxes — not spam folders. You must add a DMARC record to your DNS settings. Copy and paste the following exactly, with no leading or trailing spaces: * **Record Type:** TXT * **Host/Name:** `_DMARC` * **Content/Points to field:** `v=DMARC1; p=none;` *** ## Prerequisites Before starting, make sure you own or manage a domain and have access to your domain registrar's DNS settings (GoDaddy, Namecheap, Cloudflare, etc.). *** ## How to set up your dedicated email domain In the HoopAI Platform, go to **Settings** in the left sidebar. Under **Email**, select **Email Services** or **Dedicated Domain**. Email services navigation Select a subdomain to use for sending — for example, `mail.yourbusiness.com` or `send.yourbusiness.com`. Using a subdomain protects your main domain's sender reputation. Use a short, professional subdomain like `mail`, `send`, or `news`. Avoid using your root domain (e.g., `yourbusiness.com`) for sending. Enter your chosen subdomain in the domain field and click **Add Domain**. The platform will generate the DNS records you need to add. Add domain screen Log in to your domain registrar and add each record the platform provides. These typically include: * **CNAME records** for DKIM signing * **TXT records** for domain verification * **TXT record** for DMARC (see warning above) Add each record exactly as shown — spacing and punctuation matter. In your DNS settings, add a new TXT record: * **Host/Name:** `_DMARC` * **Value:** `v=DMARC1; p=none;` This is required for email authentication compliance and cannot be skipped. DNS settings example Return to the HoopAI Platform and click **Verify** or **Check DNS**. DNS propagation can take up to 24–48 hours. Once verified, your dedicated domain will show as active and ready to use. If verification fails immediately, wait a few hours before trying again. DNS propagation times vary by registrar. *** ## Key points Sending marketing emails from your main domain can negatively impact its reputation and deliverability. A dedicated subdomain separates email marketing traffic from regular business communications, protecting your primary domain's sender reputation. You will need DKIM (DomainKeys Identified Mail) records, SPF (Sender Policy Framework) records, and a DMARC policy record. The HoopAI Platform generates the specific values for your account automatically. DNS changes typically propagate within a few hours but can take up to 48 hours. If verification fails immediately, wait and try again before contacting support. *** ## Key benefits Marketing emails sent from a dedicated domain land in inboxes far more reliably. A branded sending domain builds trust with every recipient. Separating marketing emails from regular communications makes tracking and reporting much easier. Proper authentication signals to email providers that your messages are legitimate. Authenticated emails reach your audience more reliably, making every campaign more impactful. # How to import & manage contacts Source: https://help.hoopai.com/academy/onboarding/how-to-import-manage-contacts Learn how to add contacts manually, format and import CSV files, create custom fields, and organize your contact list in the HoopAI Platform. Your contact list is the foundation of your business growth. A well-organized list lets you segment your audience, send targeted messages, and run personalized campaigns at scale. This lesson covers adding contacts manually, formatting CSV files for import, creating custom fields, and importing your list. Import and manage contacts ## Why this matters A well-organized contact list is like having a goldmine at your fingertips. Every friend, colleague, former client, and new lead belongs in your system — organized, tagged, and ready for follow-up. Contacts are the lifeblood of your business. Before importing, make sure your CSV is properly formatted with column headers. The platform uses the headers to map your data to the correct fields. ## How to add and import contacts In the left sidebar, click **Contacts**. This is your central hub for managing all leads, clients, and prospects. Contacts navigation Click the **Add Contact** button (the + icon). Fill in the essential details: * First name and last name * Phone number * Email address * Any additional fields relevant to your business Click **Save** to add the contact. Manual entry is best for individual connections you want to add right away. Add contact form Format your existing contact list as a CSV file with clearly labeled column headers. Key columns to include: * `first_name` * `last_name` * `email` * `phone` You can also add columns for address, company name, or any custom data you want to import. Remove any special characters from phone numbers — use digits only. International numbers should include the country code. If your CSV includes data that does not map to a standard field — such as lead status, birthday, or membership level — create custom fields first. Go to **Settings** > **Custom Fields** and click **Add Field**. Choose the field type (text, dropdown, number, or date), give it a clear label, and save before importing. Custom fields settings In the **Contacts** section, click **Import** and upload your CSV file. The importer will ask you to map each column header to the corresponding field in the platform. Review the mapping carefully, choose how to handle duplicates, and click **Import** to begin. After importing, use **Smart Lists** to segment your contacts by tags, engagement, purchase history, automation enrollment, or any custom field value. Smart Lists update automatically as contacts meet your filter criteria. Smart lists overview ## Key points Manual addition works best for immediate connections you want to add one at a time. For larger lists, CSV import is the most efficient approach. Both result in contacts that can be used in campaigns, automations, and pipelines. Each column in your CSV must have a header that maps to a field in the platform. Extra columns without matching fields will be ignored unless you have a corresponding custom field. Custom fields let you store any data specific to your business. For example, a dropdown field for "Lead Status" with options like Cold Lead, Warm Lead, and Hot Lead — then use these fields to filter Smart Lists and personalize messages. The import tool gives you options for handling duplicate records — skip duplicates, update existing records, or create new records. Choose the option that best fits your situation. ## Key benefits Import a large number of contacts at once, saving significant time compared to manual entry. Smart Lists segment your audience for highly targeted, personalized messages. Custom fields let you capture and store specific information for tailored communications. An organized contact list gives you data to track campaign performance and identify engagement trends. A well-structured contact list grows with your business, keeping communication efficient at any scale. # My profile Source: https://help.hoopai.com/academy/onboarding/my-profile Set up your personal user profile in the HoopAI Platform — including your email signature, meeting location, calendar availability, and email sync. Your user profile controls how you communicate, schedule appointments, and appear to contacts. This lesson walks through verifying your personal details, creating an email signature, setting your meeting location, configuring availability, and syncing your email account. My profile article ## Why this matters Your profile is what contacts see in every email, every appointment, and every calendar invite. A complete, accurate profile builds trust and ensures your scheduling and communication work correctly from day one. ## How to set up your user profile Click your profile icon or name in the top right corner and select **My Profile**. Alternatively, go to **Settings** > **My Profile**. My profile navigation Confirm your: * First and last name * Email address * Phone number These details appear in outgoing communications and calendar invites. Make sure they are accurate and professional. Scroll to the **Email Signature** section. Build your signature using the editor — include your name, title, company name, phone number, and any relevant links. Your signature is automatically appended to emails you send from Conversations. Keep your signature concise. Include your name, title, phone number, and a link to your booking page. Avoid large images — they can trigger spam filters. Under **Calendar Settings**, choose your default meeting location: * **Zoom** — connect your Zoom account for auto-generated unique links per appointment * **Google Meet** — connect your Google account for Meet links * **Physical address** — enter a street address for in-person meetings * **Phone number** — use a phone number for call-based appointments Meeting location settings Set the days and hours you are available for appointments. Adjust your available times so the system only offers booking slots when you are genuinely free. If your availability is not set accurately, clients may book appointments during times when you are unavailable. Connect an external conflict calendar to automatically block off busy periods. If you use Microsoft Outlook, sync it with the platform by clicking **Connect Outlook** and following the authorization flow. This keeps your Outlook calendar in sync for conflict checking. Under **Email Sync**, connect your Gmail or Outlook account. Once synced, incoming and outgoing emails from your connected account appear in the Conversations area — giving you a complete communication history for each contact. Email sync settings Click **Save** to apply all changes. Review your profile one more time to make sure everything is accurate. ## Key points Keep your signature concise and professional. Include your name, title, phone number, and a link to your website or booking page. Avoid large images, as they can trigger spam filters in some email clients. When you connect Zoom, the platform automatically generates a unique Zoom link for every new appointment. This link is inserted into confirmation emails and calendar invites using a custom value automatically. Accurate availability prevents double bookings and ensures clients can only select times when you are genuinely free. If you have blocked times on an external calendar, connect it as a conflict calendar. Email sync connects your personal email account (Gmail or Outlook) for one-on-one conversations. This is separate from the dedicated email domain used for bulk email campaigns and automation. ## Key benefits A complete user profile customizes your experience and how you appear to every contact. An email signature adds a polished, branded touch to every email you send. Configuring meeting locations and availability streamlines appointment booking for you and your clients. Connecting Outlook keeps your calendar events in sync and prevents scheduling conflicts. Syncing your email account unifies all incoming and outgoing messages in one Conversations view. # Onboarding Source: https://help.hoopai.com/academy/onboarding/overview Walk through the most important initial steps to effectively set up your HoopAI Platform account from scratch. Onboarding is the foundation of your success on the HoopAI Platform. Completing these steps correctly ensures your account is properly configured for email deliverability, SMS compliance, contact management, and seamless day-to-day operations. HoopAI Academy onboarding module Work through these lessons in order for the best results. Set up a dedicated email sending domain to improve deliverability and separate marketing emails from regular communications. Install the Two-Way Chat Widget on your website to capture leads and communicate with visitors in real time. Add contacts manually, import from a CSV file, create custom fields, and organize your list with Smart Lists. Fill in your business details, time zone, and authorized representative information — required for compliance and proper platform function. Connect Google Calendar, Google My Business, Facebook, Instagram, and Stripe to unlock the full power of the platform. Set up your personal profile, email signature, meeting location, availability, and email sync. Register your brand and campaign for compliant SMS sending in the United States. Purchase and configure a dedicated business phone number for SMS and calls. Connect your custom domain or subdomain to your funnels and websites. # Webchat widget Source: https://help.hoopai.com/academy/onboarding/webchat-widget Learn how to set up the Two-Way Chat Widget to collect leads and communicate with website visitors in real time. The Two-Way Chat Widget is a direct link between your website and your visitors. It enables real-time communication, allowing visitors to ask questions, receive instant responses, and share their contact details — all flowing directly into your Conversations area. Webchat widget article ## Why this matters Most businesses miss leads because they make visitors fill out a form and wait for a callback. The chat widget lets visitors start a conversation instantly — and their contact details and messages land directly in your inbox. Text messages have a 98% open rate compared to email's 20%, and 75% of people prefer texting over calling. The chat widget captures leads through the channel they prefer most. ## How to set up the Webchat Widget In the HoopAI Platform, go to **Settings** in the left sidebar, then select **Chat Widget**. You can also find it under **Sites** > **Chat Widget**. Chat widget navigation Configure the widget's colors, greeting message, and display name to match your brand. Set the widget header text, placeholder text, and offline message. Chat widget customization Copy the generated embed code and paste it into the `` or `` section of your website's HTML. If you use a funnel or website built inside the HoopAI Platform, enable the widget directly from the page settings — no code required. The widget can be embedded on any website, not just sites built inside the HoopAI Platform. It works on WordPress, Squarespace, Wix, and any custom site. Visit your website and send a test message through the widget. Confirm that the message appears in your **Conversations** inbox in the HoopAI Platform. Conversations inbox Use **Workflows** to trigger automated responses when a visitor sends their first message. Collect a phone number or email automatically and add the contact to a nurture sequence — all without manual intervention. ## Key points All messages sent through the chat widget flow directly into the Conversations area in the HoopAI Platform. You can respond via SMS or the platform's messaging interface, and the conversation continues seamlessly. The widget can be configured to request a visitor's phone number or email before or during a conversation, capturing lead information without a separate form. Control the widget's color scheme, header text, placeholder text, offline message, and display timing — immediate on load, delayed, or triggered by user scroll. Once a contact submits their information through the widget, trigger automated workflows to send follow-up SMS messages, add tags, or move the contact into a pipeline stage automatically. ## Key benefits Provide immediate assistance to website visitors and improve their overall experience on your site. Seamlessly collect lead information — phone numbers and emails — directly from engaged visitors. Send targeted follow-up messages to collected leads, nurturing them toward conversion. All messages flow directly into the Conversations area for easy reading, review, and response. By connecting with visitors at the right moment and gathering lead information, you turn more website traffic into paying clients. # Academy Source: https://help.hoopai.com/academy/overview Your step-by-step learning program for mastering every feature of the HoopAI Platform. The Hoop Academy is your complete learning program for the HoopAI Platform. Each module covers a key feature area with video lessons, step-by-step guides, key points, and practical exercises — designed to help you implement the system quickly and confidently. HoopAI Academy overview Start with the **Welcome & Instructions** article if you are new to the Academy. It explains how the program is structured and how to get the most out of each module. ## How the Academy works The Academy is structured as a progressive learning path. Start with the **Welcome** section, then move through **Onboarding** to get your account fully configured. From there, choose the modules most relevant to your business goals. Each lesson includes: * A clear overview of the feature and why it matters * Key feature points summarizing what the tool does * Key benefits explaining the business value * Step-by-step guidance for implementation The faster you implement the features in the HoopAI Platform, the longer you retain your clients and the faster you grow your business. Commit to completing one module at a time. ## Modules Introduction to the Hoop Academy program — what to expect and how to navigate the lessons. Walk through the most important initial steps to effectively set up your account. Implement key features fast. Covers email blasts, SMS, automation, forms, reviews, and more. Learn call tracking, A2P registration, buying numbers, SMS blasts, and auto follow-up. Set up a dedicated email domain, send blasts, and use CC & BCC in conversations. Build powerful workflows using triggers, actions, recipes, and trigger links. Manage your media library, schedule social posts, and use the AI content generator. Create funnels, build websites, design landing pages, and add a 2-way SMS chat widget. Sync calendar integrations, create appointment types, and automate booking workflows. Create and send invoices and integrate payment processing into your business operations. # Create an invoice Source: https://help.hoopai.com/academy/payments-purchases/create-an-invoice Generate professional invoices, add line items, and send payment requests directly to contacts from the HoopAI Platform — with automatic total calculations and payment status tracking. The HoopAI Platform's invoicing system lets you create and send professional invoices to clients directly from within the platform. Invoices are sent to the contact's email, tracked by payment status, and can be paid online — eliminating the back-and-forth of external invoicing tools and manual payment follow-up. Create an invoice article ## Why this matters Chasing payments manually — sending reminder emails, following up by phone, waiting for checks — wastes time and creates cash flow problems. The platform's invoicing system removes this friction. Send an invoice in seconds, the client pays online, and the payment status updates automatically. For businesses that bill by the appointment or project, this alone saves hours every week. ## How to create and send an invoice Go to **Payments** > **Invoices** in the left sidebar. This is your central hub for all invoices — drafts, sent, paid, and overdue. Invoices section in the HoopAI Platform Click **New Invoice** or **Create Invoice**. The invoice builder opens with a clean template ready to customize. In the **Bill To** section, search for an existing contact by name or email, or enter their details manually. The invoice will be addressed to this contact and sent to their email address. * Contact name and business name (if applicable) * Email address (where the invoice link is delivered) * Billing address (optional, for formal invoices) Always select the contact from your existing CRM rather than entering details manually. This links the invoice to the contact record so the payment is tracked in their history and visible from their contact profile. Configure: * **Invoice date:** The date the invoice is issued — usually today * **Due date:** When payment is expected — Net 7, Net 14, Net 30, or a specific date * **Invoice number:** Auto-generated, but can be edited for continuity with your existing numbering system Click **Add Item** for each product or service being invoiced. For each line item, enter: * **Item name or description:** What the client is being charged for * **Quantity:** Number of units, hours, or sessions * **Rate:** Price per unit * **Tax rate:** If applicable — the platform calculates tax automatically The invoice total is calculated automatically as you add items — no manual math required. Invoice line items and total calculation In the **Notes** or **Terms** field, include any additional information for the client: * Payment method instructions * Late payment policy * A thank-you note or reference to the project * Your business policies These notes appear on the invoice the client receives. Upload your business logo to the invoice for a professional, branded appearance. The logo appears at the top of the invoice document the client sees when they open the payment link. Completed branded invoice ready to send Click **Send Invoice**. The client receives an email with a link to view and pay the invoice online. Supported payment methods depend on the payment processor connected to your account (typically Stripe). Once sent, the invoice status updates automatically: * **Sent:** Invoice delivered, payment not yet made * **Paid:** Client completed payment * **Overdue:** Due date passed with no payment * **Void:** Invoice cancelled ## Key points When the client receives the invoice email, they click the payment link and are taken to a secure payment page. They can pay by credit or debit card. The payment is processed through your connected Stripe account and the invoice status updates to Paid automatically — you do not need to manually mark anything. All invoices are visible in the **Payments** > **Invoices** section. Filter by status — paid, sent, overdue — to quickly see which clients still owe payment. You can also view the full payment history from the contact's record in your CRM. Draft invoices can be edited freely. Once an invoice is sent, you can still edit it — the client will see the updated version when they open the link. To cancel an invoice entirely, change its status to **Void**. Void invoices are kept in the system for record-keeping but are no longer active. To collect payments through invoices, your Stripe account must be connected to the platform under **Settings** > **Integrations** > **Stripe**. If Stripe is not connected, invoices can still be created and sent, but the online payment option will not be available. ## Key benefits Branded documents with your logo, line items, and terms that reflect your business's credibility. Clients pay instantly via a secure link — no checks, no wire transfers, no manual processing. Know exactly which invoices are paid, sent, or overdue at a glance. Invoices are linked to contact records, giving you a full payment history for every client. Create and send an invoice in under two minutes — no separate invoicing tool required. # Payments & purchases Source: https://help.hoopai.com/academy/payments-purchases/overview Create and send professional invoices, generate payment links for instant checkout, build a product catalog, and collect payments online through Stripe — all from within the HoopAI Platform. The HoopAI Platform's payments system connects your invoicing, product catalog, and payment collection directly to your CRM and contact records. Create an invoice, send a payment link, or sell products through order forms — with status tracking that keeps you informed without any manual follow-up. Academy payments and purchases module ## What you will learn Build a professional invoice with line items, taxes, your logo, and payment terms — then send it directly to a contact for online payment via Stripe. Generate shareable payment links tied to products for instant one-click checkout — share via SMS, email, or any channel without creating a full invoice. Build a product catalog with one-time and recurring prices to power invoices, payment links, order forms, and automated sales workflows. # Create payment links Source: https://help.hoopai.com/academy/payments-purchases/payment-links Generate shareable payment links for products and services so contacts can pay instantly without needing an invoice — ideal for one-click purchases, event registrations, and quick sales. Payment links are the fastest way to collect money. Instead of building a full invoice, you create a link tied to a specific product or service, copy it, and send it — via SMS, email, or any messaging channel. The contact clicks the link, enters their card details, and the payment is processed immediately. No back-and-forth, no manual follow-up. Create payment links article ## Why this matters Some payments don't need the formality of a full invoice. A coaching call deposit, a product sale, an event registration, a retainer fee — these are scenarios where you simply need a link the contact can click to pay right now. Payment links are the fastest path from "I want to sell this" to "payment received." They work in any channel where you can paste a URL, and they eliminate the need to create, send, and track a full invoice for simple transactions. ## How to create and share a payment link Go to **Payments** > **Payment Links** in the left sidebar. This is where all your payment links are created and managed. Click **New Payment Link** or **Create Payment Link** to open the link builder. Payment link creation interface Payment links are tied to products in your product catalog. Either: * **Select an existing product** from your catalog — the price is pulled automatically * **Create a new product** directly from the payment link builder — name it, set the price, and it will be saved to your catalog For recurring services, select a product with a subscription price to create a recurring payment link. Set the key options for this payment link: * **Link name:** A label for internal use — this is how you identify the link in your dashboard * **Amount:** The price the customer will pay (pulled from the product, but can be adjusted) * **Currency:** Defaults to your account currency * **Quantity:** Whether to allow the customer to choose a quantity at checkout * **Redirect URL:** The page to send the customer to after payment completes — for example, a thank-you page or onboarding form Set the redirect URL to a page that confirms what happens next — a calendar booking link, a welcome video, or a resource download. This improves the customer experience immediately after payment. Optionally, add branding to the payment page: * Your business logo * A custom title and description visible on the checkout page * Brand colors (if configured in your account settings) A branded payment page reinforces trust and professionalism at the moment of purchase. Click **Save** to generate the payment link. Copy the URL and share it anywhere: * Paste it directly into an SMS or email conversation in the platform * Add it to a workflow action to send automatically when a trigger fires * Include it in a broadcast email or SMS blast * Post it on social media or add it to your website Shareable payment link generated and ready to copy Go to **Payments** > **Transactions** to see all completed payments from your payment links. Each transaction shows the contact name, amount, date, and payment status. ## Key points Use a **payment link** when you need a fast, one-click checkout — no itemized billing, no net terms, just pay now. Use an **invoice** when you need a formal document with line items, a due date, and net payment terms. Payment links are better for products and retail; invoices are better for project-based and professional services billing. Payment links can be inserted into workflow SMS or email actions using the link URL. For example, build a workflow triggered when a lead reaches a certain pipeline stage that sends an SMS containing the payment link for a deposit. When the lead pays, a subsequent trigger can move them to the next stage automatically. If the product attached to a payment link is a subscription product, the payment link creates a recurring subscription — the customer's card is charged automatically on the configured schedule (weekly, monthly, annually). Use this for retainers, membership fees, and ongoing service packages. Payment links require a connected payment processor (Stripe is the primary option). Go to **Settings** > **Integrations** > **Stripe** to connect your account before creating payment links. Without a connected processor, payment links cannot collect payments. ## Key benefits Contacts pay in seconds — no forms to fill, no invoice to wait for, no back-and-forth. Paste the link into SMS, email, social media, or anywhere a URL can be shared. Insert payment links into workflow actions to automate sales follow-up and payment collection. Attach a subscription product to create recurring payment links for ongoing services. Skip the invoice process for simple sales — create the link and start collecting in under a minute. # Create and manage products Source: https://help.hoopai.com/academy/payments-purchases/products Build a product catalog with one-time and recurring prices so you can sell through invoices, payment links, order forms, and workflows without re-entering product details every time. Your product catalog is the foundation of everything you sell through the platform. Every invoice line item, payment link, and order form checkout is tied to a product in this catalog. Setting up your products once means that when you create an invoice, send a payment link, or build an order form, all you do is select the product — name, price, and description are already there. Create and manage products article ## Why this matters Without a product catalog, every invoice requires re-entering the same service names and prices from scratch — introducing errors, inconsistency, and wasted time. With a catalog, your services and products are defined once: their name, description, price, and tax settings are stored and ready to use across invoices, payment links, order forms, and workflows. As your business scales, your catalog becomes the single source of truth for everything you sell. ## How to create and manage products Go to **Payments** > **Products** in the left sidebar. This is your complete product catalog — all your one-time and recurring offerings in one place. Click **New Product** or **Add Product** to open the product builder. Product builder in HoopAI Payments section Fill in the core product information: * **Product name:** The name that appears on invoices, payment pages, and order forms * **Description:** A brief explanation of what the product or service includes — this appears on the checkout page * **Product image:** Optional — upload an image for products sold through your store or order forms * **Product type:** Choose **One-time** for single purchases or **Recurring** for subscriptions Keep product names clear and customer-facing. The name the contact sees on the invoice or checkout page should match what you discussed with them — avoid internal codes or abbreviations. Set the price and pricing options: **For one-time products:** * Set the **price** in your account currency * Enable **customer-defined pricing** if you want the customer to enter their own amount (useful for donations or custom quotes) **For recurring products (subscriptions):** * Set the **recurring price** — the amount charged each billing cycle * Choose the **billing interval:** weekly, monthly, quarterly, or annually * Set a **trial period** (optional) — a free or reduced-cost period before the full price kicks in * Configure the **total billing cycles** if the subscription has a defined end date Recurring product pricing configuration If your products are subject to sales tax: * Enable **tax** on the product * Assign the applicable tax rate (configured under **Payments** > **Payment Settings** > **Tax Rates**) The tax is calculated and displayed automatically on invoices and checkout pages when this product is selected. Click **Save** to add the product to your catalog. It is now available to select when: * Creating an invoice (as a line item) * Creating a payment link (as the product being sold) * Building an order form in your funnels or websites * Automating a sale through a workflow action For larger catalogs, use **Product Collections** to group related products — for example, a "Monthly Plans" collection and a "One-Time Services" collection. Collections make it easier to organize your store and filter products when building order forms. Go to **Payments** > **Products** > **Collections** to create and manage product groups. ## Key points A **one-time product** is purchased once and the transaction is complete — a consultation fee, a digital download, a physical item. A **recurring product** creates a subscription where the customer's payment method is charged automatically on the set interval — a monthly retainer, a membership, a software subscription. Both types live in the same catalog and can be used across invoices, payment links, and order forms. When creating an invoice, you can add catalog products as line items by searching for the product name. The price, description, and tax settings are pulled automatically. You can still override the price on the invoice if needed — for example, to apply a one-time discount — without changing the catalog price. Order forms in your funnels and websites are powered by products from the catalog. When building a checkout page in the funnel builder, you select the product and the price is automatically applied to the order form. This means a price change in the catalog updates every order form that uses that product. The platform supports both digital and physical product types. **Digital products** deliver a download or access link automatically after purchase. **Physical products** integrate with shipping settings — you can define shipping rates, track inventory, and generate packing slips for fulfilled orders. ## Key benefits Define each product once — name, price, tax, description — and reuse it across every sales channel without re-entering data. Catalog pricing ensures that every invoice, payment link, and order form shows the correct price — no manual errors or mismatched quotes. Recurring products handle subscription billing automatically — charging the customer's card on schedule without manual intervention. Assign tax rates to products once and have them calculated correctly on every transaction — invoices, order forms, and payment links. As your business grows, organize products into collections to keep your catalog structured and easy to navigate across your team. # Conversation management Source: https://help.hoopai.com/academy/quick-start/conversation-management Manage messages from all channels — email, SMS, Facebook, Instagram, calls, and more — from a single unified inbox in the HoopAI Platform. The Conversations area in the HoopAI Platform is your unified inbox for every communication channel. Instead of logging into multiple platforms to check messages, everything — SMS, email, Facebook Messenger, Instagram DMs, Google My Business chat, voicemails, and more — flows into one place. Conversation management article ## Why this matters Most businesses lose leads because they check too many inboxes. A contact sends an SMS, an email, and a Facebook message — all in different places — and none of them get answered in time. The Conversations inbox eliminates that problem entirely. Every message from every channel is in one thread per contact, organized and ready to respond to. ## How to manage conversations Click **Conversations** in the left sidebar. This is your unified messaging center for all incoming communications. Conversations unified inbox The Conversations area has several tabs to help you stay organized: * **Unread:** Shows only conversations with unread messages * **Recent:** Conversations sorted by most recent activity * **All:** Every conversation regardless of read status * **Starred:** Conversations you have flagged as important Switch between tabs to focus on what needs your attention most. Click any conversation to open the full message thread. You will see the complete history of all messages with that contact across all channels in a single view. Full conversation thread Select the channel you want to respond through — SMS, email, Facebook Messenger, and others — from the message composer dropdown. Write your reply and click **Send**. You can switch channels mid-conversation. For example, receive an SMS and follow up by email — all within the same conversation thread. Responding within the first 5 minutes of an inbound message increases conversion rates by up to 80%. With everything in one inbox, fast responses become the default — not the exception. Use the action buttons to stay organized: * **Mark as read:** Removes the unread indicator * **Star:** Flag important conversations for easy access later * **Mark as done:** Moves the conversation out of your active inbox when fully resolved Enable push notifications in the HoopAI mobile app to receive alerts the moment a new message arrives. Full Conversations functionality — including sending and receiving — is available on mobile. Conversations mobile view ## Key points The unified inbox receives messages from: SMS, email, Facebook Messenger, Instagram DMs, Google My Business Chat, live chat (webchat widget), voicemails, and calls. All channels appear in the same thread for each contact. You are not locked into responding on the same channel a contact used. Receive an SMS and reply by email, or receive an Instagram DM and follow up by text — all within the same conversation thread without any confusion. In multi-user accounts, you can assign conversations to specific team members. The assigned user sees the conversation in their queue and receives notifications for new messages in that thread. The HoopAI mobile app provides full Conversations functionality. Enable push notifications to get alerted the moment a new message arrives, ensuring fast response times from anywhere. ## Key benefits Check one place instead of multiple platforms, eliminating missed messages. Centralized messaging makes it easy to respond quickly to every incoming message. Every conversation across all channels is visible in one thread per contact. Manage conversations from anywhere using the HoopAI mobile app. With all messages in one place, no lead slips through the cracks. # Forms & pop-ups Source: https://help.hoopai.com/academy/quick-start/forms-pop-ups Learn how to create and embed forms and pop-up overlays to capture leads from your website and funnels in the HoopAI Platform. Forms and pop-up overlays are one of the fastest ways to start generating leads from your website traffic. By embedding a form on your site — or triggering a pop-up with a compelling offer — you capture contact information that flows automatically into your HoopAI Platform account and can instantly trigger a follow-up workflow. Forms and pop-ups article ## Why this matters Every visitor who leaves your website without giving you their contact information is a missed opportunity. A well-placed form or exit-intent pop-up captures those contacts and starts the follow-up process automatically — no manual effort required. The difference between a 1% and a 5% conversion rate on your website traffic compounds into hundreds of additional leads per month. ## How to create and embed a form or pop-up Go to **Sites** > **Forms** in the left sidebar. You will see your library of existing forms and surveys. Click **New Form** to create a new one. Forms library navigation Select between two form types: * **Form:** Captures information on a single page — best for lead capture, contact forms, and opt-ins * **Survey:** Multi-step format using slides with logic branching — best for detailed intake forms or lead qualification For most lead generation use cases, start with a simple form. Ask only for name, email, and phone. Each additional field you add reduces your completion rate. Use the drag-and-drop builder to add the fields you need: * **Standard fields:** First name, last name, email, phone number, address * **Custom fields:** Any custom field you have created in your account Form builder drag-and-drop interface Choose what happens when someone submits the form: * **Show a success message:** Display a thank-you message on the same page * **Redirect to a URL:** Send the contact to a booking page or thank-you page * **Trigger a workflow:** Automatically enroll the contact in a follow-up sequence You can also enable the **Sticky Contact** feature, which auto-fills form fields for returning visitors based on their previous submissions. If you want the form to appear as a pop-up overlay, configure the display trigger: * **On page load** — immediate or with a time delay * **On scroll** — after the visitor scrolls a percentage of the page * **On exit intent** — when the visitor moves their cursor toward the browser close button Pop-up trigger settings Click **Integrate** or **Embed** to retrieve your embed code. Two options: * **Inline embed:** Embed the form directly inside your page content * **Pop-up embed:** Add a script that triggers the form as a pop-up overlay Copy the code and paste it into the `` section of your website's HTML. For pages built inside the HoopAI Platform, embed forms directly through the page builder without any code. ## Key points Use forms for straightforward lead capture — name, email, phone. Use surveys for multi-step qualification — for example, asking what services a prospect wants before routing them to the right team member or workflow. The embed code works on any website regardless of whether it was built inside the HoopAI Platform. You can add it to WordPress, Squarespace, Wix, Webflow, or any other website builder. Sticky Contact remembers returning visitors and pre-fills form fields with data from their previous submissions. This reduces friction and increases completion rates for repeat visitors. Every form submission can trigger a workflow automatically. Use this to immediately send a confirmation email or SMS, add the contact to a pipeline, assign a tag, or enroll them in a nurture sequence — all with zero manual effort. ## Key benefits Capture contact information from website visitors 24/7 without manual effort. Works on any website inside or outside the HoopAI Platform. Choose between simple forms and multi-step surveys based on your needs. Trigger workflows the moment a form is submitted for immediate follow-up. Start collecting contacts and building your list from the first day your form is live. # Google My Business chat Source: https://help.hoopai.com/academy/quick-start/google-my-business-chat Connect your Google Business profile to receive GMB chat messages directly in your Conversations inbox and manage reviews from the HoopAI Platform. Google My Business (GMB) Chat lets customers message your business directly from your Google Search or Google Maps listing. By integrating GMB with the HoopAI Platform, all of those messages flow into your unified Conversations inbox — so you never miss an inquiry from a potential customer searching for your business on Google. Google My Business chat article ## Why this matters More than 5 billion Google searches happen every day. When a potential customer finds your business on Google and sees the option to message you, they are more likely to reach out than to call. Those messages need to land somewhere you will actually see them — not a separate inbox you rarely check. Connecting GMB brings those messages directly into Conversations alongside your SMS, email, and social messages. ## How to connect and use Google My Business Chat Go to **Settings** > **Integrations** in the HoopAI Platform. Integrations settings page Click **Connect** next to Google. Sign in with the Google account associated with your Google Business Profile and authorize the necessary permissions. After connecting your Google account, select and connect your **Google Business Profile** listing from the available options. Connect Google Business Profile In your Google Business Profile settings (accessible through your Google account), ensure that **Business Messages** / Chat is enabled. This allows customers to message you from your Google listing. Any message sent through your Google Business Chat now appears in your **Conversations** inbox alongside SMS, email, and other channel messages. Respond directly from the platform without switching tools. GMB messages in conversations inbox Set up a workflow triggered by a GMB message to auto-reply with your booking link or business hours. Customers who message outside business hours still get an immediate, helpful response. In **Automation** > **Workflows**, create a workflow triggered by **Customer Replied** with the channel filter set to **Google My Business**. This sends an automatic response when a new GMB message arrives — even at 2 AM. With GMB connected, you can also publish updates to your Google Business Profile directly from the **Social Planner** tool, keeping your listing active with fresh content and promotions. ## Key points More and more customers prefer chatting over calling. When a potential customer finds your business on Google and sees an option to message you, they are more likely to reach out. You want that message to reach you immediately — not sit unseen in a separate inbox. When you connect your Google Business Profile, the platform also automatically pulls in your Google reviews. You can view, respond to, and track all reviews from the Reputation section without leaving the platform. You can use GMB messages as a workflow trigger — for example, auto-responding with your booking link or collecting the customer's phone number so you can follow up by SMS right away. ## Key benefits GMB chat messages flow into the same inbox as SMS, email, and other channels. Real-time notifications ensure you respond to every customer who messages you on Google. Google reviews are pulled in automatically for easy response and tracking. Set up automated replies so customers always get an instant response, even outside business hours. Capitalize on the trend of customers preferring chat-based communication over phone calls. # Keyword SMS marketing automation Source: https://help.hoopai.com/academy/quick-start/keyword-sms-marketing-automation Build keyword-triggered workflows to automatically capture leads from SMS, Facebook Messenger, Instagram, and Google My Business — without any manual follow-up. Keyword SMS automation turns a single call to action into an automatic lead-capture machine. Promote a keyword — at a speaking event, in your social media bio, on a podcast — and let the HoopAI Platform handle the rest: capturing the contact, sending the instant reply, applying tags, and enrolling them in a nurture sequence. Keyword SMS marketing automation article ## Why this matters A keyword opt-in is one of the simplest and most powerful lead generation tools available. Say "Text GUIDE to \[your number]" once at an event, in a podcast interview, or in your social media bio — and the system handles every new lead automatically from that moment forward. No manual follow-up. No leads falling through the cracks. ## How to set up keyword SMS automation Go to **Automation** > **Workflows** and click **New Workflow**. Name it based on your keyword — for example, "Keyword Opt-In: GUIDE". New workflow creation Click **Add Trigger** and select **Customer Replied**. This trigger fires whenever a contact sends a message matching your specified criteria. Add the following filters: * **Channel:** SMS (or Facebook Messenger, Instagram, Google My Business — your choice) * **Reply Type:** Exact Match Phrase * **Value:** Your keyword — for example, `GUIDE`, `FREEBIE`, or `JOIN` Exact match ensures the workflow only fires when someone texts your exact keyword. Keyword trigger filter configuration Click **Add Action** > **Send SMS**. Write your automated reply. For example: > "Thanks for texting! Here's your free guide: \[link]. Reply STOP to opt out." Always include opt-out language — this is required by carrier regulations. Continue building the automation sequence: * **Add Tag:** Tag the contact with your keyword for segmentation (e.g., `keyword-guide`) * **Add to List:** Place them in a relevant contact list * **Wait Step:** Pause 1 day before the next follow-up message * **Send SMS or Email:** Continue nurturing with additional value The best keyword automations deliver a series of 3-5 follow-up messages spaced over the first week. Give value in each message — a tip, a case study, a booking invitation — before making a direct sales ask. Toggle the workflow to **Published**. Then promote your keyword everywhere your audience sees you: * Social media bios and posts * Speaking events and webinars * Podcast calls-to-action * Business cards and printed materials * Website landing pages and email signatures Keyword promotion strategy ## Key points A keyword opt-in gives interested people a frictionless way to raise their hand. One call-to-action at a speaking event or in a social media post can generate dozens of new leads automatically — with no manual follow-up required. The system works even while you are presenting or sleeping. The same workflow structure works across SMS, Facebook Messenger, Instagram DMs, and Google My Business. Simply set the channel filter to match where you want to capture opt-ins. Create separate workflows for each channel with customized responses. Create a separate workflow for each keyword. Different keywords can represent different lead magnets, campaigns, or audiences. Each workflow delivers a tailored response and follow-up sequence specific to that keyword. Always include opt-out language ("Reply STOP to unsubscribe") in your first automated message. This is required by US carrier regulations and protects your sender reputation. Check your SMS workflow action settings to append this automatically. ## Key benefits Collect contact information and opt-ins without any manual intervention. Contacts receive an immediate, professional response the moment they text in. Works at events, on social media, in podcasts, on printed materials — anywhere you have an audience. Keyword-based tags let you segment leads for targeted follow-up campaigns. The same approach works on SMS, Facebook Messenger, Instagram, and Google My Business. A single keyword call-to-action can continuously generate new leads over time. # Manage listings with Yext Source: https://help.hoopai.com/academy/quick-start/manage-listings-with-yext Sync your business information across hundreds of online directories automatically with Yext through the HoopAI Platform. Yext Listings automatically syncs your business information — name, address, phone number, hours, and more — across hundreds of online directories and local search platforms simultaneously. Consistent, accurate listings help Google trust your business and rank it higher in local search results. Inconsistent listings, on the other hand, cause lost customers and reduced search visibility. Manage listings with Yext article ## Why this matters Your business listing exists on hundreds of directories whether you created them or not. Data providers syndicate your information automatically — and often with outdated or incorrect details. When a potential customer searches for you and finds a wrong phone number or old address, they call your competitor instead. Yext pushes one authoritative version of your business information everywhere, simultaneously. ## How to set up Yext Listings In the HoopAI Platform, navigate to the **Reputation** section or look for the **Listings** option in the left sidebar. This is where the Yext Listings integration is managed. Listings navigation in HoopAI Platform Yext Listings is a premium add-on. Review the subscription details and click **Opt In** or **Upgrade** to activate it on your account. Fill in your complete, accurate business information: * Business name (exactly as you want it to appear everywhere) * Physical address * Phone number * Website URL * Business hours (including holiday hours if applicable) * Business description * Categories * Photos Business information entry for Yext listings Accuracy here is critical. This information will be pushed to hundreds of directories. A small error — like an outdated phone number — will be replicated everywhere. Double-check everything before submitting. Once your information is entered, Yext automatically distributes it to the supported network of directories — including Google, Apple Maps, Facebook, Yelp, Bing, TripAdvisor, and hundreds more. All your listings are now managed from a single dashboard. When you need to update your hours, phone number, or address, change it once in the platform — Yext handles the update everywhere else automatically. Central listings management dashboard ## Key points Google's local search algorithm favors businesses with consistent NAP data (Name, Address, Phone) across the web. Inconsistent listings — even small differences like "St." vs. "Street" — can reduce your local search ranking and confuse potential customers. Yext distributes your listing to a network that includes major platforms (Google, Apple Maps, Facebook, Yelp, Bing) as well as industry-specific and regional directories. The exact count varies but typically spans hundreds of platforms. With consistent listings across hundreds of platforms, potential customers can discover your business through a much wider range of search channels. More visibility means more inbound inquiries flowing into your Conversations inbox. ## Key benefits Get your business listed consistently across hundreds of online directories with one setup. Accurate, consistent citations help Google rank your business higher in local search results. Inconsistent or outdated listings direct potential customers to wrong phone numbers or closed locations. Update your business information once and have it reflect everywhere automatically. Capture leads and contacts from hundreds of discovery sources through a single integration. # Mobile app Source: https://help.hoopai.com/academy/quick-start/mobile-app Download the HoopAI mobile app to manage conversations, contacts, opportunities, and invoices from anywhere — on iOS or Android. The HoopAI mobile app keeps you connected to your business from anywhere. Manage conversations, respond to leads, send invoices, book appointments, and record personalized video messages — all from your phone. Whether you are at a client meeting, traveling, or simply away from your desk, the app ensures no opportunity is missed. HoopAI mobile app article ## Why this matters Speed of response is one of the most critical factors in lead conversion. Research shows that responding within 5 minutes vs. 30 minutes can result in up to 21 times higher qualification rates. Without the mobile app, you are tied to your desk — and leads go cold. With the app and push notifications enabled, you can respond to any incoming message within seconds from anywhere. ## How to get started with the mobile app Search for the **HoopAI** app (or the branded app name specific to your account) in the **Apple App Store** (iOS) or **Google Play Store** (Android). Download and install it. HoopAI app download Use the same email address and password you use on the desktop platform. No separate account is needed — the mobile app is a fully synchronized version of your HoopAI account. When prompted, allow the app to send push notifications. This is essential — it ensures you are alerted immediately when a new message, missed call, or notification comes in, even when your phone is locked. If you skip enabling notifications, you will not receive real-time alerts for new leads and messages. This defeats the key purpose of the mobile app — immediate awareness and response. From the app's home screen, you can access: * **Conversations:** Read and reply to messages from all channels (SMS, email, social, etc.) * **Contacts:** View, add, and update contact records * **Opportunities:** View and update your sales pipeline * **Invoices:** Create and send Text 2 Pay invoices * **Calendars:** View upcoming appointments and book new ones HoopAI mobile app navigation From within a conversation, tap the video icon to record a short personalized video message. Send it directly to a contact via SMS. Personalized video messages significantly increase reply and conversion rates compared to plain text. Record a 30-60 second video addressing the contact by name. Use it as a first-touch follow-up for new leads — the personal touch stands out dramatically in a world of automated text messages. In any conversation, tap the invoice icon to create and send a payment request. The contact receives a secure payment link via text and can pay immediately from their own phone — no separate invoicing tool needed. Text 2 Pay invoice on mobile ## Key points Push notifications are the difference between a 2-minute response time and a 2-hour response time. Leads contacted within 5 minutes are dramatically more likely to convert. Enable notifications for every channel — especially missed calls and new SMS messages. Video messages stand out from standard text responses and build instant personal connection. Record a short video addressing the contact by name — it dramatically increases reply rates compared to plain text follow-ups. The Conversations inbox in the mobile app is identical to the desktop version. All channels — SMS, email, Facebook, Instagram, Google My Business — are unified in one thread per contact. ## Key benefits Manage your business from anywhere — no need to be at a desk. Push notifications alert you to every new message and incoming call instantly. All communication channels are accessible from the same mobile interface. Record and send personalized video messages that dramatically increase conversion rates. Send Text 2 Pay invoices and collect payment from any location. # Quick Start Source: https://help.hoopai.com/academy/quick-start/overview Fast-track your results with these essential lessons — easy wins and high-impact features you can implement in your HoopAI account today. The Quick Start module is designed to get you results fast. These lessons cover the features that deliver the most immediate impact — sending blasts, managing conversations, capturing leads with forms, collecting reviews, and staying connected with the mobile app. HoopAI Academy quick start module Work through these lessons after completing Onboarding to start seeing real business results quickly. Send a bulk email to your contact list with tracking, personalization, and no ad spend required. Send a text message to your entire contact list or a smart list — with a 98% open rate and replies flowing into Conversations. Set up keyword-triggered SMS workflows to automatically collect contact information and opt-ins at events and on social media. Manage all messages from email, SMS, Facebook, Instagram, calls, and more from one unified inbox. Capture lead information from your website using embeddable forms and pop-up overlays. Request, manage, and respond to Google and Facebook reviews from one central dashboard. Connect your Google Business profile to receive GMB chat messages directly in your Conversations inbox. Sync your business listings across hundreds of online directories from one place for better local visibility. Manage conversations, contacts, invoices, and appointments on the go with the HoopAI mobile app. Track every active lead in a visual pipeline — manage deal stages, forecast revenue, and automate stage updates. # Pipeline & opportunities Source: https://help.hoopai.com/academy/quick-start/pipeline-opportunities Learn how to use the pipeline and opportunities system in the HoopAI Platform to track leads, manage your sales process, and close more deals. The pipeline is your visual sales board — a Kanban-style view where every active lead sits in a stage that reflects where they are in your sales process. When you move a contact from "New Lead" to "Proposal Sent" to "Closed Won," you always know exactly where your revenue is coming from and what action each deal needs next. Pipeline and opportunities overview ## Why this matters Most businesses lose leads not because they were a bad fit — but because nothing happened next. A well-maintained pipeline eliminates this problem. Every lead has a stage, every stage has a next action, and your pipeline view shows you — at a glance — exactly which deals need attention right now. The pipeline is the bridge between your lead generation and your revenue. Before building your pipeline, define your sales stages by mapping out the exact steps a lead takes from first contact to closed deal. Having 5–7 clear stages makes your pipeline actionable and easy to maintain. ## How to set up and use your pipeline Go to **CRM** > **Opportunities** (or **Pipelines**) in the left sidebar. This is your pipeline board — a visual view of all active deals organized by stage. Opportunities pipeline board Click **Settings** > **Pipelines** (or the gear icon on the pipeline board) to manage your pipeline stages. * **Create a new pipeline** if this is your first time — name it based on the business process it represents (e.g., "Sales Pipeline" or "Client Onboarding") * **Add stages** by clicking **Add Stage** — give each stage a clear name that represents where the lead is in your process * **Set stage colors** to differentiate stages visually at a glance Common sales pipeline stages: * New Lead * Contacted * Qualified * Proposal Sent * Negotiation * Closed Won * Closed Lost Keep your pipeline stages to 5–7 maximum. Too many stages create friction and make it hard to keep the pipeline updated. Each stage should represent a clear, distinct milestone in your process. From the pipeline board, click **Add Opportunity** (the + button) in any stage. Fill in the opportunity details: * **Contact:** Select the existing contact this opportunity is for — or create a new one * **Pipeline:** Choose which pipeline this opportunity belongs to * **Stage:** Select the current stage * **Opportunity name:** A short description of the deal (e.g., "Website Build — Smith Co.") * **Value:** The estimated or actual dollar value of the deal * **Close date:** Your target close date for this opportunity * **Assigned to:** The team member responsible for this deal Add opportunity form Drag and drop opportunity cards between columns to move them through stages as deals progress. Alternatively, open an opportunity and change the stage from within the record. Every time you move an opportunity, the platform records the stage change — giving you a complete history of how the deal progressed over time. Mark opportunities with a status when they reach a final outcome: * **Won:** The deal closed and the client converted * **Lost:** The deal did not close — record a lost reason for analysis * **Abandoned:** The contact became unresponsive Marking outcomes accurately gives you reliable data on your close rate, average deal value, and pipeline velocity. Opportunity status update Connect your pipeline to workflows for automatic stage updates. For example: * When a form is submitted, create a new opportunity and place it in the "New Lead" stage * When an appointment is booked, move the opportunity to "Qualified" * When a payment is received, move the opportunity to "Closed Won" automatically Go to **Automation** > **Workflows** and use the **Create Opportunity** or **Update Opportunity Status** action to build this automation. Automating pipeline updates keeps your pipeline accurate without relying on manual entry. The more your pipeline updates automatically, the more useful it becomes as a real-time picture of your business. From the pipeline view, switch to the **Statistics** or **Analytics** tab to see: * Total pipeline value by stage * Number of opportunities per stage * Average time in each stage * Win rate and close rate over a selected date range Use this data to identify your pipeline's bottlenecks — the stages where deals stall the longest — and focus your process improvement there. Pipeline analytics dashboard ## Key points A **contact** is a person or business in your CRM. An **opportunity** is a potential deal associated with a contact. One contact can have multiple opportunities — for example, a returning client may have an opportunity for each new project or service they consider. Pipelines organize opportunities (deals), not contacts directly. You can create multiple pipelines for different business processes. For example, a sales pipeline for new client acquisition, a separate onboarding pipeline for clients who have already paid, and a referral pipeline for partner leads. Each pipeline has its own set of stages tailored to that specific process. Every time a lead submits a form, books a discovery call, or texts a keyword, you can automatically create a new opportunity in your pipeline using a workflow action. This ensures no lead falls through the cracks — every new contact becomes a tracked deal from the moment they enter your system. The total value of all open opportunities in your pipeline is your pipeline value — a forward-looking estimate of potential revenue. Tracking this number weekly helps you forecast income and identify when you need to generate more leads before revenue drops. ## Key benefits See every active deal in one view — no leads lost in spreadsheets or missed in your inbox. Stages tell you exactly what needs to happen next for each deal — so you always know where to focus. Pipeline value gives you a data-driven view of expected revenue before it lands in your account. Workflows move deals through stages automatically, keeping your pipeline accurate without manual updates. Win rate, close rate, and stage velocity data help you continuously improve your sales process. # Reviews & reputation management Source: https://help.hoopai.com/academy/quick-start/reviews-reputation-management Request, manage, and respond to Google and Facebook reviews from one place — and build a stronger online reputation with the HoopAI Platform. Your online reviews are one of the most powerful factors in whether a potential customer chooses your business. Positive reviews can increase the likelihood of customers using your business by 94%, and 89% of consumers are more likely to choose a business that responds to reviews. The HoopAI Platform lets you manage your entire review presence from a single dashboard. Reviews and reputation management article ## Why this matters Most businesses have more happy customers than reviews. The gap between how good a business actually is and how it appears online is a reputation gap — and it costs you new customers every day. Proactively requesting reviews from satisfied clients closes that gap systematically, and responding to every review signals that you are engaged and trustworthy. ## How to set up and use reputation management Go to **Settings** > **Integrations** and connect your **Google Business Profile** and **Facebook Business Page**. Once connected, the platform automatically pulls in your existing reviews from both platforms. Connect Google and Facebook integrations Go to **Reputation** in the left sidebar, then open **Settings**. Configure: * **Review request link:** Customize the direct link sent to contacts when requesting a review * **Automated review request messages:** Set up the email and SMS templates used for review requests * **Review widget:** Configure the website widget that displays your reviews as social proof Request reviews from individual contacts or in bulk: * **Individual:** From any contact profile or active conversation, click **Request Review** * **Bulk:** From the Contacts section, select a list or smart list and use the Bulk Action to send review requests to all selected contacts at once Review request interface Timing matters. Send the review request within 24 hours of a completed service or positive interaction while the experience is still fresh in the customer's mind. Automated workflow-triggered requests are the most effective approach. In the **Reputation** tab, view all your Google and Facebook reviews in one place. See the review text, star rating, date, platform, and response status at a glance. Click any review to open a response editor. Write your reply and submit — your response is published directly to Google or Facebook without leaving the HoopAI Platform. Review response editor Responding to both positive and negative reviews shows responsiveness, builds trust with potential customers, and encourages more customers to leave reviews of their own. For reviews that are inaccurate, inappropriate, or spam, use the **Dispute** option within the review details. This flags the review for removal consideration by Google or Facebook. ## Key points Responding to reviews — both positive and negative — signals to potential customers that you are engaged and care about their experience. It also signals to Google's algorithm that your listing is active, which can improve your local search ranking over time. You can trigger automatic review requests through workflows. After a client completes an appointment, or a job is marked as done, a workflow can automatically send them a review request — capturing feedback while the experience is fresh. The review widget can be embedded on your website to display your Google and Facebook reviews automatically. This builds social proof for new visitors without any ongoing manual work required. If you have an existing customer list, consider sending a one-time bulk review request campaign. Even a modest response rate from a large list can significantly increase your review count and average rating. ## Key benefits Positive reviews increase the likelihood of customers choosing your business. Businesses that respond to reviews win significantly more new customers. View, respond to, and track reviews from Google and Facebook in one place. Send review requests automatically through workflows after key customer milestones. Flag and dispute spam or inaccurate negative reviews directly from the platform. # Send an email blast to your contact list Source: https://help.hoopai.com/academy/quick-start/send-an-email-blast-to-your-contact-list Send a single email to a large group of contacts at once — with targeting, scheduling, and performance tracking built in. An email blast lets you reach your entire list — or a targeted segment of it — with a single send. Use it for announcements, promotions, newsletters, event invitations, or any message you want to deliver at scale. No ad spend required. Send an email blast to your contact list ## Why this matters Every email blast you send is a direct line to your audience. No algorithm decides who sees it. No ad budget determines how many people receive it. Email marketing consistently delivers one of the highest returns on investment of any marketing channel — and your contact list gets more valuable with every contact you add. ## How to send an email blast Navigate to **Marketing** > **Emails** > **Campaigns** and click **New Campaign**. Email campaigns section Give your campaign a clear internal name — for example, "March Promo — Email Blast" — so you can identify it in your reporting history later. Select who receives this email: * **Entire list:** Send to all contacts in a contact list * **Smart list:** Target a filtered segment based on contact properties (e.g., all contacts tagged "customer" who opened your last email) * **Specific contacts:** Manually select individual recipients Email recipient selection Build your email using the drag-and-drop editor or HTML editor. Best practices: * Write a compelling subject line (under 50 characters, personalized when possible) * Personalize using custom field merge tags — `{{contact.first_name}}` is the minimum * Include a clear, single call to action * Add trigger links if you want to track clicks and trigger automated follow-up workflows Emails with personalized subject lines get 20-50% higher open rates. Use `{{contact.first_name}}` in your subject line — "Hey \[Name], we have something for you" outperforms a generic subject every time. Select how and when to send: * **Send immediately:** Delivers as soon as you confirm * **Schedule:** Set a specific date and time for delivery * **Drip send:** Spread the send over a period of time in batches (best for large lists and deliverability) Email send timing settings Review your email one final time, then click **Send** or **Schedule**. Your campaign will appear in the Campaigns list with its current status. After sending, return to the campaign to view statistics: * **Open rate:** Percentage of recipients who opened the email * **Click-through rate:** Percentage who clicked a link * **Unsubscribes:** Contacts who opted out * **Complaint rate:** Spam reports Replies from contacts appear automatically in the **Conversations** inbox. ## Key points Smart Lists are the most powerful targeting option. Build a Smart List filtered by tags, custom fields, engagement history, or any combination of contact data. The more targeted your list, the higher your engagement rates. Include trigger links in your email to track which contacts clicked specific links — and automatically enroll them in follow-up workflows. A click on "Book a call" can instantly add a tag and start a booking follow-up sequence. Drip sending spreads your blast out over time instead of sending all at once. This reduces the risk of being flagged as spam and is especially important for large lists or recently warmed domains. Any contacts who reply to your email blast have their replies appear in the **Conversations** area, where you or a team member can respond directly. To send email blasts with strong deliverability, ensure your dedicated email domain is verified. See the [Dedicated Email Domain](/academy/email-messaging/dedicated-email-domain) guide for setup instructions. ## Key benefits Send a single message to hundreds or thousands of contacts instantly. Email marketing delivers one of the highest ROIs of any marketing channel. Smart Lists ensure your message goes to exactly the right contacts. Send now, schedule later, or drip-deliver for maximum deliverability. Open rates, click-through rates, and unsubscribe data help you improve every campaign. Trigger links connect email blasts to workflow automation for hands-free follow-up. # Send an SMS blast to your contact list Source: https://help.hoopai.com/academy/quick-start/send-an-sms-blast-to-your-contact-list Send a single text message to a large group of contacts at once — with targeting, scheduling, and click tracking built in. SMS has one of the highest open rates of any marketing channel — most texts are read within minutes of delivery. An SMS blast lets you reach your entire list or a targeted segment with a single send. No ad spend, no algorithms, and no guessing whether your message was seen. Send an SMS blast to your contact list ## Why this matters SMS messages have a 98% open rate vs. email's 20%, and most texts are read within 3 minutes of delivery. An SMS blast generates engagement — and often direct sales — almost every time you send one. It is one of the fastest ways to drive immediate action from your existing contact list. ## How to send an SMS blast Navigate to **Marketing** > **SMS** > **Campaigns** and click **New Campaign**. SMS campaigns section Give your campaign a clear internal name — for example, "April Event Reminder — SMS Blast" — for easy identification later. Select who receives this SMS: * **Entire list:** Send to all contacts in a contact list * **Smart list:** Target a filtered segment — for example, contacts tagged "VIP" who have not booked in 30 days * **Specific contacts:** Manually choose individual recipients SMS recipient selection Type your SMS in the message field. Best practices: * Keep it concise — SMS works best under 160 characters * Personalize with merge tags like `{{contact.first_name}}` * Lead with the value offer, then include a clear call to action with a link * Add a trigger link to track clicks and trigger automated follow-up * Always include opt-out language: "Reply STOP to unsubscribe" A proven SMS formula: "Hey \[First Name], \[value offer]. \[Link]. Reply STOP to opt out." — concise, personal, and compliant. Start with the name to ensure they know it is meant for them. Select when to send: * **Send immediately:** Delivers right away * **Schedule:** Set a specific date and time * **Drip send:** Spread delivery across a time window in batches SMS send timing options Review your message and recipients, then click **Send** or **Schedule**. The campaign will appear in your list with its current status. After delivery, check your campaign statistics: * **Delivered:** How many messages were successfully delivered * **Failed:** Messages that could not be delivered * **Clicked:** How many contacts clicked a link in the message Replies from contacts appear automatically in the **Conversations** inbox. ## Key points US carrier regulations require that every outbound SMS marketing message include opt-out language ("Reply STOP to unsubscribe"). Failing to include this damages your sender reputation and can result in number flagging. The platform can append this automatically — check your SMS settings. To send SMS blasts to US contacts, your number must be registered under A2P 10DLC. Unregistered numbers have significantly reduced deliverability. See the [A2P 10DLC Registration](/academy/sms-phone-numbers/a2p-10dlc-registration) guide. Add trigger links to your SMS to track which contacts clicked — and automatically enroll them in follow-up workflows. A click on your booking link can tag the contact and start a follow-up sequence with zero manual effort. Smart Lists give you precise control over who receives your SMS. Filter by tags, custom fields, location, engagement, or any contact property. Better targeting means higher engagement and fewer opt-outs. ## Key benefits SMS open rates are among the highest of any channel — most messages are read within minutes. Reach your entire list for a fraction of the cost of paid advertising. Smart Lists let you send only to the contacts most likely to engage. Send immediately, schedule in advance, or drip for maximum deliverability. See exactly which contacts clicked your links and trigger automated follow-up. All replies surface directly in Conversations for quick, organized follow-up. # A2P 10DLC Registration Source: https://help.hoopai.com/academy/sms-phone-numbers/a2p-10dlc-registration Complete guide to registering your brand and SMS campaign for A2P 10DLC compliance in the HoopAI Platform. A2P (Application-to-Person) 10DLC registration is required for US-based businesses that send text messages to contacts. Without registration, carrier filtering may block your SMS messages. This lesson walks through the full registration process. A2P 10DLC registration article All contacts must have opted in to receive texts or calls from your business before you send them messages. This is a legal requirement for A2P messaging compliance. ## How to complete A2P 10DLC registration Before starting registration, confirm that your **Business Profile** is fully filled out — legal business name, business address, EIN, and authorized representative details are all required. Go to **Settings** > **Business Profile** to review and complete this information. Go to **Settings** > **Phone Numbers** > **Trust Center** (or **Compliance**). Click **Register Brand** and enter: * Legal business name * Business EIN or tax ID * Business type and industry * Website URL * Business address Submit the registration. Brand approval typically takes minutes to a few hours. Once your brand is approved, click **Add Campaign**. Provide: * The appropriate use case type (Marketing, Customer Care, Mixed, etc.) * A clear description of the types of messages you send * At least 2 sample messages that represent typical outgoing SMS content Detailed, accurate descriptions significantly improve approval chances. Campaign approval can take from a few hours to several business days. You will be notified when your campaign is approved. After approval, ensure your purchased phone number is associated with your approved brand and campaign so it is authorized for compliant SMS sending. ## Key points 10DLC registration legitimizes your SMS traffic with US carriers. Registered campaigns experience fewer blocks, higher deliverability, and build trust with contacts — all of which translate to better results from your SMS marketing. You need: your legal business name, EIN or tax identification number, business type, website URL, authorized representative contact details, and sample message content that accurately represents your campaign. Brand registration is usually approved in minutes. Campaign approval takes longer — plan for 1 to 5 business days. Complete this step before scheduling SMS campaigns. Unregistered SMS messages sent through 10DLC numbers may be filtered or blocked by carriers, resulting in failed deliveries. Completing registration protects your messaging operations. ## Key benefits Registered campaigns experience significantly less carrier filtering. Establishes a compliant, trustworthy messaging channel with your contacts. Meets all US regulations governing A2P SMS messaging. Registered brands and campaigns build confidence with both carriers and contacts. Shaken/STIR validation for voice calls prevents your number from appearing as spam. # Auto follow-up for missed calls Source: https://help.hoopai.com/academy/sms-phone-numbers/auto-follow-up-for-missed-calls Set up automatic text message responses when you miss a call — so no lead is ever lost due to an unanswered phone call. Research shows that 64% of inbound calls to small and medium businesses go unanswered every day. With the Missed Call Text Back feature, the HoopAI Platform automatically sends a text message to any caller you miss — 24 hours a day, 7 days a week — so no lead is ever lost to an unanswered phone. Auto follow-up for missed calls ## Why this matters When a potential customer calls and gets no answer, they move on to your competitor. The missed call text back fires within seconds of a missed call, keeping the conversation alive and giving you a chance to recover every lead — even at 2 AM. ## How to set up auto follow-up for missed calls Go to **Settings** > **Business Info** (sometimes labeled **Business Profile**). Business info settings Scroll to the **Missed Call Text Back** section at the bottom right of the screen. Toggle the feature **on**. Missed call text back toggle Write your automatic text back message. Keep it friendly and professional: * Use **custom fields** (e.g., `{{business.name}}`) to personalize with your business name * Ask a qualifying question (e.g., "Hi! We missed your call. What can we help you with today?") * Include a **booking link** so callers can schedule a call or appointment directly Adding an appointment booking link to the message is the single most powerful improvement you can make. Callers can book a time with you instantly, turning a missed call into a confirmed appointment. Click **Save**. The feature is now active and will fire automatically whenever a call goes unanswered on your registered business number. Save missed call settings For advanced automation, create a workflow triggered by the **Missed Call** event. After the initial text back, you can: * Follow up with additional messages if the contact does not respond within a set time * Add them to a nurture sequence automatically * Notify a team member to follow up manually * Trigger a chatbot to qualify the lead and book an appointment hands-free ## Key points The missed call text back sends automatically any time a call to your registered business number goes unanswered. It fires immediately after the missed call is detected — typically within seconds. Adding an appointment booking link to the message is one of the most powerful uses of this feature. Callers can book a time with you instantly, converting a missed call into a scheduled appointment without any manual follow-up from you. The missed call text back works around the clock — even when your team is unavailable. After-hours callers receive an immediate response, dramatically improving the likelihood they stay engaged with your business. After the initial text back fires, trigger a chatbot workflow that continues the conversation automatically. The chatbot can qualify the lead, collect information, and book an appointment before a human ever needs to get involved. ## Key benefits Every missed call gets an immediate follow-up text, even outside business hours. The system sends the message automatically — no manual effort required at any time. Include a booking link so leads can schedule time with you immediately. Trigger automated workflows after the text back for fully hands-free lead nurturing. Address the 64% of SMB calls that go unanswered daily and convert more of them into clients. # Buy A Phone Number Source: https://help.hoopai.com/academy/sms-phone-numbers/buy-a-phone-number Learn how to purchase and configure a dedicated business phone number in the HoopAI Platform for SMS and calling. Purchasing a dedicated phone number is a critical step in establishing seamless communication with your audience. This lesson walks through selecting a number, configuring call settings, enabling recording, and setting up call forwarding and timeouts. Buy a phone number article ## How to buy and configure a phone number Go to **Settings** in the left sidebar and select **Phone Numbers**. Click the **Add Number** or **+** button to begin the purchase process. Choose your country and enter the area code you want. Choosing a local area code improves answer rates since contacts are more likely to answer a familiar number. Browse available numbers and select the one that best fits your business. Click **Buy** to complete the purchase. Click on your new number to open its settings. Configure: * **Name:** A descriptive label for this number (e.g., "Sales Line" or "Support Number") * **Forwarding number:** A phone number to forward incoming calls to * **Caller ID pass:** Shows your business number to the recipient on outbound calls * **Call connect:** Requires a keypress before connecting a forwarded call (prevents robocall connections) * **Whisper message:** Plays a brief note to you before connecting a call * **Call recording:** Automatically records all calls for this number Configure inbound and outbound timeout durations — how many seconds the system rings before timing out or routing to voicemail. Adjust based on your typical availability. ## Key points Local numbers tend to have higher answer rates from contacts in your service area. Toll-free numbers project a national or enterprise presence. Choose based on your business model and audience. Forwarding routes incoming calls to any external phone number — your cell phone, office line, or team member's number. Combined with Caller ID Pass, it keeps your personal number private. Before enabling call recording, review recording consent laws in your state or country. Some jurisdictions require informing all parties that the call is being recorded. Whisper messages are useful when you manage multiple numbers or campaigns. For example, the whisper can say "Incoming call from your Google Ads campaign" so you know how to greet the caller. ## Key benefits A dedicated number gives leads and clients a reliable way to reach your business. Separate business and personal calls with a dedicated business line. Forwarding, caller ID, and whisper messages improve how you handle inbound calls. Recording and reporting provide visibility into team performance and lead activity. Your number is also used for sending and receiving text messages through the platform. See the Account Settings guide for a full reference on all Phone Numbers configuration options. # Call tracking & recording Source: https://help.hoopai.com/academy/sms-phone-numbers/call-tracking-recording Learn how to track calls, monitor call metrics, and enable call recording in the HoopAI Platform to improve your sales process and team training. Call recording and tracking gives you valuable insight into every customer interaction. By analyzing call data, you can identify areas of improvement, track your sales team's performance, and increase conversion rates. Call recordings also serve as a powerful training tool for new team members. Call tracking and recording article ## Why this matters 64% of inbound calls to small businesses go unanswered daily. Call tracking tells you exactly how many calls you are missing, who is answering them, and how long conversations last. With recording enabled, you get a library of real conversations for training, quality control, and continuous improvement. ## How to set up call tracking and recording Go to **Settings** > **Phone Numbers** and click on the phone number you want to configure. Phone number settings In the phone number settings, toggle **Call Recording** to on. All inbound and outbound calls made through this number will be recorded automatically going forward. Recording laws vary by state and country. Some jurisdictions require all parties be notified before a call is recorded. Review the applicable laws in your location before enabling this feature. A whisper message plays to you before connecting an incoming forwarded call — the caller cannot hear it. It tells you the source of the call so you can answer with the right context. Toggle **Whisper Message** on and enter the message text you want to hear before each call connects. Whisper message configuration Go to **Reporting** > **Call Reporting** to view a full log of all calls: * Total calls answered, missed, and sent to voicemail * Average call duration * Which team member handled each call * The phone number used for each call Call reporting dashboard In the **Conversations** area or the **Call Log**, click on any logged call to access its recording. Listen back to review the conversation for quality assurance or team training. Enable the **Missed Call Text Back** feature under **Settings** > **Business Info** to automatically send a text message when a call goes unanswered. This ensures no lead is ever lost due to a missed call. Pair the missed call text back with a workflow that collects additional information or books an appointment automatically. ## Key points Call tracking logs all incoming and outgoing calls with details including the contact, phone number used, assigned team member, call duration, and outcome (answered, missed, or voicemail). Whisper messages play only to you before a forwarded call connects — the caller never hears them. Use them to identify which campaign or number the caller came from so you can greet them appropriately. Recording laws vary by state and country. Some jurisdictions require that all parties be notified before a call is recorded. Review the applicable laws for your location before enabling this feature. Call recordings are an excellent resource for coaching your sales team. Identify winning techniques from top performers and use real recorded examples in onboarding materials for new hires. ## Key benefits Real-time call tracking and recordings help coach your team and improve closing rates. Every call is logged without manual effort, saving time and keeping records accurate. Record calls to review customer interactions and ensure team members meet your standards. The missed call text back ensures every unanswered call results in an automatic follow-up message. Access a complete record of all call activity — caller, number, duration, and outcome. # SMS & Phone Numbers Source: https://help.hoopai.com/academy/sms-phone-numbers/overview Learn how to choose a phone number, send text message blasts, configure call settings, and set up automated follow-ups. The SMS & Phone Numbers module covers everything you need to use text messaging and phone calls effectively in the HoopAI Platform. From purchasing a number and registering for A2P compliance to sending SMS blasts and automating missed call responses, these lessons get you fully operational. HoopAI Academy SMS and phone numbers module Monitor answered, missed, and voicemail calls. Enable call recording and whisper messages to improve your sales process and quality assurance. Register your brand and SMS campaign for A2P 10DLC compliance — required for all US-based business text messaging. Purchase a dedicated business phone number, configure call forwarding, caller ID, and call settings. Send a single SMS message to an entire contact list, smart list, or specific contacts — immediately, scheduled, or in drip batches. Automatically send a text message when you miss a call, so you never lose a potential lead again. Send payment requests via text message. Collect payments quickly from any contact, from your desktop or mobile app. # Send an SMS blast to your contact list Source: https://help.hoopai.com/academy/sms-phone-numbers/send-an-sms-blast-to-your-contact-list Learn how to send a bulk SMS message to your entire contact list, a smart list, or specific contacts — immediately, scheduled, or in drip batches. SMS blasts let you reach your entire audience with a single message in seconds. With a 98% open rate and replies coming straight into your Conversations inbox, SMS blasts are one of the most powerful tools for driving immediate engagement and sales — with no ad spend required. Send an SMS blast article ## Why this matters SMS messages have a 98% open rate versus email's 20%, and most texts are read within 3 minutes of delivery. An SMS blast to your contact list generates engagement — and often direct sales — almost every time you send one, with zero ad spend. ## How to send an SMS blast Go to **Marketing** > **SMS**, or use **Bulk Actions** from the **Contacts** section. Both paths let you send an SMS blast to your list. SMS marketing navigation Click **New SMS Campaign** or **New Bulk Action** and give your campaign a descriptive name so you can track it later. Select who will receive the message. You can choose: * Your entire contact list * A specific Smart List (filtered segment) * Individually selected contacts SMS recipient selection Compose your SMS. Keep it concise — SMS messages are best under 160 characters per segment to avoid multi-part messages that increase costs. Use **custom fields** to personalize each message. For example, `{{contact.first_name}}` inserts the recipient's first name automatically. Optionally include a **trigger link** for click tracking or to fire a workflow when the contact clicks your link. Start with the contact's name, lead with the value offer, and include a clear call to action with a link. Example: "Hey `{{contact.first_name}}`, we're running a special this week only! Claim your offer here: \[link]" Select one of three delivery options: * **Send now:** Delivers the message immediately to all recipients * **Schedule:** Sets a specific date and time for delivery * **Drip send:** Sends messages in batches over time (e.g., 100 per 15 minutes) to manage sending volume SMS send timing options Review your message content, recipient count, and send settings carefully. Click **Send** (or **Schedule**) to launch your campaign. After sending, view your campaign statistics: * **Delivered:** How many messages were successfully delivered * **Failed:** Messages that could not be delivered * **Clicked:** How many contacts clicked a link in the message Replies from contacts appear automatically in your **Conversations** inbox. SMS blast statistics ## Key points SMS messages have an average open rate of 98%, compared to roughly 20% for email. Most texts are read within 3 minutes of delivery, making SMS ideal for time-sensitive offers and announcements. Personalization dramatically improves response rates. Using `{{contact.first_name}}` or other custom field values makes each message feel personal even when sent to thousands of contacts. If sending to a large list, drip sending staggers delivery in batches to stay within carrier rate limits and reduce the risk of messages being flagged. This is especially important for lists over 1,000 contacts. Including a trigger link lets you track who clicked and when. You can also use trigger links to automatically enroll contacts who click into a follow-up workflow. ## Key benefits SMS generates sales almost every time you send — with no ad spend required. Engage your entire contact list in under a minute with just a few clicks. Monitor delivered, failed, and clicked statistics for every blast. All contact replies flow directly into the Conversations area for easy response management. Combine trigger links with workflows to create automated follow-up sequences based on who clicks. # Text 2 Pay invoicing Source: https://help.hoopai.com/academy/sms-phone-numbers/text-2-pay-invoicing Learn how to send payment requests via text message directly from the HoopAI Platform — from desktop or the mobile app. Text 2 Pay lets you send a payment request to any contact in seconds — directly from a conversation on desktop or the mobile app. The contact receives a secure payment link via text and can pay immediately. All payments collect through your connected payment gateway (like Stripe) with no additional tools needed. Text 2 Pay invoicing article ## Why this matters Collecting payment from a client used to require sending a separate invoice email, waiting for them to find it, and hoping they pay. Text 2 Pay eliminates all of that friction. Send a payment link in the same conversation you are already having — they pay in seconds, right from their phone. ## How to send a Text 2 Pay invoice In the **Conversations** area, open the message thread with the contact you want to request payment from. Conversations area In the message composer, find the **Invoice** icon (dollar sign or receipt icon). Click it to open the invoice creation dialog. Invoice icon in conversations Add the products or services to the invoice: * **Product name:** Describe what is being charged * **Price:** Enter the amount for each line item * **Quantity:** Set the quantity if applicable * **Tax:** Add applicable tax if needed You can add multiple line items for projects with several components or services. You can create reusable products in your Payment Products library so you do not have to retype common items each time. Choose a due date for the payment. This appears on the invoice the contact receives and helps set clear expectations. Click **Send**. The contact receives a text message with a secure payment link. When they click the link, they are taken to a payment page where they can complete the transaction with any major credit or debit card. Text 2 Pay payment link In the **Payments** section of the platform — or within the contact's profile — view whether the invoice is pending, paid, or overdue. ## Key points Text 2 Pay is fully available on the HoopAI mobile app. Send invoices and collect payments from anywhere — at a client meeting, on a job site, or while traveling. Full payment capability in your pocket. Payments are processed through your connected Stripe account. Contacts can pay using any major credit or debit card through the secure payment link sent to their phone. Customize line items, prices, and descriptions for each invoice. This is ideal for custom projects, one-time services, discounts, or special promotions where amounts vary by client. Text 2 Pay invoices are best for collecting payment from an existing contact during a conversation. Order forms (attached to funnels or websites) are better for self-service purchases from leads who have not yet been contacted directly. ## Key benefits Request payment from any contact in seconds without complex processes or separate tools. Send invoices and collect payments on the go from the mobile app at any time. Customize products and prices for unique projects, discounts, or special rates per client. Payments flow directly into your connected Stripe account without any extra steps. Easily track paid, pending, and overdue invoices from one central location. # Welcome Source: https://help.hoopai.com/academy/welcome/overview Throughout this program, we are excited to be a part of your learning journey. You will gain knowledge about the most important features of the HoopAI Platform. Throughout this program, we are excited to be a part of your learning journey. You will have the opportunity to gain knowledge about the most important features of the HoopAI Platform, and we believe that this program will allow you to understand it gradually without feeling overwhelmed. HoopAI Academy welcome ## Get started Read the full introduction to the Hoop Academy, learn how the program is structured, and understand what you will gain from each module. Once you have read the welcome guide, jump straight into setting up your account with the Onboarding module. # Welcome & instructions Source: https://help.hoopai.com/academy/welcome/welcome-instructions Your guide to getting started with the HoopAI Academy — a structured learning program to supercharge your platform success. Welcome to the HoopAI Academy — your one-stop learning hub for expert-level knowledge of the HoopAI Platform. This program is designed to help you implement every feature faster, retain clients longer, and grow your business with confidence. Academy welcome overview ## Why the Academy exists The faster you implement the HoopAI Platform, the longer you retain your clients. The Academy goes beyond a simple course — it provides structured direction, step-by-step challenges, and a library of lesson videos to guide you through every feature. You will have access to: * High-quality video lessons for every major feature * College-level PDF workbooks and guides * Key feature points and benefit summaries * Hands-on challenges to apply what you learn immediately Work through lessons in order. Each section builds on the last, so completing Onboarding first ensures you have the foundation needed for advanced modules like Workflow Automation and Funnels & Websites. ## Academy sections Start here. Set up your dedicated email domain, buy a phone number, complete your business profile, and connect your integrations. Onboarding overview Learn call tracking, SMS blasts, missed call text-back, A2P 10DLC registration, and Text 2 Pay invoicing. SMS and phone numbers Fast wins: send your first email and SMS blasts, set up reputation management, manage conversations, and install the mobile app. Quick start lessons Build automations with triggers, actions, and pre-built recipes. Automate follow-ups, lead nurturing, and appointment reminders. Create landing pages, full websites, and chat widgets. Design with branded templates and the drag-and-drop builder. Sync Google, Outlook, and Zoom. Create calendars, build branded booking pages, and configure appointment automation. Create professional invoices, collect payments, and use Text 2 Pay to get paid instantly from any conversation. Payments overview ## How to use the Academy Watch each lesson video, then immediately apply what you learned in your HoopAI account before moving to the next lesson. Implementation is the key to retention. 1. Start at the top of the left navigation under **Academy** 2. Complete each lesson in sequence within each section 3. Download the PDF workbooks for offline reference 4. Pause each video and follow along inside the platform as you go ## How the Academy is organized Walk through the most important initial steps to effectively set up your account. Hit the ground running with essential features you can implement today. Choose a number, send blasts, configure call settings, and set up auto follow-up. Set up a custom domain, send email blasts, and manage threaded conversations. Build workflows with triggers, actions, and conditions to automate your business. Create landing pages and websites with the built-in page builder. Set up appointment booking, calendar integrations, and automated reminders. Manage your media library and schedule social media posts. Create invoices and integrate payment processing into your workflows. If you notice any differences between the lessons and your account, that is normal — the HoopAI Platform is updated regularly with new features, and lesson content may reflect slightly older UI versions. The concepts always apply. # Configuring workflow settings Source: https://help.hoopai.com/academy/workflow-automation/configuring-workflow-settings Learn how to configure workflow settings — including re-entry rules, time zones, sender details, and execution logs — in the HoopAI Platform. Workflow settings control how a workflow behaves for each contact who enters it. Proper configuration ensures your automation is personalized, correctly timed, and compliant with your business rules. This guide covers all the key settings available in the Workflow Settings panel. Configuring workflow settings article ## Why this matters A workflow can be perfectly built with the right trigger and actions, but still behave unexpectedly if the settings are wrong. Re-entry settings determine whether a contact can go through the same workflow twice. Stop On Response determines whether automation pauses when a real conversation starts. Time zone settings prevent messages from arriving at 3 AM. Getting these settings right is what separates professional automation from spam. ## How to configure workflow settings Go to **Automation** > **Workflows** and open an existing workflow (or create a new one). Look for the **Settings** tab or gear icon in the workflow builder toolbar. Workflow settings panel The **Allow Re-entry** toggle controls whether a contact can go through the workflow more than once: * **Off (default):** A contact can only enter the workflow once. If they trigger it again, they are skipped. * **On:** Contacts can re-enter and go through the workflow again each time the trigger conditions are met. Enable re-entry for workflows like review requests, birthday messages, or seasonal promotions where repeat execution is intentional. When **Stop On Response** is enabled, the workflow automatically stops for a contact if they reply to a message sent from this workflow. This prevents sending additional automated messages to a contact who has already responded — keeping your automation from feeling robotic when a real conversation has started. Enable Stop On Response for all lead follow-up and nurture workflows. When someone replies, it means they are engaged — the last thing you want is an automated message interrupting a live conversation. The **Time Zone** setting determines when wait steps and time window conditions execute: * **Account timezone:** All timing is based on your business location * **Contact's timezone:** Timing adjusts based on where each individual contact is located Using contact timezone prevents messages from arriving at inconvenient hours for contacts in different regions. Workflow time zone setting Under **Sender Details**, configure the default: * **From name:** The name that appears in the From field of emails sent by this workflow * **From email:** The sending email address — must use your verified dedicated domain These defaults can be overridden per individual email action within the workflow. Toggle **Mark As Read** to automatically mark conversations triggered by this workflow as read. This keeps your Conversations inbox clean when high-volume automations are running and prevents the inbox from filling with automated exchanges. From the workflow's **History** or **Reporting** tab, you can access: * **Execution logs:** Step-by-step record of every action taken for each contact * **Enrollment history:** Which contacts are active in the workflow, which have completed it, and which exited early Workflow execution logs and history ## Key points For one-time campaigns (like an onboarding sequence), keep re-entry off. For recurring workflows (like birthday messages or quarterly check-ins), enable re-entry so contacts can go through again when the time comes. Enabling Stop On Response prevents automation from continuing after a contact replies. When someone responds, the automation should stop and a human follow-up takes over — this keeps your communication feeling natural rather than robotic. If a workflow is not behaving as expected, execution logs show exactly what happened at each step for each contact. This makes it easy to identify whether a trigger did not fire, an action failed, or a wait step is still pending. ## Key benefits Customizable sender details and time zone settings ensure each contact receives timely, branded messages. Contact-based time zones prevent sending messages at inconvenient hours for different regions. Execution logs show exactly how your workflow is performing and flag any issues. Enrollment history shows where every contact is in your workflow at any given moment. Regular review of settings and logs helps you optimize automation for better results over time. # Customizing workflow actions Source: https://help.hoopai.com/academy/workflow-automation/customizing-workflow-actions Learn how to configure workflow action steps — messaging, wait steps, if/else branches, webhooks, and more — in the HoopAI Platform. Workflow actions are the steps that execute after a workflow is triggered. Each action performs a specific task — sending a message, updating a record, applying a tag, waiting a set time, or branching based on conditions. By customizing actions, you control precisely what happens at every stage of your automation. Customizing workflow actions article ## Why this matters The trigger gets a contact into a workflow — but it is the action sequence that determines what actually happens to them. A well-designed action chain can qualify leads, nurture them with relevant content, book appointments, move pipeline stages, and notify your team — all without any human intervention. The depth of your automation depends entirely on how well you configure these steps. ## Types of workflow actions Send communications to contacts: * **Send SMS:** Send a text message to the contact * **Send Email:** Send an email from your designated sending address * **Send Voicemail Drop:** Deliver a pre-recorded voicemail without ringing the contact's phone * **Add to Conversation:** Create or update a conversation thread Update contact records automatically: * **Add Tag / Remove Tag:** Apply or remove tags for segmentation * **Update Contact Field:** Set a custom field value on the contact record * **Add to / Remove from List:** Add or remove the contact from a contact list * **Assign User:** Assign the contact to a specific team member Move contacts through your sales process: * **Create Opportunity:** Creates a new opportunity on a pipeline * **Update Opportunity Status:** Moves an opportunity to a different stage Control workflow flow and logic: * **Wait Step:** Pause the workflow for a set time or until a condition is met * **If/Else Branch:** Split the workflow into different paths based on contact data or behavior * **Go To:** Jump to a different step in the workflow * **Goal Event:** Skip to a specified step when a specific contact action occurs * **Webhook:** Send contact data to an external URL for integration with other platforms Alert your team members: * **Internal Notification:** Send an email or SMS to a team member when a contact reaches a step * **Create Task:** Add a task to a team member's task list ## How to customize workflow actions In **Automation** > **Workflows**, open the workflow you want to configure. You will see the workflow canvas with any existing trigger and action steps. Workflow action builder After your trigger (or after an existing action step), click **Add Action** to insert a new step. Browse the action categories and select the action that matches what you want to happen at this step. Fill in the action's details based on the action type: * **Send SMS/Email:** Write the message, select the sender, use custom field merge tags like `{{contact.first_name}}` * **Wait Step:** Choose the wait duration (minutes, hours, days) or condition to wait for * **If/Else Branch:** Set the condition that determines which path a contact takes * **Add Tag:** Select the tag to apply from your existing tag list Configuring a workflow action step Always use merge tags in your message actions. At minimum, open with `{{contact.first_name}}` to make every automated message feel personal rather than generic. Continue adding actions below the first. The workflow executes them in order from top to bottom. Use wait steps between messaging actions to space out the sequence naturally over time. Use **If/Else Branches** to create parallel paths for different scenarios. For example: * **Yes branch:** Contact replied within 24 hours — send a follow-up email * **No branch:** Contact did not reply — send a reminder SMS Workflow if/else branch logic Save your workflow and toggle it to **Published** when you are ready for it to go live. Test with a test contact first to confirm all actions fire as expected. ## Key benefits Customize messages and actions based on individual contact data and behavior. Build multi-step sequences that guide contacts through your customer journey automatically. Automate repetitive tasks — tagging, pipeline updates, notifications — without manual effort. Use if/else branches to deliver different experiences based on what contacts actually do. Automated action sequences handle growing numbers of leads without sacrificing quality or timing. # Keyword SMS marketing automation Source: https://help.hoopai.com/academy/workflow-automation/keyword-sms-marketing-automation Build keyword-triggered workflows to automatically capture leads from SMS and social media without any manual follow-up. Keyword SMS automation lets you capture leads automatically when someone texts a specific word or phrase to your business number. You promote the keyword — at events, on social media, in emails — and the HoopAI Platform handles everything else: capturing the contact, sending the response, applying tags, and enrolling the contact in follow-up sequences. Keyword SMS marketing automation article ## Why this matters A keyword opt-in is one of the simplest and highest-converting lead generation tools available. When you say "Text GUIDE to \[number]" at an event or in a social media post, every person who texts in becomes a new lead in your system — automatically tagged, sequenced, and followed up with — without any manual work on your part. ## How to set up keyword SMS automation Go to **Automation** > **Workflows** and click **New Workflow**. Name it based on your keyword — for example, "Keyword Opt-In: GUIDE". New keyword workflow creation Click **Add Trigger** and select **Customer Replied**. This trigger fires whenever a contact sends a message matching your specified criteria. Add the following filters to the trigger: * **Channel:** SMS (or the channel you want to monitor — Facebook Messenger and Instagram also work) * **Reply Type:** Exact Match Phrase * **Value:** Your keyword — for example, `GUIDE`, `FREEBIE`, or `JOIN` Exact match ensures the workflow only fires when someone texts your exact keyword — not just any message. Keyword trigger filter configuration Click **Add Action** > **Send SMS**. Write your automated reply. For example: > "Thanks for texting! Here's your free guide: \[link]. Reply STOP to opt out." Always include an opt-out instruction — this is required by carrier regulations. Continue building the automation sequence: * **Add Tag:** Tag the contact with your keyword for segmentation — e.g., `keyword-guide` * **Add to List:** Place them in a relevant contact list * **Wait Step:** Pause 1 day before the next follow-up * **Send SMS or Email:** Continue nurturing with additional value-driven content Build a 5-day follow-up sequence after the initial keyword response. Day 1: deliver the promised resource. Day 2: share a related tip or case study. Day 3: invite them to book a call or visit your site. Days 4-5: soft close with a clear offer. Toggle the workflow to **Published**. Then promote your keyword everywhere your audience will see it: * Social media bios and posts * Business cards and printed materials * Speaking events and webinars * Website landing pages * Podcast calls-to-action Keyword promotion strategy ## Key points Keyword opt-ins provide a frictionless way for interested people to raise their hand. One call-to-action at a speaking event or in a social media post can generate dozens of new leads automatically — without any manual follow-up required. The same workflow structure works across multiple channels. Set the channel filter to Facebook Messenger, Instagram, Google My Business, or SMS depending on where you want to capture opt-ins. Create a separate workflow for each keyword. Different keywords can represent different lead magnets, campaigns, or audiences — and each workflow can deliver a customized response and follow-up sequence. Always include an opt-out instruction ("Reply STOP to unsubscribe") in your first automated message. This is required by US carrier regulations and protects your sender reputation. ## Key benefits Collect contact information and opt-ins without any manual intervention. Contacts receive an immediate, professional response the moment they text in. Works in any context — events, social media, podcasts, printed materials. Use keyword-based tags to segment leads for targeted follow-up campaigns. A single keyword call-to-action can generate leads continuously over time. # Workflow Automation Source: https://help.hoopai.com/academy/workflow-automation/overview Build powerful automations in the HoopAI Platform using triggers, actions, recipes, and trigger links to save time and engage leads automatically. Workflow automation is one of the most powerful capabilities of the HoopAI Platform. Workflows run automatically in the background — sending messages, updating contact records, assigning tasks, and moving leads through your pipeline — without any manual effort. HoopAI Academy workflow automation module This module walks through every component of building effective workflows, from triggers and actions to pre-built recipes and click tracking. Track who clicks your links, when, and how often — and use that data to fire targeted follow-up workflows automatically. Launch automation in minutes using pre-built workflow templates. Customize them to your brand and go live fast. Control re-entry rules, send times, time zones, sender details, and enrollment history for each workflow. Learn what triggers are, how to configure them with filters, and how to use multiple triggers in a single workflow. Build personalized action sequences — messages, wait steps, if/else branches, webhooks, pipeline updates, and more. Use keyword-triggered workflows to automatically capture leads from SMS, social media, and speaking events. # Trigger links for tracking clicks Source: https://help.hoopai.com/academy/workflow-automation/trigger-links-for-tracking-clicks Learn how to create trigger links in the HoopAI Platform to track who clicks your links and fire automated follow-ups based on click behavior. Trigger links let you track exactly who clicks a link in your emails or SMS messages — and when. Unlike regular URLs, a trigger link fires a platform event every time it is clicked, which you can use to start a workflow, apply a tag, or branch your automation based on engagement behavior. Trigger links for tracking clicks article ## Why this matters A regular link just takes someone to a URL. A trigger link does the same thing — but also tells you who clicked it, when they clicked it, and can automatically launch follow-up actions the moment it happens. This turns passive link clicks into active lead intelligence. You can identify your highest-intent contacts based on what they actually click — not just whether they opened an email. ## How to create and use trigger links Go to **Marketing** > **Trigger Links** (or find them in the **Conversations** section depending on your account view). Click **New Trigger Link**. Give the link a descriptive name — for example, "Pricing Page Click" or "Free Guide Download". Enter the destination URL the link should point to. Click **Save**. Creating a trigger link In your email or SMS builder, insert the trigger link as a regular hyperlink or button. In the link URL field, select your trigger link from the available options — the platform replaces the URL with a tracked version automatically. In **Automation** > **Workflows**, create or open a workflow. Add the trigger **Trigger Link Clicked** and select the specific trigger link you want to respond to. When a contact clicks that link, the workflow fires automatically. Trigger link clicked workflow trigger After the trigger, add the actions you want to execute when someone clicks: * **Send SMS:** Immediately follow up with a relevant message * **Send Email:** Deliver related content or a personalized offer * **Add Tag:** Mark the contact as interested in the specific topic * **Update Pipeline:** Move the contact to a new opportunity stage * **Wait Step:** Pause before the next action A trigger link click indicates high intent. The follow-up action should be immediate and relevant — if someone clicks your pricing page link, send them a message about scheduling a call or a quote within minutes. In a longer sequence, use an **If/Else Branch** to check whether a contact has clicked a specific trigger link within a time window. Send different messages to contacts who clicked vs. those who did not — keeping your follow-up relevant to their actual behavior. View detailed click analytics for each trigger link from the **Trigger Links** section. See total clicks, unique clicks, and a full log of which contacts clicked and when. Trigger link click analytics ## Key points A regular link takes the contact to a URL without notifying the platform. A trigger link passes through the platform first — recording the click event and firing any associated automation — before redirecting the contact to the destination URL. The redirect is instant and invisible to the contact. In a workflow, add a **Wait Step** configured to wait until the contact clicks a trigger link (or until a time limit expires). This is useful when the next action depends on whether the contact engaged with your content. Trigger links work in both SMS messages and emails. In SMS, the tracked link is shortened automatically for readability. In email, the link can be attached to button text or inline text. Common use cases: tracking who clicks a pricing page, triggering an immediate follow-up when someone downloads a lead magnet, segmenting contacts based on which product category they clicked, and identifying your most engaged leads for high-priority manual follow-up. ## Key benefits Understand exactly what your audience is interested in based on what they click. Automatically send relevant messages to contacts based on their specific click behavior. Tag and segment contacts based on engagement events rather than just message opens. Fire workflows immediately when a contact shows interest — the most valuable moment to engage. Identify your highest-intent leads by tracking who clicks your most important links. # Understanding workflow triggers Source: https://help.hoopai.com/academy/workflow-automation/understanding-workflow-triggers Learn what workflow triggers are, how to configure them with filters, and how to use multiple triggers in the HoopAI Platform. A workflow trigger is the event or condition that starts an automation. When the trigger fires, the workflow executes its sequence of actions. Choosing the right trigger — and configuring it with precise filters — ensures your automation reaches exactly the right contacts at exactly the right time. Understanding workflow triggers article ## Why this matters Every workflow must start somewhere. Triggers are the "if this happens" part of the automation — the starting gun. Without a well-configured trigger, your automation either never fires, or fires at the wrong time for the wrong people. A properly filtered trigger is the difference between a workflow that runs precisely and one that spams contacts or misses its mark. ## Common trigger types Fire when something changes on a contact record: * **Contact Created:** Fires when a new contact is added to the platform * **Tag Added / Removed:** Fires when a specific tag is applied to or removed from a contact * **Contact Updated:** Fires when a contact field changes * **Contact Birthday:** Fires on a contact's birthday date Fire when a contact submits a form or survey: * **Form Submitted:** Fires when a specific form is submitted * **Survey Submitted:** Fires when a survey is completed Fire based on appointment activity: * **Appointment Status:** Fires when an appointment is booked, confirmed, cancelled, or completed * **Appointment Date:** Fires X days before or after an appointment date Fire when a contact interacts via messaging: * **Customer Replied:** Fires when a contact sends any message (filterable by channel and keyword) * **Trigger Link Clicked:** Fires when a contact clicks a specific tracked link * **Email Opened / Email Not Opened:** Fires based on email engagement Fire based on pipeline movement: * **Opportunity Status Changed:** Fires when an opportunity moves to a different stage or status * **Opportunity Created:** Fires when a new opportunity is created for a contact Fire based on payment activity: * **Payment Received:** Fires when a payment is completed * **Order Submitted:** Fires when an order form is submitted ## How to configure workflow triggers Go to **Automation** > **Workflows** and open or create a workflow. You will see the workflow canvas with the trigger area at the top. Workflow automation builder In the workflow builder, click the **Add Trigger** button at the top of the canvas. Browse or search the trigger library and select the trigger that matches the event you want to respond to. Trigger type selection Click **Add Filter** within the trigger configuration to narrow down which contacts or events activate the workflow. For example, if using **Customer Replied** as your trigger: * **Channel:** SMS (fires only for text message replies) * **Reply Type:** Exact Match — `KEYWORD` (fires only when the message matches your exact keyword) Always use trigger filters when possible. An unfiltered "Contact Created" trigger will fire for every single new contact — which is usually not what you want. Filters ensure precision. A single workflow can have multiple triggers. Click **Add Trigger** again to add a second entry point. This is useful when the same automation should fire in response to different events — for example, both a form submission and a tag being added. Use a test contact to simulate the trigger condition and confirm the workflow starts as expected before publishing. Workflow trigger testing ## Key points A trigger is any event or condition that starts a workflow. It is the "if this happens" component of automation — when the trigger fires, the workflow begins executing its action sequence. Without a trigger, a workflow never runs. Filters narrow down which specific contacts or events activate the automation. An unfiltered trigger like "Contact Created" fires for every single new contact. Adding a filter — for example, "Tag Added = VIP Customer" — ensures the workflow only runs for the right people in the right context. A single workflow can have multiple triggers for different entry points. This is useful when the same automation should fire in response to different events — for example, both a form submission and a tag being added. Each trigger is an independent entry point into the same action sequence. The most effective automations use precise trigger plus filter combinations. For example: trigger = "Customer Replied," filter = "Channel: SMS, Reply Type: Exact Match, Value: GUIDE." This ensures the workflow fires only when someone texts your exact keyword — not for every SMS reply. ## Key benefits Triggers initiate workflows automatically without any manual intervention. Filters ensure only the right contacts receive each automation, keeping messaging relevant. Triggers fire the moment the specified event occurs — enabling instant, timely responses. Automating trigger-based tasks frees up time to focus on high-value activities. Trigger events provide a record of contact behavior and engagement throughout their journey. # Using pre-built workflow recipes Source: https://help.hoopai.com/academy/workflow-automation/using-pre-built-workflow-recipes Launch automation in minutes using pre-built workflow templates in the HoopAI Platform — then customize them to fit your brand and business. Workflow recipes are pre-built automation templates that cover the most common business automation scenarios. Instead of building a workflow from scratch, you start from a fully structured template and customize it to your brand in minutes. Pre-built recipes also ensure the automation is structured correctly from the start. Using pre-built workflow recipes article ## Why this matters Building a workflow from scratch requires knowing what trigger to use, what actions to sequence, how long to wait between follow-ups, and how to handle different scenarios. Recipes take all of that decision-making away. You get a battle-tested structure out of the box — and you only need to fill in your own content. The **Fast 5 Recipe** is one of the most impactful automations you can deploy. It automatically engages new leads within 5 minutes of inquiry. Research shows that responding within 5 minutes vs. 30 minutes results in an 80% increase in lead conversion rates. ## How to use pre-built workflow recipes Go to **Automation** > **Workflows** in the HoopAI Platform. Workflow automation navigation Click **New Workflow** and look for the **Recipes** tab or the **Start From Recipe** option. Browse the available recipe categories — common options include lead follow-up, appointment booking, review requests, missed call sequences, and more. Workflow recipe library Choose the recipe that best matches what you want to automate. Click on it to preview the trigger, actions, and sequence structure before importing it. Click **Use This Recipe** or **Import**. The workflow is copied into your account as a draft, ready for customization. Review and update each action step with your specific content: * Replace placeholder message text with your brand voice * Update email sender names and from addresses to match your dedicated domain * Adjust wait step durations based on your follow-up timing preferences * Add or remove steps as needed for your specific use case Focus your customization on the message content. The structure — trigger, wait steps, sequence logic — is already optimized. The most important change is making the messaging sound like your brand, not a generic template. Confirm that the trigger is set correctly for your use case. Add any filters needed to ensure the workflow only fires for the right contacts. Once customized, toggle the workflow to **Published**. Test it using a test contact to confirm everything fires as expected before going live. Publishing a workflow recipe ## Key points The Fast 5 recipe fires a rapid sequence of follow-up messages within 5 minutes of a new lead submitting a form or making contact. Studies show businesses that respond within 5 minutes are 80% more likely to convert compared to those that respond 30 minutes later. Starting from a recipe is significantly faster than building from scratch. The structure — trigger, wait steps, message sequence, branching logic — is already in place. You only need to customize the content and settings. Once you customize a recipe, you can save it as a template for future use. This is useful if you want to replicate a proven automation across different campaigns or if you manage multiple accounts. ## Key benefits Launch a fully functioning automation in minutes instead of hours. Pre-formatted recipes are structured correctly, minimizing setup errors. The Fast 5 recipe is based on research showing an 80% increase in lead conversion with fast response times. Using standard recipes ensures your automation processes are uniform across campaigns. Eliminate repetitive build work by starting from a proven template every time. # A2P 10DLC SMS registration Source: https://help.hoopai.com/getting-started/a2p-10dlc-registration Register your business for A2P 10DLC to comply with carrier requirements and ensure your SMS messages are delivered — not filtered. A2P 10DLC (Application-to-Person 10-digit long code) is a US carrier regulation that requires businesses to register before sending bulk SMS messages from 10-digit local phone numbers. Without registration, your text messages may be blocked, heavily filtered, or rejected by carriers — preventing them from reaching your contacts at all. If you plan to send any automated or bulk SMS in the United States, completing A2P 10DLC registration is mandatory. Do not skip this step. Unregistered SMS traffic is increasingly filtered by all major US carriers (AT\&T, Verizon, T-Mobile). Even one-off automated texts (such as appointment reminders or follow-up sequences) require registration. *** ## What A2P 10DLC covers A2P 10DLC registration applies specifically to **10-digit local numbers** (numbers that start with an area code). It does not apply to: * **Toll-free numbers (TFNs)** — toll-free numbers have a separate registration process called Toll-Free Verification * **Short codes** — 5 or 6-digit numbers used for high-volume messaging have their own provisioning process If you are using a local number for SMS, you need A2P 10DLC registration. *** ## What you will need before starting Gather the following before beginning the registration form: * **Legal business name** — exactly as it appears on your EIN/tax documents * **EIN (Employer Identification Number)** — the US tax identification number for your business. Sole proprietors without an EIN may need to register as a sole proprietor or use their SSN in some cases. * **Business address** — physical address, not a PO box * **Business type** — sole proprietor, LLC, corporation, etc. * **Business website URL** — carriers require a public website where your opt-in method is documented (see below) * **Opt-in method description** — how your contacts give you consent to receive SMS (e.g., "Customers fill out a web form that includes an SMS consent checkbox") * **Sample messages** — 2–3 example messages representing the types of SMS you will send * **Use case description** — a plain-language summary of why you are sending SMS and to whom *** ## The registration process A2P 10DLC registration in HoopAI involves two distinct steps: registering your **Brand** (your business identity) and then registering a **Campaign** (your specific use case for sending SMS). ### Step 1 — Register your brand In HoopAI, go to **Settings > Trust Center** (sometimes listed as **Settings > Phone > A2P Registration** or **Settings > Compliance**). Click **Register Brand** or **Start A2P Registration**. Select your business type from the options provided. Fill in your legal business name, EIN, business address, industry, and contact information. All information must match your IRS records exactly for your EIN. Click **Submit**. Your brand registration is sent to The Campaign Registry (TCR), the central registration authority for A2P 10DLC. Brand approval typically takes 1–2 business days. There is a one-time **Brand Registration fee** charged by the carrier ecosystem (passed through from TCR). This is a standard industry fee and is not a HoopAI charge. ### Step 2 — Register your campaign Once your brand is approved, you can register a campaign that defines your SMS use case. In the Trust Center, under your approved brand, click **Add Campaign** or **Register Campaign**. Choose the category that best describes your SMS use case. Common options include: * **Marketing** — promotional messages, offers, and announcements * **Notifications/Alerts** — appointment reminders, order updates, account alerts * **Customer Care** — support responses and two-way conversational messaging * **Mixed** — accounts that send more than one type of message * **2FA / OTP** — one-time passcodes for authentication Do not select a use case that does not accurately describe your messaging. Carriers audit campaigns and misrepresentation can result in suspension. Write a clear description of: * **What you send** — the type of content in your messages * **Who you send to** — who your recipients are and how they opted in * **Sample messages** — paste 2–3 representative examples of the actual messages you send Describe precisely how recipients give consent to receive SMS. Examples: * "Contacts fill out a web form at \[URL] that includes a checkbox: 'I agree to receive SMS messages from \[Business Name].' The checkbox is unchecked by default." * "Customers text the keyword JOIN to \[phone number] to opt in." * "Verbal opt-in collected during a phone call, logged in the CRM." Your website must have a visible privacy policy and SMS terms that match your described opt-in method. Select which of your phone numbers to attach to this campaign. Each number must be linked to an approved campaign before it can send compliant A2P SMS. Click **Submit**. Campaign review typically takes 3–7 business days. *** ## After registration is approved Once your brand and campaign are approved: * The status in the Trust Center changes to **Approved** or **Active** * Your linked phone numbers are cleared to send compliant A2P SMS * You can begin sending bulk and automated SMS through workflows, campaigns, and the conversations inbox Set up your A2P registration during the same week you configure your phone number. The 3–7 day approval window means you want to start it early so you are not waiting when you are ready to launch automations. *** ## Common rejection reasons If your brand or campaign registration is rejected, the most common causes are: * **EIN mismatch** — the business name does not exactly match IRS records for that EIN * **Missing or inadequate website** — carriers require a public website with a visible privacy policy and SMS opt-in terms * **Vague opt-in description** — "We get permission" is not sufficient; describe the exact mechanism * **Prohibited content** — certain industries are restricted from A2P 10DLC (e.g., cannabis, firearms, certain financial products). Review carrier content policies if you operate in a regulated industry. * **Sample messages don't match the use case** — if you select "Notifications" but your samples are promotional, you will be rejected *** ## Toll-free number verification (alternative) If you use a toll-free number (800, 888, 877, 866, etc.) instead of a local number, you do not need A2P 10DLC registration. Instead, you need **Toll-Free Verification**, which is a separate process with its own form and timeline. Toll-free numbers tend to have higher throughput limits and simpler verification requirements than local numbers, making them a good choice for high-volume senders. Go to **Settings > Trust Center > Toll-Free Verification** to begin that process. *** ## Frequently asked questions In limited volumes, some one-off conversational messages (replies to inbound texts) may still be delivered during the review period. However, bulk automated sequences should not be sent until registration is approved, as unregistered traffic is subject to filtering and suspension. No. One approved campaign can cover all SMS sent from the linked phone numbers for that use case category. You only need additional campaigns if you have genuinely different use cases (e.g., one campaign for marketing and a separate one for 2FA/OTP). Yes. In addition to the one-time brand registration fee, there is a recurring monthly campaign fee charged by the carrier ecosystem. This is passed through as a platform charge. Check your plan for current fee amounts. A2P 10DLC is a US-only requirement. Canadian SMS regulations differ and are managed separately. If you are sending SMS to Canadian numbers, different carrier requirements apply — contact HoopAI support for guidance on Canadian SMS compliance. HoopAI provides the Trust Center interface and submits your registration to the carrier ecosystem (TCR) on your behalf. However, you must supply accurate business information and ensure your website and opt-in practices meet carrier requirements — HoopAI cannot correct inaccurate information after submission. # Account lifecycle — from trial to cancellation Source: https://help.hoopai.com/getting-started/account-lifecycle Understand every stage of your HoopAI account: free trial, activation, upgrades, downgrades, suspension, and cancellation. Your HoopAI account goes through several stages from the moment you sign up to when you choose to move on. This page is a map of every stage, what happens at each transition, and links to the detailed guides for each step. ## Lifecycle overview ```mermaid theme={null} graph LR A[Sign up] --> B[Free trial
14 days] B --> C[Choose a plan] B --> G[Trial expires
read-only] G --> C G --> H[30 days: data deleted] C --> D[Active account] D --> E[Upgrade / Downgrade] E --> D D --> F[Cancel] F --> I[Grace period
30-90 days] I --> H D --> J[Payment fails] J --> K[Retry period
21 days] K --> D K --> L[Suspended
read-only] L --> D L --> I ``` ## Stage details ### 1. Free trial (14 days) When you sign up, you get full access to the plan you selected for 14 days. No credit card required. * **What you can do**: Everything included in your selected plan tier * **Limitations**: Reduced contact and email limits during trial * **What happens next**: Choose a plan to continue, or the trial expires [Full trial guide →](/getting-started/free-trial) ### 2. Active account Once you select a plan and add a payment method, your account is fully active. * **Billing**: Charged monthly or annually on your billing date * **Upgrades**: Take effect immediately with prorated charges * **Downgrades**: Take effect at the start of the next billing cycle * **Add-ons**: Can be added or removed anytime [Manage your billing →](/settings/billing-portal) · [Compare plans →](/settings/plan-comparison) · [View usage and add-ons →](/settings/usage-and-addons) ### 3. Upgrade or downgrade You can change your plan at any time from **Settings → Billing**. | Action | When it takes effect | Billing impact | | ------------------ | -------------------- | ---------------------------------------------- | | **Upgrade** | Immediately | Prorated charge for the remainder of the cycle | | **Downgrade** | Next billing cycle | You keep higher-tier features until then | | **Add-on added** | Immediately | Prorated charge | | **Add-on removed** | End of current cycle | No partial refund | Before downgrading, check the [plan comparison](/settings/plan-comparison) to understand which features you'll lose. Export any data tied to features not available on the lower plan. ### 4. Payment failure If a payment fails, HoopAI retries automatically over 21 days. Your account stays fully functional during this period. * **Day 0–21**: Retry attempts + email notifications. Account remains active. * **Day 21**: Account suspended (read-only mode) if payment still fails. * **Day 21–111**: Data retained. Update your payment method to reactivate instantly. * **After 111 days**: Account and data may be permanently deleted. [Fix a failed payment →](/settings/payment-issues) ### 5. Cancellation You can cancel your HoopAI account at any time from **Settings → Billing**. * **Immediate**: You retain access until the end of your current billing cycle * **After billing cycle ends**: Account enters read-only mode * **Grace period**: Your data is retained for **30–90 days** (varies by plan) * **After grace period**: All data is permanently deleted Always [export your data](/settings/data-export) before cancelling. Once the grace period ends, data cannot be recovered. [Cancel or downgrade guide →](/settings/cancel-or-downgrade) ## Quick reference | Stage | Duration | Access level | Data retention | | ----------------- | -------------------- | ------------------ | ----------------------- | | **Free trial** | 14 days | Full (with limits) | Trial + 30 days | | **Active** | Ongoing | Full | Continuous | | **Payment retry** | 21 days | Full | Continuous | | **Suspended** | Up to 90 days | Read-only | 90 days from suspension | | **Cancelled** | End of billing cycle | Read-only | 30–90 days | | **Deleted** | Permanent | None | None — irreversible | ## Related pages Trial features, limitations, and how to extend Manage plan, payments, and invoices What to do when a charge fails Step-by-step cancellation process Export your data before making account changes Compare features across all plans # Account setup Source: https://help.hoopai.com/getting-started/account-setup Step-by-step checklist to get your HoopAI account fully configured and ready to use. Once you've logged in for the first time, this checklist walks you through the core setup steps. You don't need to do everything at once — complete the steps that apply to your business and return to the rest when you're ready. Go to **Settings → Business Profile** and fill in your company name, logo, address, and time zone. This information populates your email footers, booking pages, invoices, and other customer-facing areas automatically. [Complete your business profile →](/getting-started/business-profile) Go to **Settings → My Staff** to add team members. Assign each person a role that controls what they can see and do in the platform. Team members receive a welcome email with a link to activate their account. [Invite team members →](/getting-started/inviting-team-members) Go to **Contacts → Import** and upload a CSV of your existing contact list. The import wizard helps you map your columns to HoopAI fields. [Import contacts →](/contacts/importing-contacts) Open the **Launch Pad** in your dashboard. It's your built-in setup checklist for connecting your tools — social channels, payment gateway (Stripe and others), calendar, phone number, and more. Work through the Launch Pad at your own pace. Everything is optional — complete what's relevant to your business. Return to the dashboard to see your pipeline, conversations, and appointment metrics in one place. Customize the widgets to surface the data that matters most to your business. [Dashboard overview →](/dashboard/overview) **Setting up phone and SMS (US customers):** If you're based in the United States and want to send bulk SMS messages, you'll need to purchase a phone number and complete A2P 10DLC carrier registration. This is a US regulatory requirement — customers outside the US can skip this. [Phone setup →](/getting-started/phone-number-setup) · [A2P registration →](/getting-started/a2p-10dlc-registration) *** ## After setup Once the essentials are in place, explore these areas to start getting value from the platform immediately: Understand the full layout — contacts, pipelines, and sidebar navigation. Set up your first lead follow-up automation so nothing falls through the cracks. Video walkthroughs for every feature — from onboarding to advanced automations. Manage your account from anywhere — iOS and Android. *** ## Frequently asked questions Most businesses complete the core setup in under an hour. Connecting social channels and payment gateways is usually just a few clicks each. Complete your business profile first, then invite team members. You can assign limited roles so each person only sees what's relevant to their work. [My Staff guide →](/settings/my-staff) A phone number is only required if you want to use calling and SMS features. You can start using the CRM, conversations, marketing, and other features without one. [Phone setup →](/getting-started/phone-number-setup) The [Academy](/academy/overview) has step-by-step video lessons for every major setup task. # Setting up your business profile Source: https://help.hoopai.com/getting-started/business-profile Complete your business profile in HoopAI — company name, logo, address, time zone, and compliance fields. Your business profile is the foundation of your HoopAI account. The information you enter here flows into email footers, booking confirmation pages, invoices, and carrier compliance registrations. Completing it accurately before doing anything else avoids problems later. Business profile general settings ## How to access Business Profile Go to **Settings** in the left sidebar and select **Business Profile** (sometimes labeled **Company Info** depending on your plan). *** ## General information Fill in the following fields: | Field | Notes | | ---------------------- | --------------------------------------------------------------------- | | Friendly business name | The name displayed to contacts — use your trading name | | Legal business name | Your officially registered name — used for compliance | | Business email | Use a branded address (`hello@yourbusiness.com`) not a personal Gmail | | Business phone | Your main contact number | | Website | Your primary website URL | | Niche / industry | Select the category that best fits your business | Business profile 1 Use a branded email address rather than a free Gmail or Yahoo address. Branded emails improve trust and email deliverability for campaigns. *** ## Address and time zone Enter your complete business address including city, state/region, country, and postal code. Then select your **time zone** carefully — this setting controls the timing of all scheduled messages, appointments, and automations platform-wide. An incorrect time zone causes scheduling errors across all workflows and appointment calendars. Set this before building any automations. *** ## Logo and branding Upload your business logo. The logo appears in: * Email campaign headers * Booking confirmation pages sent to contacts * The client portal (if enabled) * Invoice headers For best results upload a PNG with a transparent background at 400 × 100 pixels or wider. Business profile 2 *** ## Currency Set your default currency. This applies to invoices, payment links, and payment reporting. Business profile currency *** ## Compliance fields The compliance section contains fields required for SMS carrier registration and email compliance (CAN-SPAM / GDPR). These include: * Business type (LLC, Sole Proprietor, Corporation, etc.) * EIN / Tax ID * Business registration URL or certificate * Physical mailing address (required for email footers) Business profile compliance Accurate compliance fields are required before you can submit your A2P 10DLC registration for SMS. Incomplete information causes delays or rejections by the carriers. [A2P 10DLC registration guide →](/academy/onboarding/a2p-10dlc-registration) *** ## Email compliance The email compliance section includes your unsubscribe footer text and physical address for CAN-SPAM compliance. These are automatically appended to all bulk email campaigns. Business profile email compliance *** ## Validate SMS sender ID After completing A2P registration, return here to validate your SMS sender ID. Validate SMS *** ## Frequently asked questions Yes. You can update any field in Business Profile at any time. However, if you have already submitted an A2P 10DLC registration, changing your legal business name may require you to resubmit your brand registration. Contact HoopAI support before making changes post-registration. PNG with a transparent background is recommended. Minimum width 400px. Avoid uploading logos with white backgrounds if you plan to use the logo on dark-mode email templates or booking pages. Set the time zone where your business is legally registered or where most operations occur. Automations and appointments fire based on this setting. Contacts can book appointments in their own local time — the platform handles the conversion automatically. CAN-SPAM (US) and GDPR (EU) regulations require all commercial emails to include a valid physical mailing address in the footer. The platform inserts this automatically from your Business Profile. # Connecting your domain Source: https://help.hoopai.com/getting-started/connecting-your-domain Connect a custom domain to HoopAI for your funnels, websites, client portal, and booking pages. Connecting a custom domain lets your funnels, websites, booking pages, and client portal use your own branded URL (e.g., `go.yourbusiness.com`) instead of a generic HoopAI subdomain. This improves trust with contacts and supports brand consistency. Domains management ## Types of domains you can connect * **Custom domain** — a domain you already own (e.g., `yourbusiness.com`) * **Subdomain** — a prefix on your existing domain (e.g., `go.yourbusiness.com` or `booking.yourbusiness.com`) * **New domain** — purchase a domain directly inside HoopAI Using a subdomain is recommended when your main domain is already hosting a website (WordPress, Squarespace, etc.) — it keeps your existing site untouched while giving HoopAI its own URL. *** ## How to connect an existing domain or subdomain In the left sidebar click **Settings**, then select **Domains**. Click **Add Domain** or **Connect Domain** and enter the domain or subdomain you want to use (e.g., `go.yourbusiness.com`). HoopAI will display a CNAME record you need to add at your domain registrar (GoDaddy, Namecheap, Cloudflare, etc.). Copy the **Name** and **Value** fields shown. The exact steps to add a CNAME vary by registrar. Search for "\[your registrar] add CNAME record" if you are unsure where to find this in your registrar's dashboard. Log in to your domain registrar, navigate to DNS settings for your domain, and add a new CNAME record using the Name and Value copied from HoopAI. Leave TTL at the default (usually 3600 or "Automatic"). Return to **Settings > Domains** in HoopAI and click **Verify** or **Check DNS**. DNS propagation can take anywhere from a few minutes to 48 hours — most updates resolve within 30 minutes. Domain verification *** ## How to purchase a domain inside HoopAI If you do not yet have a domain, you can purchase one directly: Click **Settings** in the sidebar, then select **Domains**. Click **Purchase Domain** and search for your desired domain name. Domain purchase Choose an available domain and complete the purchase. The domain is automatically connected to your HoopAI account — no additional DNS configuration is needed. *** ## URL redirects Once your domain is connected, you can set up URL redirects — for example, to forward old URLs to new funnel pages, or to redirect your root domain to a specific landing page. URL redirects Go to **Settings > Domains**, find your connected domain, and click **URL Redirects** to add redirect rules. *** ## Assigning a domain to a funnel or website After connecting your domain, assign it when you create or edit a funnel or website: 1. Open your funnel or website in **Sites > Funnels** or **Sites > Websites** 2. Go to **Settings** within the funnel/site editor 3. Select your connected domain from the **Domain** dropdown 4. Save and publish *** ## Frequently asked questions Most DNS changes propagate within 30 minutes, but it can take up to 48 hours in rare cases. You can check propagation status using a tool like [whatsmydns.net](https://www.whatsmydns.net/) to see whether your CNAME is visible from different global locations. Yes, but it requires an ANAME or ALIAS record instead of a CNAME. Not all registrars support ANAME/ALIAS records. Subdomains (like `go.yourbusiness.com`) work universally with CNAME records and are the simpler option for most setups. No. Adding a subdomain (e.g., `go.yourbusiness.com`) creates a separate address and does not affect your main website at `yourbusiness.com` or any of its existing pages. Yes. You can connect as many domains as your plan allows. Each funnel or website is assigned to one domain, but you can have different funnels on different domains. Connected domains are used for: funnel and website URLs, booking page URLs, the client portal URL, and short link tracking domains. Email sending uses a separate domain configured under **Settings > Email Services**. # General CRM overview Source: https://help.hoopai.com/getting-started/crm-overview A tour of every section in the HoopAI Platform — sidebar navigation, dashboard, contacts, conversations, and more. Navigating the HoopAI Platform effectively is essential to unlocking its full potential and maximizing your business productivity. Whether you're managing contacts, tracking opportunities, or automating workflows, understanding the layout and functionality of each section will empower you to manage and optimize your operations efficiently. Feature availability may vary by plan. This overview covers the main sections accessible from the left sidebar. Your available features depend on your subscription plan. ## Navigation sidebar The left sidebar is your central navigation hub, offering access to all platform sections. If you manage multiple accounts, switch between them using the drop-down menu in the upper section of the navigation sidebar. *** ## Search bar Located below the account selector, the search bar lets you quickly find contacts by name and access related opportunities or payment information. *** ## Quick actions The green lightning bolt icon on the right side of the search bar opens the Quick Actions menu — a set of shortcuts for common tasks. Quick actions menu You can quickly: * Add a new contact * Schedule an appointment * Send a review request * Create an opportunity *** ## Dashboard The Dashboard displays general reports on contacts, pipelines, and other key business metrics. It is the default page shown after logging into your account. Dashboard overview *** ## Conversations The Conversations section is a unified communications center consolidating all interactions with your contacts, including emails, SMS, and other communication channels. Conversations view Set up and manage manual tasks like calls. Pending calls are listed automatically, and the next task triggers on completion. Create reusable email and SMS templates for consistent, time-saving messaging. Use custom links in campaigns to automatically trigger specific actions when contacts click them. *** ## Calendar The Calendar section provides an overview of all calendars and upcoming events. The Appointments tab displays all booked appointments in a centralized view. Calendar interface Navigate to **Calendars** from the sidebar to access the Appointments tab. *** ## Contacts The Contacts section allows you to store and manage all contacts. You can add contacts individually, import in bulk, or collect them through marketing forms. Apply campaigns to large contact groups, streamlining your marketing efforts. Recover contacts that were previously deleted. Create, assign, and monitor tasks linked to specific contacts. Manage and store information about companies or organizations associated with your contacts. Create dynamic contact lists using saved filter rules, simplifying contact segmentation. *** ## Opportunities Track and manage contacts through pipeline stages. The Opportunities, Pipelines, and Bulk Actions tabs provide an overview of your entire deal flow. *** ## Payments Manage products, transactions, and integrations with payment processors like Stripe or PayPal. Invoices, Documents & Contracts, Orders, Subscriptions, Payment Links, Transactions, Products, Coupons, Settings, and Integrations. *** ## Marketing Tools for managing your marketing activities across channels. Schedule and create social media posts across connected platforms. Design and send targeted email campaigns. Launch and manage ad campaigns directly from the platform. Automate the tracking of referrals, commissions, and payouts. Additional tools: snippets, countdown timers, trigger links, brand boards, and prospecting. *** ## Automation Design and implement automated workflows to replace manual campaigns and triggers, streamlining tasks that previously required manual intervention. If you prefer traditional campaigns and triggers, enable them in **Settings** under the "Enable/Disable Deprecated Features" toggle. Navigate to **Automation** from the sidebar to access Workflows and Content AI. *** ## Sites Build and manage your digital assets from one place. Build multi-page funnels and full websites. Collect visitor information and feedback. Publish and organize blog content. Set up and customize client-facing portals. Additional tools: stores, webinars, analytics, WordPress integration, quizzes, chat widget, and QR codes. *** ## Membership Create and manage online courses with structured learning experiences. Tools include course building, content organization, performance tracking, certificate issuance, and access to the Gokollab Marketplace. *** ## Media storage A centralized repository for organizing and accessing your digital assets such as images and videos. Click **Media Storage** from the sidebar to access it. *** ## Reputation Manage your online reputation by sending review requests, responding to reviews, and managing your business listings and profile visibility. *** ## Reporting Access detailed insights and analytics across the platform. Build tailored reports with specific metrics and KPIs. Monitor Google Ads and Facebook Ads campaign performance. Track lead conversion paths and traffic sources. Review individual user and team performance. Additional reports: call reports and appointment reports. *** ## Settings Located at the bottom of the sidebar, Settings is the central hub for configuring integrations, managing users, enabling features, and aligning the platform with your business needs. # Custom values Source: https://help.hoopai.com/getting-started/custom-values Use merge tags to automatically personalize messages, emails, and automations with contact, appointment, account, and other dynamic data. Custom values (also called merge tags or variables) let you insert dynamic data into messages, email templates, automation workflows, and more. Instead of writing each message manually, you reference a variable like `{{contact.first_name}}` and the platform fills it in automatically with the correct value for each recipient. Custom values There are eleven categories of custom values available across the platform. Pulls information stored on the contact record. | Variable | Description | | --------------------------- | -------------------------- | | `{{contact.name}}` | Full name | | `{{contact.first_name}}` | First name | | `{{contact.last_name}}` | Last name | | `{{contact.email}}` | Email address | | `{{contact.phone}}` | Phone number (formatted) | | `{{contact.phone_raw}}` | Phone number (digits only) | | `{{contact.company_name}}` | Company name | | `{{contact.full_address}}` | Full mailing address | | `{{contact.city}}` | City | | `{{contact.state}}` | State or region | | `{{contact.country}}` | Country | | `{{contact.postal_code}}` | Postal / ZIP code | | `{{contact.date_of_birth}}` | Date of birth | | `{{contact.source}}` | Lead source | | `{{contact.website}}` | Website URL | | `{{contact.id}}` | Internal contact ID | Pulls information about the team member assigned to the contact, useful for personalizing outreach with a rep's details. | Variable | Description | | -------------------------- | ------------------------------- | | `{{user.name}}` | Full name | | `{{user.first_name}}` | First name | | `{{user.last_name}}` | Last name | | `{{user.email}}` | Email address | | `{{user.phone}}` | Phone number | | `{{user.email_signature}}` | Email signature | | `{{user.calendar_link}}` | Booking link for their calendar | Pulls details about a scheduled appointment — useful in confirmation and reminder messages. * Start and end date/time * Timezone * Cancellation link * Reschedule link * Meeting location * Notes * Google Calendar and iCal/Outlook add-to-calendar links | Variable | Description | | ------------------- | -------------------- | | `{{calendar.name}}` | Name of the calendar | Provides event date and time variables associated with a campaign. | Variable | Description | | ------------------ | ------------------------------------ | | `{{message.body}}` | The body text of the current message | Pulls your business's location and contact details — useful for footers, signatures, and general communications. * Business name * Full address (street, city, state, country, postal code) * Phone number * Email * Website URL * Logo URL Inserts the current date and time at the moment the message is sent. Available in multiple formats — seconds, minutes, hours, full dates — useful for time-sensitive automation messages. Pulls data about how the contact originally found you. * First and last session source * Landing page URL * Campaign name * UTM parameters (source, medium, campaign, term, content) * Referrer URL * Ad click IDs (Google, Facebook) Pulls billing details for invoice-related messages — customer name, invoice number, amounts due, line items, due date, and payment links. Pulls information about a specific payment link including product details, amounts, and customer information. Custom values in conversation Custom values in workflow ## How to use custom values Custom values can be inserted anywhere you compose a message or template — in conversations, email campaigns, SMS, automation workflows, and more. Navigate to a conversation, email campaign, SMS template, or automation workflow where you want to insert dynamic content. Look for the merge tag or variable icon in the message toolbar (often represented by `{}` or a person icon). Click it to open the custom values picker. Browse the eleven categories and select the variable you want to insert. The tag is added to your message at the cursor position. Use the preview feature to verify that variables resolve correctly before sending or activating an automation. You can also type the variable directly — for example `{{contact.first_name}}` — if you already know the tag syntax. The platform will resolve it automatically at send time. If a contact record is missing the data for a variable (for example, no company name is stored), the variable will render as blank in the message. Always check that your contact records are complete for the fields you intend to use. # Download HoopAI Source: https://help.hoopai.com/getting-started/download Download the HoopAI app on iOS, Android, macOS, and Windows. Available as a mobile app and desktop app. HoopAI is available on every major platform — mobile, desktop, and web. Download the app for your device below. ## Getting Access Create your HoopAI account at [platform.hoopai.com](https://platform.hoopai.com). You'll receive a welcome email with your login credentials. Open the welcome email from HoopAI. Click the link to set your password and access the platform. Use your email and password to sign in — on the web, on your phone, or on the desktop app. Already have an account? Go to [platform.hoopai.com](https://platform.hoopai.com) to log in on the web, or download the app below. *** ## Mobile App The HoopAI mobile app lets you manage conversations, contacts, calendars, pipelines, payments, and more — all from your phone. Download on the **App Store**. The app is listed as **Lead Connector** — that's the official HoopAI app. Requires iOS 16.6 or later. Download on **Google Play**. The app is listed as **Lead Connector** — that's the official HoopAI app. Requires Android 5.0 or later. In the app store, search **Lead Connector** — that's the name the HoopAI app is listed under. Tap **Get** (iOS) or **Install** (Android), then log in with your HoopAI credentials. *** ## Desktop App The desktop app runs on macOS and Windows. It gives you a full-featured, native experience without needing a browser. Download the **.dmg** installer. Open it, drag HoopAI into your Applications folder, and launch. Compatible with recent macOS versions. Download the **.exe** installer. Run it, follow the setup wizard, and launch from your Start menu. Requires Windows 10 or later. *** ## Web Platform No download needed — access the full HoopAI platform directly in your browser at any time. Works on Chrome, Firefox, Safari, and Edge. No installation required. *** ## What You Can Do in the App The mobile and desktop apps give you access to everything in HoopAI: | Feature | Mobile App | Desktop App | Web | | ------------------------- | ---------- | ----------- | --- | | Conversations & messaging | ✓ | ✓ | ✓ | | Calling & voicemail | ✓ | ✓ | ✓ | | Contacts & CRM | ✓ | ✓ | ✓ | | Calendars & appointments | ✓ | ✓ | ✓ | | Opportunities & pipelines | ✓ | ✓ | ✓ | | Invoices & payments | ✓ | ✓ | ✓ | | Automation & workflows | ✓ | ✓ | ✓ | | Reporting & dashboards | ✓ | ✓ | ✓ | | Push notifications | ✓ | ✓ | — | | Camera & document scan | ✓ | — | — | *** ## Troubleshooting The HoopAI app is listed as **Lead Connector** in app stores. Search for that name, make sure you're in the correct region's store, or use the direct links above. Use the same email and password you created at [platform.hoopai.com](https://platform.hoopai.com). If you've forgotten your password, click **Forgot Password** on the login screen. If macOS blocks the installer, go to **System Settings → Privacy & Security** and click **Open Anyway**. This is a standard macOS security prompt for apps downloaded outside the App Store. The mobile app updates automatically via the App Store or Google Play. For the desktop app, you'll receive an in-app update prompt when a new version is available. Yes — each team member logs in with their own credentials. Invite your team under **Settings → My Staff**. # First login Source: https://help.hoopai.com/getting-started/first-login How to log in to HoopAI for the first time, reset your password, and enable two-factor authentication. ## Logging in Navigate to your HoopAI subdomain — typically `platform.hoopai.com` or a custom URL your administrator has set up. Enter your email address and password, then click **Sign In**. HoopAI login screen If you are a team member who was invited by an admin, check your email for an invitation from HoopAI. The email contains a link to set your password and activate your account. The link expires after 24 hours — ask your admin to resend if it has expired. *** ## Setting your password for the first time When you receive your invitation email: Open the invitation email and click **Activate Account** or **Set Password**. This opens a secure password-creation page. Choose a password that is at least 8 characters and includes a mix of letters, numbers, and symbols. Avoid reusing passwords from other services. After setting your password, you are redirected to the login page. Sign in with your email and new password. *** ## Forgot your password? Click **Forgot password?** on the login screen. Enter your email address and you will receive a reset link within a few minutes. Check your spam folder if it does not arrive. *** ## Enabling two-factor authentication (2FA) Two-factor authentication adds an extra layer of security to your account. After logging in, navigate to **Settings > My Profile** and scroll to the **Two-Factor Authentication** section. 2FA settings Click your name or avatar in the bottom-left corner of the sidebar, then select **Profile Settings**, or go to **Settings > My Profile**. Toggle on **Two-Factor Authentication**. You can choose to receive a code via SMS or use an authenticator app such as Google Authenticator or Authy. Enter the code sent to your phone or shown in your authenticator app to confirm the setup. 2FA is now active on your account. Administrators can require 2FA for all team members under **Settings > My Staff**. Enforcing 2FA for your whole team is a best practice, especially if your account stores customer contact data. *** ## Your profile settings After your first login, visit **Settings > My Profile** to personalise your account: My Profile personal settings * **Name and photo** — shown in conversations and assigned records * **Email signature** — appended automatically to outbound emails * **Notification preferences** — control which alerts you receive and how My Profile notifications *** ## Frequently asked questions Contact your account administrator and ask them to go to **Settings > My Staff**, find your user record, and click **Resend Invite**. A new activation email will be sent immediately. Your admin may have deactivated your user. Ask them to check **Settings > My Staff** and reactivate your account. Single sign-on (SSO) availability depends on your plan. Check with your admin or contact HoopAI support for SSO setup instructions. Your personal time zone is set under **Settings > My Profile > Personal Information**. This controls how appointment times and scheduled messages appear to you. The account-wide time zone (used for automation and booking pages) is set separately under **Settings > Business Profile**. Once you are logged in, head to the [Account setup checklist](/getting-started/account-setup) to walk through the essential configuration steps before inviting your team or importing contacts. # Free trial — what's included and what happens next Source: https://help.hoopai.com/getting-started/free-trial Everything you need to know about the HoopAI 14-day free trial, including features, limitations, and what happens when it ends. HoopAI offers a **14-day free trial** on all plans. No credit card is required to start. This page covers what's included, what happens when the trial ends, and how to make the most of your trial period. ## What's included in the trial Your trial gives you full access to the plan you selected during sign-up. This includes: * All core CRM features (contacts, pipelines, calendars) * Email and SMS marketing tools * Workflow automation builder * Website and funnel builder * Conversation inbox * Reputation management * Reporting and analytics dashboard * Mobile app access Some features like dedicated sending domains, premium integrations, and AI add-ons may require additional setup or activation during your trial. These features are available but may need configuration before you can test them. ## Trial limitations While the trial includes full platform access, there are a few differences from a paid account: | Feature | Trial | Paid plan | | ------------------- | ----------------------- | -------------------------------------- | | **Duration** | 14 days | Unlimited (while subscribed) | | **Contacts** | Up to 100 | Per plan limits (5K / 25K / Unlimited) | | **Emails sent** | Up to 500 | Per plan limits | | **SMS/calls** | Requires adding credits | Pay per use | | **Custom domain** | Available to configure | Available | | **Custom branding** | Not available | Enterprise plan only | ## What happens when the trial ends HoopAI sends email reminders at **7 days**, **3 days**, and **1 day** before your trial expires. Each email includes a direct link to choose a plan and add a payment method. When the 14 days are up, your account enters a **read-only state**: * You can still log in and view your data * You cannot send emails, SMS, or make calls * Workflows and automations are paused * Websites and funnels remain published but editing is disabled * No data is deleted at this stage Go to **Settings → Billing** and select a plan. Once payment is processed, your account is fully reactivated within minutes. All your data, workflows, and configurations are exactly where you left them. If you do not select a plan within **30 days after your trial expires**, your account and all associated data may be permanently deleted. Export any important data before this deadline. ## How to extend your trial If you need more time to evaluate HoopAI: 1. Go to **Settings → Billing** 2. Look for the "Need more time?" banner or link 3. Request a trial extension (typically 7 additional days) Alternatively, contact HoopAI support directly to request an extension. Extensions are granted on a case-by-case basis. ## Making the most of your trial Complete the [account setup checklist](/getting-started/account-setup) to configure the essentials: business profile, phone number, domain, and email. This ensures you're testing with realistic settings. [Import 50–100 contacts](/contacts/importing-contacts) to test workflows, email campaigns, and pipeline management with real data. Build a simple [workflow](/automation/workflow-builder) (e.g., a welcome email sequence) to see the automation engine in action. Download the [HoopAI mobile app](/mobile-app/overview) to see how your team will manage contacts and conversations on the go. Set up a [booking page](/calendars/booking-pages) to test the scheduling experience your clients will see. ## Frequently asked questions No. You can start your 14-day trial without entering any payment information. No. You will not be charged unless you actively select a plan and add a payment method. The trial simply expires if you take no action. Yes. You can change which plan you're trialing at any time during the 14 days by going to **Settings → Billing**. Your data is retained in read-only mode for 30 days after the trial expires. After that, it may be permanently deleted. [Export your data](/settings/data-export) before this deadline if you're not continuing. The standard trial is 14 days. If you need more time, you can [request an extension](#how-to-extend-your-trial). Some promotional offers may include longer trial periods — check your sign-up confirmation email for details. The trial applies to your main account. Additional accounts created during the trial are included but share the trial's contact and usage limits. # HIPAA compliance setup Source: https://help.hoopai.com/getting-started/hipaa-compliance Enable HIPAA mode in HoopAI and configure your account to meet the technical safeguards required under the Health Insurance Portability and Accountability Act. HoopAI offers a HIPAA-compliant configuration for healthcare providers, health coaches, and other covered entities or business associates who handle Protected Health Information (PHI). When HIPAA mode is enabled, the platform activates additional security controls and data handling practices designed to support HIPAA compliance. Enabling HIPAA mode in HoopAI is one component of a compliant workflow — it is not sufficient on its own. You must also execute a **Business Associate Agreement (BAA)** with HoopAI, train your staff, review your own internal policies, and ensure all other systems you use that touch PHI are also HIPAA-compliant. Consult qualified legal and compliance counsel to evaluate your full compliance posture. *** ## Who needs HIPAA mode HIPAA applies to **covered entities** (healthcare providers, health plans, and healthcare clearinghouses) and their **business associates** (vendors and partners who handle PHI on their behalf). If your use of HoopAI involves any of the following, you should consider HIPAA mode: * Storing patient names, contact details, appointment types, or health-related notes in contacts or conversations * Sending appointment reminders that reference a healthcare service * Collecting intake forms that include health information * Managing leads or clients in a health, wellness, or medical context where communications could reveal PHI If you are unsure whether HIPAA applies to your business, consult a HIPAA compliance specialist or healthcare attorney. *** ## Step 1 — Execute a Business Associate Agreement (BAA) Before enabling HIPAA mode, you must sign a **Business Associate Agreement** with HoopAI. A BAA is a legally required contract that establishes how HoopAI will protect PHI on your behalf. Reach out to HoopAI support at [support@hoopai.com](mailto:support@hoopai.com) and request a BAA. Include your account name and the accounts (locations) that will handle PHI. HoopAI will provide the BAA document. Review it with your legal counsel, sign it, and return a copy. HoopAI countersigns and retains the agreement. Store the signed BAA securely. HIPAA requires you to retain BAAs for at least 6 years. HIPAA mode can only be enabled on accounts with a signed BAA. If you enable HIPAA mode without a signed BAA in place, you remain legally exposed. *** ## Step 2 — Enable HIPAA mode Once your BAA is signed, enable HIPAA mode in the platform: Go to **Settings > Trust Center** or **Settings > Compliance**. Look for the **HIPAA** section. If your plan supports HIPAA, you will see an enable toggle. Click **Enable HIPAA Mode** and confirm. You may be prompted to confirm that a BAA is in place. After enabling, the Trust Center should show HIPAA mode as **Active**. Some plan tiers require a plan upgrade before HIPAA mode becomes available — contact support if the option is greyed out. *** ## What HIPAA mode changes When HIPAA mode is active, the following security controls are enforced: **Access and authentication:** * Two-factor authentication (2FA) is required for all users — you cannot disable 2FA while HIPAA mode is on * Session timeouts are shortened — users are automatically logged out after a period of inactivity * Login activity is logged for audit purposes **Data handling:** * Email and SMS message content is treated with additional access controls * Email notifications sent by the platform are modified to avoid including PHI in the notification body — instead, users receive a link to log in and view the message inside the platform * Data access logs are maintained for audit trails **Conversation restrictions:** * Automated emails and SMS sent from workflows will not include PHI in the message preview or notification body — links to the platform are used instead * Some third-party email and SMS integrations may be restricted under HIPAA mode **Integrations:** * Not all integrations are HIPAA-eligible. Before connecting a third-party tool to an account in HIPAA mode, verify that tool has its own BAA available and is HIPAA-compliant *** ## Step 3 — Review and restrict integrations HIPAA requires that every system or vendor that may access PHI has a signed BAA with you. Review all integrations connected to your HoopAI account: | Integration | Check needed | | --------------- | ------------------------------------------------------------------------- | | Stripe | Stripe is PCI-DSS compliant; does not typically handle PHI | | Google Calendar | Verify Google Workspace BAA — Google offers a BAA for Workspace customers | | Facebook / Meta | Meta does not sign BAAs; avoid syncing PHI to Facebook integrations | | Zapier / Make | Both offer BAAs on enterprise plans | | Email providers | Verify your email sending provider offers a BAA | Disconnect any integration that cannot provide a BAA if PHI may flow through it. *** ## Step 4 — Configure user access controls Go to **Settings > My Staff** and enforce 2FA. Under HIPAA mode this is required automatically, but confirm all users have completed their 2FA setup. HIPAA's Minimum Necessary standard requires that users only access PHI they need for their job. Enable the **Restrict to Assigned Data Only** setting for any user who does not need to see all contacts. See [User roles and permissions](/getting-started/user-roles-and-permissions). Deactivate accounts for staff who have left or no longer need access. Do not leave dormant accounts active. *** ## Step 5 — Train your staff Technical settings alone do not make an organisation HIPAA compliant. You must also: * Provide HIPAA training to all staff who access PHI through the platform * Document your training program and keep records of completion * Establish policies for how PHI is handled, who can access it, and what to do in the event of a breach * Designate a HIPAA Privacy Officer and a Security Officer for your organisation *** ## Breach notification If you discover that PHI stored in HoopAI has been improperly accessed or disclosed, you have obligations under HIPAA's Breach Notification Rule: * Notify affected individuals within 60 days of discovering the breach * Notify HoopAI immediately — as your Business Associate, HoopAI is required to assist with breach investigation and notification * Notify the Department of Health and Human Services (HHS) according to HIPAA timelines * Notify local media if the breach affects more than 500 residents of a state Contact HoopAI support immediately if you suspect a security incident involving PHI. *** ## Frequently asked questions HIPAA does not have an official certification program — there is no HIPAA certification body. HoopAI supports HIPAA compliance through technical safeguards and BAA availability, but ultimate compliance responsibility rests with your organisation. Consult your legal and compliance team. Yes, enabling HIPAA mode changes how some features behave — particularly email notifications and integrations — to reduce the risk of PHI exposure. Some convenience features (such as full message previews in email notifications) are intentionally restricted. You can technically disable HIPAA mode, but doing so removes the security controls protecting PHI. If you have PHI in the system, disabling HIPAA mode without first removing or de-identifying that data would likely create a HIPAA violation. Consult your compliance officer before disabling. HIPAA mode is available on qualifying plans. Contact HoopAI support to confirm whether your current plan includes HIPAA mode or whether an upgrade is required. The mobile app can be used with HIPAA mode enabled, but apply the same precautions: ensure devices are protected with screen locks, avoid leaving the app open on unattended devices, and enforce 2FA for all users. The app enforces the same session timeout and access restrictions as the desktop version. # Inviting team members Source: https://help.hoopai.com/getting-started/inviting-team-members Add users to your HoopAI account, assign roles, and control what each team member can access. HoopAI supports multiple users on a single account. You can invite team members, assign them roles that limit what they can see and edit, and organise them into teams for reporting and assignment purposes. My Staff team view ## How to invite a team member Go to **Settings > My Staff** and click **Add Employee**. Enter the team member's first name, last name, and email address. These are used to create their account and for internal display throughout the platform. Select a role from the dropdown. Roles control what sections and actions the user can access. See the role breakdown below. Staff role selection After selecting a role, you can further customise individual permissions — for example, allowing a user to view conversations but not delete contacts. Click **Send Invite**. The team member receives a welcome email with a link to set their password and activate their account. The link is valid for 24 hours. *** ## Roles explained HoopAI has several built-in roles. Your available roles may vary by plan. Full access to all settings, features, and data. Can add and remove users, change billing, and configure integrations. Reserve this role for account owners and senior managers. Standard access to day-to-day features — contacts, conversations, calendars, and opportunities. Cannot access sensitive account settings like billing, API keys, or user management. Used in multi-location setups. Can manage multiple accounts depending on configuration. Consult your HoopAI plan documentation for details. Only Admins can invite new users and change roles. If you need to adjust your own permissions, contact your account admin. *** ## Managing existing team members From **Settings > My Staff** you can: * **Edit** a user's name, email, role, or permissions at any time * **Resend invite** if a team member's activation link has expired (links expire after 24 hours) * **Deactivate** a user to revoke their access without deleting their history or assigned records * **Delete** a user to permanently remove them — their assigned contacts and conversations remain but lose the user association When a team member leaves, deactivate rather than delete their account. Deactivated users cannot log in but their data (call recordings, assigned conversations, closed opportunities) is preserved for reporting and compliance. *** ## Assigning users to calendars and pipelines After adding a team member, you may want to: * Add them as a **calendar owner** so they can receive appointment bookings — configure this under the calendar settings for each calendar * Assign them to a **pipeline stage** so leads can be routed to them via workflow automation * Set their **notification preferences** — users can manage this themselves under **Settings > My Profile > Notifications** *** ## Frequently asked questions The number of users depends on your subscription plan. Check your plan details or contact HoopAI support to increase your user limit. Yes. Under the user's permission settings, enable **Restrict to Assigned Data Only**. This limits the user to contacts, conversations, and opportunities that are directly assigned to them. Ask them to check their spam or junk folder. If the email is not there, go to **Settings > My Staff**, find their record, and click **Resend Invite** to generate a fresh activation link. Yes. Each user controls their own notification preferences under **Settings > My Profile > Notifications**. Admins cannot override individual notification preferences, but can set defaults at the account level. Their contacts, opportunities, and conversations remain in the system. The assigned user field on those records will show the deactivated user's name until you manually reassign them or use a bulk action to update assignments. # Migrate from ActiveCampaign Source: https://help.hoopai.com/getting-started/migrate-from-activecampaign Step-by-step guide to migrating contacts, automations, and email campaigns from ActiveCampaign to HoopAI. This guide walks you through moving your email marketing and CRM from ActiveCampaign to HoopAI. *** ## What transfers | Data | Transferable? | Method | | --------------- | ------------- | ----------------------------------------- | | Contacts | Yes | CSV export/import | | Tags | Yes | Included in CSV export | | Custom fields | Yes | Map during import | | Lists | Yes | Export per list → import as tagged groups | | Automations | No | Rebuild as HoopAI workflows | | Email templates | No | Rebuild in HoopAI email builder | | Deals/pipelines | Partial | CSV → recreate pipelines manually | | Campaign stats | No | Export reports for reference | | Forms | No | Rebuild in HoopAI | | Lead scoring | Partial | Recreate scoring rules in HoopAI | *** ## Migration steps Go to **Contacts → Export**. Export all contacts or specific lists. Download the CSV file. * Map ActiveCampaign fields to HoopAI fields * Format phone numbers to E.164 * Remove bounced and unsubscribed contacts * Include tags in a comma-separated column Set up matching custom fields in **Settings → Custom Fields** before importing. Go to **Contacts → Import → CSV**. Upload, map columns, and import. See [CSV format guide](/contacts/csv-import-format). ActiveCampaign lists become smart lists or tag-based groups in HoopAI. Create smart lists with matching criteria. Map ActiveCampaign automations to HoopAI workflows: * AC triggers → HoopAI triggers (similar names) * AC wait steps → HoopAI wait actions * AC if/else → HoopAI if/else conditions * AC goals → HoopAI goal events Configure SPF, DKIM, and DMARC for your sending domain. Set up contact scoring rules in **Settings → Manage Scoring** to replicate your ActiveCampaign lead scores. *** ## Post-migration checklist * [ ] All contacts imported with tags and custom fields * [ ] Smart lists created to match ActiveCampaign lists * [ ] Automations rebuilt as workflows * [ ] Email templates recreated * [ ] Lead scoring configured * [ ] Email domain authenticated * [ ] Forms rebuilt and embedded on website * [ ] Test automations run and verified * [ ] ActiveCampaign forms removed from website *** ## Common issues ActiveCampaign's automation builder is similar to HoopAI's but uses different terminology. "Goals" in AC map to "Goal Events" in HoopAI. "Wait until conditions" work similarly. Lead scores do not transfer. Recreate your scoring rules and let scores accumulate naturally, or set an initial score via custom field import. Some tags with special characters may not import correctly. Clean tag names to use only letters, numbers, and hyphens. # Migrate from Calendly Source: https://help.hoopai.com/getting-started/migrate-from-calendly Step-by-step guide to migrating your booking pages, event types, and scheduling from Calendly to HoopAI. HoopAI includes a full scheduling and booking system. Here is how to migrate from Calendly. *** ## What transfers | Data | Transferable? | Method | | --------------------------- | ------------- | -------------------------------------------------- | | Upcoming appointments | No | Manually recreate or let them complete in Calendly | | Contact info from bookings | Partial | Export and import as contacts | | Event types | No | Recreate as HoopAI calendars | | Booking page design | No | Customize HoopAI booking pages | | Integrations (Zoom, Google) | Yes | Reconnect in HoopAI | | Routing/round-robin rules | No | Reconfigure in HoopAI | | Past appointment history | No | Export for reference | *** ## Migration steps List each event type: name, duration, availability hours, buffer times, booking questions, and notification settings. This is your blueprint. Export your scheduled events from Calendly to get a contact list. Import into HoopAI as contacts. Go to **Calendars → + New Calendar** and create a calendar for each Calendly event type. Configure: * Duration * Availability hours * Buffer time (before/after) * Minimum scheduling notice * Maximum days in advance Add custom form fields to each calendar to replicate the questions Calendly collects (name, email, phone, custom questions). Go to **Settings → Integrations** and connect your calendar for two-way sync to prevent double bookings. Enable virtual meeting links in calendar settings. HoopAI auto-generates meeting links when appointments are booked. Configure confirmation emails, reminder SMS/emails, and follow-up messages in the calendar notification settings. Update your website, email signatures, and social profiles to use your new HoopAI booking page URL. If you use Calendly's round-robin, configure a round-robin calendar in HoopAI with the same team members. *** ## Post-migration checklist * [ ] All event types recreated as HoopAI calendars * [ ] Availability hours configured correctly * [ ] Buffer times and scheduling limits set * [ ] Custom booking questions added * [ ] Google/Outlook calendar synced * [ ] Video conferencing connected (Zoom/Google Meet) * [ ] Notification emails and SMS configured * [ ] Booking page URLs updated everywhere * [ ] Round-robin routing configured (if applicable) * [ ] Test booking completed successfully *** ## Common issues Verify availability hours, buffer times, and calendar sync. Check the [Calendar troubleshooting](/troubleshooting/calendar-issues) guide. Disconnect and reconnect with full read/write permissions in Settings → Integrations → Google. Copy the latest embed code from the calendar's share settings. Ensure your website allows iframes. # Migrate from ClickFunnels Source: https://help.hoopai.com/getting-started/migrate-from-clickfunnels Step-by-step guide to migrating funnels, contacts, and automations from ClickFunnels to HoopAI. This guide covers moving your funnels, contacts, and sales processes from ClickFunnels to HoopAI. *** ## What transfers | Data | Transferable? | Method | | ------------------ | ------------- | ----------------------------------- | | Contacts | Yes | CSV export/import | | Funnel pages | No | Rebuild in HoopAI funnel builder | | Page designs | No | Screenshot for reference, rebuild | | Products | Partial | Recreate in HoopAI products | | Order history | No | Export for records | | Email sequences | No | Rebuild as HoopAI workflows | | Custom domains | Yes | Repoint DNS to HoopAI | | Membership areas | No | Rebuild as HoopAI memberships | | Affiliate programs | Partial | Rebuild in HoopAI affiliate manager | *** ## Migration steps In ClickFunnels, go to **Contacts** and export your contact list as CSV. Include all custom fields and tags. Screenshot each funnel page and note the page flow (opt-in → thank you → sales page → order form → upsell → confirmation). This serves as your blueprint for rebuilding. Go to **Contacts → Import → CSV**. Map fields and import. See [CSV format guide](/contacts/csv-import-format). Go to **Payments → Products** and create your products with the same pricing, recurring options, and descriptions. Go to **Sites → Funnels** and recreate your funnel pages. HoopAI's drag-and-drop builder supports similar elements: headlines, forms, countdown timers, order forms, upsells/downsells. Add order form elements to your funnel pages. Connect your payment gateway (Stripe) and link products. Create workflows in **Automation** triggered by form submissions or purchases. Add email and SMS follow-up steps. Update your DNS records to point your custom domain to HoopAI. Go to **Settings → Domains** for instructions. If you had ClickFunnels membership funnels, rebuild them in **Memberships & Communities**. *** ## Post-migration checklist * [ ] Contacts imported with tags and fields * [ ] Products recreated with correct pricing * [ ] Funnels rebuilt with all pages * [ ] Order forms connected to Stripe * [ ] Upsells and downsells configured * [ ] Email/SMS follow-up workflows created * [ ] Custom domain pointed to HoopAI * [ ] SSL certificate provisioned * [ ] Membership areas rebuilt * [ ] Old ClickFunnels pages redirected or taken down *** ## Common issues HoopAI and ClickFunnels use different page builders. Focus on matching the conversion flow rather than pixel-perfect design replication. HoopAI supports order bumps and upsell/downsell pages. Configure them in the funnel step settings — the flow is similar but the interface differs. After changing DNS records, allow 24–48 hours for propagation. Your old pages may still show during this period. # Migrate from HubSpot Source: https://help.hoopai.com/getting-started/migrate-from-hubspot Step-by-step guide to migrating contacts, deals, and workflows from HubSpot to HoopAI. This guide covers migrating your CRM data, pipelines, and automations from HubSpot to HoopAI. *** ## What transfers | Data | Transferable? | Method | | ------------------- | ------------- | ---------------------------------- | | Contacts | Yes | CSV export/import | | Companies | Yes | CSV export → Business records | | Deals/opportunities | Partial | CSV export → manual pipeline setup | | Custom properties | Yes | Map as custom fields | | Email templates | No | Rebuild in HoopAI | | Workflows | No | Rebuild as HoopAI workflows | | Forms | No | Rebuild in HoopAI form builder | | Landing pages | No | Rebuild in funnel builder | | Campaign history | No | Export reports for reference | | Files/documents | Yes | Download and re-upload | *** ## Migration steps In HubSpot, go to **Contacts → Actions → Export**. Select all properties you need and export as CSV. Go to **Companies → Actions → Export** and download the CSV. Go to **Deals → Actions → Export**. Note the pipeline stages — you will recreate these in HoopAI. Before importing, create any custom fields in **Settings → Custom Fields** that match your HubSpot properties. Go to **Opportunities → Pipelines** and create your pipelines with the same stages as HubSpot. Go to **Contacts → Import → CSV**. Map HubSpot columns to HoopAI fields. Set duplicate handling. See [CSV format guide](/contacts/csv-import-format). Create opportunities manually or via CSV import, mapping them to the correct pipeline and stage. Map HubSpot workflows to HoopAI automations. Common mappings: * HubSpot sequences → HoopAI drip sequences * Deal stage workflows → Opportunity Stage Changed trigger * Form submission workflows → Form Submitted trigger Rebuild your HubSpot forms in the HoopAI form builder and landing pages in the funnel builder. Replace HubSpot tracking code, forms, and chat widgets on your website with HoopAI equivalents. *** ## Post-migration checklist * [ ] All contacts imported with properties mapped correctly * [ ] Companies imported as Business records * [ ] Pipelines and stages recreated * [ ] Opportunities created in correct stages * [ ] Custom fields matched to HubSpot properties * [ ] Workflows rebuilt and tested * [ ] Forms recreated and embedded on website * [ ] Email domain authenticated (SPF, DKIM, DMARC) * [ ] HubSpot tracking code removed from website * [ ] HoopAI tracking code and chat widget installed *** ## Common issues Use tags or a custom dropdown field in HoopAI to replicate lifecycle stages (Subscriber, Lead, MQL, SQL, Customer). HubSpot deals linked to contacts/companies need to be re-associated in HoopAI. Link opportunities to contacts after import. HubSpot exports can be large. Split into batches under 50MB if needed. # Migrate from Kajabi Source: https://help.hoopai.com/getting-started/migrate-from-kajabi Step-by-step guide to migrating courses, memberships, contacts, and email sequences from Kajabi to HoopAI. This guide covers moving your online courses, memberships, and marketing from Kajabi to HoopAI. *** ## What transfers | Data | Transferable? | Method | | ---------------------------- | ------------- | -------------------------------- | | Contacts/members | Yes | CSV export/import | | Course content (text/images) | Partial | Copy content manually | | Course videos | Yes | Download and re-upload | | Course structure | No | Rebuild in HoopAI course builder | | Email sequences | No | Rebuild as workflows | | Landing pages | No | Rebuild in funnel builder | | Products/offers | No | Recreate in HoopAI | | Payment history | No | Export for records | | Custom domain | Yes | Repoint DNS | | Pipeline automations | No | Rebuild as workflows | *** ## Migration steps In Kajabi, go to **People → Export**. Download the CSV with all contact data, tags, and offers. Download all course videos, PDFs, and images from Kajabi. You will re-upload these to HoopAI's media library. Go to **Contacts → Import → CSV**. Map fields and import. Tag contacts by their Kajabi offer/course membership. Go to **Media Library** and upload all your course videos, images, and files. Go to **Memberships & Communities → Courses** and create your courses: * Create modules matching your Kajabi categories * Add lessons with video, text, and downloadable content * Set drip schedule if you used drip content in Kajabi Go to **Payments → Products** and create products for each course or membership. Set pricing (one-time, subscription, payment plan). Use a workflow or bulk action to grant course access to contacts tagged with the appropriate membership tags. Recreate Kajabi email sequences as HoopAI workflows triggered by course enrollment, purchase, or lesson completion. Create sales pages and opt-in pages in the HoopAI funnel builder. Update DNS to point your custom domain to HoopAI. *** ## Post-migration checklist * [ ] Contacts imported with membership tags * [ ] Course videos uploaded to media library * [ ] Courses rebuilt with correct module/lesson structure * [ ] Drip content schedules configured * [ ] Products created with correct pricing * [ ] Existing members granted access * [ ] Email sequences rebuilt as workflows * [ ] Sales/landing pages recreated * [ ] Custom domain pointed to HoopAI * [ ] Payment gateway connected (Stripe) * [ ] Student notifications configured * [ ] Test purchase and course access verified *** ## Common issues Large video files may take time. Upload in batches and consider compressing videos before upload. HoopAI's client portal uses separate credentials. Notify members and provide login instructions after migration. Drip schedules start fresh in HoopAI. For existing members, you may want to grant full access or manually set their drip positions. # Migrate from Mailchimp Source: https://help.hoopai.com/getting-started/migrate-from-mailchimp Step-by-step guide to migrating your contacts, email templates, and automations from Mailchimp to HoopAI. This guide walks you through moving your email marketing from Mailchimp to HoopAI — contacts, templates, and automations. *** ## What transfers | Data | Transferable? | Method | | ---------------------- | ------------- | ------------------------------------------ | | Contacts and lists | Yes | CSV export/import | | Tags and segments | Yes | CSV tags column + smart lists | | Email templates | Partial | Manual rebuild or HTML import | | Automation workflows | No | Rebuild in HoopAI workflows | | Campaign history/stats | No | Screenshot or export reports for reference | | Landing pages | No | Rebuild in HoopAI funnel builder | | Custom fields | Yes | Map during CSV import | *** ## Migration steps In Mailchimp, go to **Audience → All Contacts → Export Audience**. Download the CSV file. This includes email, name, tags, and custom fields. Open the CSV and: * Remove unsubscribed and cleaned (bounced) contacts — do not import these * Standardize phone numbers to E.164 format if present * Map Mailchimp field names to HoopAI field names (FNAME → firstName, LNAME → lastName) Go to **Contacts → Import → CSV**. Upload your file, map columns, and set duplicate handling to **Skip** (for first import). See [CSV import guide](/contacts/csv-import-format). Mailchimp segments become **Smart Lists** in HoopAI. Go to **Contacts → Smart Lists** and create filters matching your Mailchimp segments. Use the HoopAI email builder to recreate your templates. If you have HTML templates, you can paste the HTML into a custom code block. For drag-and-drop templates, rebuild using HoopAI's builder. Mailchimp automations map to HoopAI workflows. Common mappings: * Welcome series → Contact Created trigger + email sequence * Abandoned cart → Order form trigger + wait + follow-up * Birthday emails → Birthday Reminder trigger Configure your dedicated sending domain in **Settings → Email Services** with SPF and DKIM. See [Email deliverability guide](/marketing/email-deliverability-guide). Start sending to small batches of engaged contacts and gradually increase volume over 4–6 weeks. *** ## Post-migration checklist * [ ] All contacts imported with correct fields and tags * [ ] Smart lists created matching your Mailchimp segments * [ ] Email templates rebuilt and tested * [ ] Automation workflows recreated and published * [ ] Dedicated email domain configured (SPF, DKIM, DMARC) * [ ] Unsubscribe links working in all templates * [ ] Test emails sent and verified in inbox * [ ] Domain warm-up plan in place * [ ] Mailchimp forms replaced with HoopAI forms on your website *** ## Common issues Make sure you only imported subscribed contacts. If DND flags were set incorrectly, bulk-update them in Contacts → Bulk Actions. Mailchimp and HoopAI use different rendering engines. Minor layout differences are normal. Test in multiple email clients. Mailchimp uses `*|FNAME|*` syntax. HoopAI uses `{{contact.first_name}}`. Update all merge tags in your templates. # Migrate from Salesforce Source: https://help.hoopai.com/getting-started/migrate-from-salesforce Step-by-step guide to migrating contacts, accounts, opportunities, and workflows from Salesforce to HoopAI. This guide covers migrating your Salesforce CRM data — contacts, accounts, opportunities, and automation — to HoopAI. *** ## What transfers | Data | Transferable? | Method | | --------------------- | ------------- | ------------------------------- | | Contacts/Leads | Yes | Data Export/Report → CSV import | | Accounts | Yes | CSV → Business records | | Opportunities | Partial | CSV → manual pipeline setup | | Custom objects/fields | Partial | Recreate as custom fields | | Reports | No | Export as CSV for reference | | Flows/Process Builder | No | Rebuild as HoopAI workflows | | Email templates | No | Rebuild in HoopAI | | Files/attachments | Yes | Download and re-upload | | Campaign history | No | Export for reference | *** ## Migration steps In Salesforce, go to **Setup → Data Export** or create a report with all contact/lead fields. Export as CSV. Create a report of all accounts with relevant fields and export as CSV. Create an opportunity report including stage, amount, close date, and associated contact. Export as CSV. Review your Salesforce custom fields and create matching fields in **Settings → Custom Fields** before importing. Create pipelines in **Opportunities → Pipelines** matching your Salesforce opportunity stages. Import your contacts CSV into **Contacts → Import**. Map Salesforce fields to HoopAI fields. Salesforce field names may differ — map carefully. Import account data as Business records, linking them to the appropriate contacts. Import or manually create opportunities in the correct pipelines and stages. Recreate Salesforce Flows and Process Builder automations as HoopAI workflows. Map triggers and actions to their HoopAI equivalents. Configure your dedicated email domain and phone numbers in HoopAI settings. *** ## Post-migration checklist * [ ] Contacts and leads imported with all fields mapped * [ ] Accounts imported as Business records * [ ] Pipelines recreated with matching stages * [ ] Opportunities placed in correct stages * [ ] Custom fields created and populated * [ ] Workflows rebuilt to replicate Salesforce automation * [ ] Email authentication configured * [ ] User roles and permissions set up * [ ] Salesforce integrations decommissioned *** ## Common issues Use tags or custom dropdown fields to categorize contacts by type (Customer, Prospect, Partner). Salesforce relationships between objects need to be re-established manually using HoopAI associations and linked opportunities. Salesforce orgs with 100K+ records should import in batches. Split CSVs by record type or date range. # Navigating the platform Source: https://help.hoopai.com/getting-started/navigating-the-platform A tour of the HoopAI sidebar, main sections, and navigation patterns so you can find anything quickly. HoopAI organises every feature into a consistent sidebar that runs down the left side of the screen. Once you understand its structure, you can move between contacts, conversations, automations, and settings in seconds. This page walks through every section and what you'll find inside. ## The sidebar at a glance The sidebar is divided into two zones: * **Top zone** — the primary feature sections you'll use every day (CRM, conversations, marketing, automation, sites, payments, and reporting) * **Bottom zone** — account-level utilities: settings, notifications, and your profile Click any icon to expand the section or navigate directly to that area. On smaller screens the sidebar collapses to icon-only mode; click the hamburger icon at the top to re-expand it. *** ## Primary sections ### Dashboard The first item in the sidebar is your **Dashboard**. This is the home screen you land on after logging in. It shows live widgets for: * Conversation activity (new leads, unread messages) * Appointment count for the day or week * Pipeline value by stage * Ad spend and form submission summaries (if integrations are connected) You can customise which widgets appear by clicking **Edit Dashboard** in the top-right corner. Each widget can be resized, repositioned, or removed. ### Contacts (CRM) The **Contacts** section is the heart of your database. From here you can: * Search, filter, and bulk-manage your contact list * Open individual contact records to see their full timeline — messages, calls, appointments, tasks, notes, and opportunities * Create smart lists (saved filtered views) to segment your audience * Import contacts from a CSV file * Manually add individual contacts Each contact record has a left-side detail panel (name, phone, email, tags, custom fields) and a right-side activity timeline that logs every interaction automatically. ### Conversations **Conversations** is your unified inbox. Every inbound and outbound message — SMS, email, phone call, Facebook Messenger, Instagram DM, Google Business Message, and live chat — arrives in a single thread per contact. The left panel lists all open conversations, sortable by last activity, unread status, or assigned team member. The right panel shows the full conversation thread and a composer bar at the bottom where you can reply via any channel. Use the filter bar at the top of the inbox to narrow conversations by channel, assigned user, campaign tag, or date range. ### Opportunities **Opportunities** is your visual sales pipeline. Each opportunity card represents a deal or lead moving through your defined stages. Drag cards between columns to update the stage, or click a card to open the full detail view where you can log notes, schedule follow-ups, and see the linked contact. You can have multiple pipelines — one for each product line, service type, or team. ### Calendars The **Calendars** section lets you view all bookings across all team members. It displays appointments in day, week, or month view. You can create new appointments manually, manage availability windows, and access booking link settings from this section. ### Marketing **Marketing** covers: * **Email campaigns** — broadcast emails to your contact list * **Social planner** — schedule posts to Facebook, Instagram, LinkedIn, TikTok, and Google Business * **Ads** — connect and manage Facebook and Google ad campaigns * **Reputation** — send review requests and monitor your ratings on Google and Facebook ### Automation **Automation** contains the workflow builder. Workflows are sequences of triggers and actions that run automatically — for example, sending a follow-up SMS when a new lead fills out a form, or moving a contact through a pipeline stage when they book an appointment. You can also access **Triggers** (legacy), **Campaigns** (drip sequences), and the **Email Builder** from this section. ### Sites **Sites** is where you build customer-facing web assets: * **Funnels** — multi-step landing pages and lead capture flows * **Websites** — full multi-page sites with navigation * **Forms** — embeddable lead forms and surveys * **Chat widget** — live chat bubble you can add to any site * **Memberships** — gated course and content portals * **Blogs** — content publishing for SEO ### Payments **Payments** covers invoicing, products, payment links, subscriptions, and the transactions ledger. Connect a Stripe account or use the built-in payment processor to charge customers, collect recurring subscription fees, or send one-off invoices. ### Reporting **Reporting** aggregates data across the platform: * Call and SMS logs * Appointment reports * Ad performance (if connected) * Funnel and website analytics * Agent and team activity reports *** ## The top bar The horizontal bar at the top of the screen contains: * **Search** — a global search box (or press `/` as a keyboard shortcut) that finds contacts, conversations, opportunities, and settings pages * **Notifications** — bell icon showing new activity alerts and system messages * **Help** — question mark icon linking to this documentation and support chat * **Profile menu** — click your avatar to access your profile settings, switch accounts (if you belong to multiple accounts), or log out *** ## Settings Click the **Settings** gear icon at the bottom of the sidebar to access all account configuration. Settings are grouped into categories: | Category | What's inside | | ---------------- | ------------------------------------------------ | | Business profile | Company name, address, logo, timezone | | My staff | User management, roles, permissions | | Phone numbers | Purchase and manage numbers, call routing | | Email services | Sending domain, SMTP, Google/Outlook connection | | Calendars | Calendar templates, availability, booking rules | | Custom fields | Create and manage contact and opportunity fields | | Custom values | Merge tags and dynamic variables | | Integrations | Third-party app connections | | Domains | Custom domain management | | Trust center | A2P 10DLC SMS registration, HIPAA settings | | Reputation | Review request settings | | Payments | Stripe connection, tax settings | *** ## Keyboard shortcuts | Shortcut | Action | | -------- | ----------------------------------- | | `/` | Open global search | | `N` | New contact (from Contacts section) | | `C` | New conversation | | `Esc` | Close modal or panel | *** ## Tips for navigating efficiently Pin your most-used sections: right-click any sidebar icon to pin it as a favourite so it always appears at the top of the nav. * Use **global search** (`/`) to jump directly to a contact, conversation, or settings page without clicking through the sidebar * Use **smart lists** in Contacts to pre-filter views you check regularly — for example, "New leads this week" or "Contacts with no activity in 30 days" * Use **multiple pipelines** rather than cramming everything into one — each pipeline has its own column view and reporting * The **back button** in your browser always works; HoopAI uses standard browser history so you can navigate forward and back naturally # What to Do Next Source: https://help.hoopai.com/getting-started/next-steps You've covered the basics. Here are the most popular next steps — pick what matters most for your business. You've logged in, set up your account, and imported your contacts. Now it's time to connect the tools that will help you capture leads, talk to customers, and grow your business. Pick the steps that are relevant to you — there's no required order, and you can always come back. *** ## Capture more leads Add a live chat bubble to your existing website in minutes. Copy a small code snippet and paste it into your site — or send the snippet to your web developer. Works with any site: WordPress, Squarespace, Wix, Webflow, and custom-built sites. Don't have a website yet — or want a dedicated lead capture page? Build one directly inside HoopAI. No code or designers required. Create a form and embed it on any web page, or share it as a standalone link. Every submission automatically creates a contact in your CRM. Generate QR codes that link to your booking page, contact form, or website — great for business cards, flyers, signage, and in-store displays. *** ## Connect your tools Connect Stripe, PayPal, or another payment gateway to start sending invoices, payment links, and subscriptions to customers. Let customers book appointments directly into your calendar — 24/7, no back-and-forth phone calls or emails needed. Design and send branded email newsletters and promotions to your contact list. Plan and publish posts to Facebook, Instagram, LinkedIn, TikTok, and Google Business — all from one place. *** ## Build your reputation Automatically ask happy customers for a Google review after their appointment or purchase. One of the fastest ways to build credibility. Set up a simple workflow so every new lead gets a follow-up message automatically — no manual work, even when you're busy. *** ## Stay connected on the go Manage contacts, conversations, and tasks from your phone. Available on iOS, Android, Mac, and Windows. Purchase a local or toll-free number to call and text customers directly from the platform. Great for businesses that rely on phone communication. *** ## Ready to go deeper? When you're ready to explore everything the platform can do, the [Platform Overview](/getting-started/platform-overview) is a full feature map — organized by section, with links to every guide. Our support team is here. You can also find video walkthroughs for every step in the [Academy](/academy/overview), or use the AI Copilot inside the platform for instant answers. # Welcome to HoopAI Source: https://help.hoopai.com/getting-started/overview You're in. Here's how to get started in a few simple steps. Welcome to HoopAI — your all-in-one platform for managing customers, conversations, marketing, and growth. Everything you need to run and grow your business is here in one place. This guide will walk you through the first steps. You don't need to do everything at once, and you're not on your own — we have videos, an AI assistant, and a support team ready to help you at every stage. **Help is always available.** Use the built-in **AI Copilot** (chat icon in the platform) for instant answers, browse the [Academy](/academy/overview) for video walkthroughs, or reach our support team anytime. Depending on your plan, you may also have access to live Zoom onboarding calls and dedicated onboarding support. *** ## Your first 5 steps Open your browser and go to **[platform.hoopai.com](https://platform.hoopai.com)**. Sign in with the email address and password from your welcome email. First time logging in? Click the activation link in your welcome email to set your password, then sign in. Bookmark **platform.hoopai.com** so you can access it instantly from any device. [Login help →](/getting-started/first-login) If you have staff or colleagues who will use the platform, add them now — or any time later. Go to **Settings → My Staff → Add Employee**, enter their email address, and assign them a role. They'll receive an invitation email with a link to activate their account. [How to invite team members →](/getting-started/inviting-team-members) Once you're logged in, find the **Launch Pad** in your dashboard. It's your personalized setup checklist built right into the platform. The Launch Pad guides you through connecting your tools at your own pace — your social channels, payment gateway (like Stripe), calendar, and more. It tracks what you've completed so you can always pick up where you left off. You don't need to finish everything at once. Start with the steps that matter most to your business. Already have a customer list? Bring it in quickly. Go to **Contacts → Import**, upload your CSV file, and the import wizard will help you map your columns to HoopAI fields. Your contacts will be ready to message and manage immediately. [Import contacts guide →](/contacts/importing-contacts) Connect Facebook, Instagram, Google Business, and other channels so all your messages arrive in one unified inbox — no more switching between apps. Go to **Settings → Integrations** to connect your accounts. [Integrations guide →](/settings/integrations) *** ## You're not on your own A built-in AI assistant is available on every page. Click the chat icon anywhere in the platform to get instant, step-by-step help — no waiting required. Video walkthroughs for every feature — from your first login to advanced automations. Learn at your own pace, on your schedule. Our support team is ready to help. Depending on your plan, you may also have access to live Zoom onboarding sessions and a dedicated onboarding specialist. *** ## What's in the platform Once you're set up, everything you need is here: Your full contact database, sales pipelines, and appointment management. One unified inbox for SMS, email, calls, and social messages. Email campaigns, social media planner, and review management. Workflows, triggers, and AI-powered agents to save you time. Build landing pages, full websites, and lead capture funnels — no code needed. Invoices, subscriptions, payment links, and online stores. Manage everything from your phone — iOS and Android. Track your leads, campaigns, and revenue all in one place. *** ## Frequently asked questions Go to [platform.hoopai.com](https://platform.hoopai.com) and sign in with the email and password from your welcome email. If you've forgotten your password, click **Forgot password** on the login screen. The Launch Pad is a built-in setup checklist inside your HoopAI dashboard. It shows which setup steps are complete and guides you through connecting your tools — social channels, payment gateway, calendar, and more. You can complete steps in any order and return to it any time. Go to **Contacts → Import** and upload a CSV file. The import wizard walks you through mapping your columns to HoopAI fields. [Import guide →](/contacts/importing-contacts) The HoopAI app is available on iOS, Android, Mac, and Windows. [Download the app →](/getting-started/download) All accounts include access to the AI Copilot (built into the platform) and our support team. Depending on your plan, you may also have access to live Zoom onboarding calls, a dedicated onboarding specialist, and the full Academy video library. No — you can start using HoopAI immediately. The Launch Pad helps you get more out of the platform over time. Complete the steps that are relevant to your business and skip the rest for now. Our support team is here for you. Reach out any time and we'll get back to you. # Setting up your phone number Source: https://help.hoopai.com/getting-started/phone-number-setup Purchase and configure a phone number in HoopAI to enable calling and SMS, then complete A2P 10DLC registration. A phone number is required to send SMS messages and make calls through HoopAI. You purchase the number directly inside the platform — no external provider needed. After purchasing, completing A2P 10DLC registration unlocks bulk SMS sending. Phone numbers settings ## Step 1 — Purchase a phone number Click **Settings** in the left sidebar and select **Phone Numbers**. Click **Add Number** or the **+** button to open the number purchase flow. Select your country. Then choose between a **local** number (a regional area code) or a **toll-free** number (e.g., 1-800). Local numbers typically have higher answer rates from contacts who recognise the area code. Toll-free numbers can be useful for national brands. Enter your desired area code to see available numbers. Select one and click **Buy** to complete the purchase. *** ## Step 2 — Configure your number After purchasing, click the number to open its settings. Phone number configure Key settings to configure: | Setting | Description | | ----------------- | ------------------------------------------------------------------------------------ | | Name | A label for the number (e.g., "Main Sales Line") — internal only | | Forwarding number | A personal or office phone to forward incoming calls when needed | | Caller ID pass | Shows your HoopAI number (not your forwarding number) as the outbound caller ID | | Call connect | Requires a keypress before connecting forwarded calls — reduces robocall connections | | Whisper message | Plays a brief audio clip to you before connecting a forwarded call | | Call recording | Automatically records all calls on this number | *** ## Step 3 — Configure voice call settings Go to the **Voice Calls** tab within phone settings to configure: * **Inbound call routing** — which user or team receives incoming calls * **Voicemail greeting** — the message callers hear when no one answers * **Business hours** — restrict when inbound calls ring through Voice call settings *** ## Step 4 — Complete A2P 10DLC registration A2P 10DLC is a US carrier requirement for businesses sending SMS messages. Without registration, carriers will filter or block your outbound SMS. A2P 10DLC registration is mandatory for all US SMS. Start this immediately after purchasing your number — approval typically takes 1–5 business days. Go to **Settings > Trust Center** to begin registration. You will need: * Your legal business name (exactly as registered) * EIN / Tax ID * Business website URL * Business type (LLC, Corporation, Sole Proprietor, etc.) * A description of how you will use SMS [Full A2P 10DLC registration guide →](/academy/onboarding/a2p-10dlc-registration) *** ## Using multiple phone numbers You can purchase additional numbers for different purposes — for example, a separate number per team member, or a dedicated number for each marketing campaign. Each number has independent call and SMS settings. When using the dialer, you can choose which number to call from using the **From** dropdown — useful if you have multiple numbers assigned to your account. *** ## Frequently asked questions Local US and Canadian numbers are typically a low monthly fee (around \$1–2/month) plus per-minute and per-message usage charges. Toll-free numbers are slightly higher. Pricing is shown during the purchase flow. Check your HoopAI plan details for included credits. Yes — number porting is available. Contact HoopAI support to initiate a port request. The process typically takes 2–4 weeks and requires a Letter of Authorization (LOA) from your current carrier. A2P 10DLC is primarily required for bulk/campaign SMS. Low-volume 1-on-1 conversational SMS may work without full registration initially, but carriers can still filter unregistered traffic. Complete registration promptly to ensure reliable delivery for all SMS. Rejections are usually due to incomplete business information or a mismatch between your legal name and EIN records. Review the rejection reason in **Settings > Trust Center** and resubmit with corrected information. Contact HoopAI support if you need help resolving a rejection. Yes — international SMS is supported for many countries. Purchase or use an existing number that supports international sending, and ensure the contact's phone number includes the correct country code. Additional per-message rates apply for international destinations. # Platform overview Source: https://help.hoopai.com/getting-started/platform-overview Explore every module and feature in HoopAI — browse by category to find exactly what you need. Browse every module in HoopAI. Select a category below to see all available features and jump straight to the documentation. ### Contacts Manage your contact database, smart lists, and segments. View and edit individual contact records, activity, and history. Create fields for data unique to your business. Bring in contacts via CSV with field mapping. Dynamic lists that auto-update based on filters. Organize contacts with labels and categories. Mass-update, tag, or delete contacts at once. Find and merge duplicate contact records. Score leads based on engagement and activity. Manage B2B company records linked to contacts. Assign and track tasks tied to contacts. Manage opt-outs and suppression lists. ### Opportunities & Pipelines Build and customize your sales pipelines. Create, update, and track deals through stages. Visual drag-and-drop deal management. Define the steps in your sales process. View full deal history, notes, and activity. Track win rates, revenue, and pipeline velocity. ### Dashboard Your command center for pipeline, conversations, and appointments. Add and configure widgets to personalize your view. Set and monitor team and individual goals. ### Calendars All calendar types and scheduling features. Set up event, round-robin, class, and service calendars. Branded pages where leads self-book appointments. Auto-distribute bookings across your team. Sync with Google Calendar, Outlook, and more. Set when each team member is bookable. Automated reminders via SMS and email. Collect payment at the time of booking. Configure service menus with durations and pricing. ### Team inbox Unified inbox for SMS, email, calls, and social. Compose and send messages across all channels. Real-time website chat with visitors. Full email conversation history in one view. Delivery rates, open rates, and response tracking. Facebook, Instagram, and Google messages in one place. Send and receive WhatsApp messages from your inbox. Record and review phone conversations. Manage voicemail drops and listen to messages. ### Conversation tools Sort, filter, and mass-manage conversations. Pre-written message templates for quick replies. Short text shortcuts you can insert in any message. Queue messages to send at a specific time. Categorize conversations for easy filtering. Route conversations to the right team member. See when AI is handling a conversation. Leave private notes for your team on any conversation. Send payment requests directly inside a conversation. ### Chat widget Add a live chat widget to your website. Embed the widget on any site with a code snippet. Match colors, position, and branding to your site. Let your AI agent handle widget conversations. ### Email marketing Build and send branded email blasts to your list. Drag-and-drop email design with templates. Pre-built and custom templates for every use case. Test subject lines and content to optimize opens. Opens, clicks, bounces, and unsubscribe tracking. Best practices to keep emails out of spam. Connect your own SMTP or use Mailgun. Segment, clean, and manage your subscriber lists. Authenticate your sending domain for better inbox placement. ### Social planner Schedule and publish posts across platforms. Connect Facebook, Instagram, Google, LinkedIn, and TikTok. Visual calendar view of all scheduled posts. Generate post captions and ideas with AI. Save brand colors, logos, and fonts for consistent posts. Track engagement, reach, and follower growth. ### Ad manager Create and manage ads from inside HoopAI. Run Google search and display campaigns. Create Facebook and Instagram ad campaigns. Track spend, clicks, conversions, and ROI. ### Reputation & reviews Monitor and manage your online reputation. Send automated review requests to customers. View and respond to reviews from one dashboard. Optimize your Google Business Profile listing. Embed review widgets on your website. Monitor competitor reviews and ratings. ### Affiliate manager Set up and manage your affiliate program. Create campaigns with custom commission structures. Track referrals, clicks, and conversions. Manage and process affiliate payments. ### Workflows Automate repetitive tasks with visual workflows. Drag-and-drop builder for creating automations. Events that start a workflow — form submissions, tags, dates, and more. Send messages, update fields, add tags, create tasks, and more. Branch workflows based on contact data or behavior. Pause workflows for a set time or until a condition is met. Pre-built workflow templates you can import and customize. Debug and fix workflow issues. Send data to external systems from your workflows. Connect HoopAI to 5,000+ apps with Zapier. Advanced integrations with Make (Integromat). Advanced actions like GPT, webhooks, and more. ### AI agents AI-powered bots that handle conversations for you. Auto-respond to leads across SMS, chat, and social. Teach your AI with your business knowledge. Build guided conversation flows with drag-and-drop. AI-powered phone call handling. Upload documents and URLs to train your bot. Generate emails, SMS, and social posts with AI. Auto-respond to reviews with AI-generated replies. Configure bot behavior, tone, and escalation rules. ### Sites & funnels Build websites, funnels, and landing pages. Multi-step sales funnels with opt-in pages and order forms. Full multi-page websites with navigation. Split-test pages to optimize conversions. Meta titles, descriptions, and Open Graph tags. Add HTML, CSS, and JavaScript to any page. Add Facebook Pixel, Google Analytics, and more. Collect payments directly on your funnel pages. ### Blogs Built-in blogging with categories and authors. Write and publish blog articles. Organize posts for easy browsing. Track views, engagement, and top posts. ### Online stores Full e-commerce with products, checkout, and orders. Add products with images, variants, and pricing. Configure shipping zones and rates. Customize the checkout experience. Process and ship orders. Recover lost sales with automated follow-ups. ### Forms & surveys Build forms, surveys, and quizzes. Drag-and-drop form builder with conditional logic. Break long forms into steps for better completion rates. Collect legally-binding signatures on forms. Add forms to any website with embed code. Collect feedback and measure satisfaction. ### QR codes Create and manage QR codes for any use case. QR codes you can update without reprinting. Track scans, locations, and devices. ### Media storage Upload and manage images, videos, and files. Generate images with AI directly in the media library. Host videos without third-party platforms. ### Webinars Host live and automated webinars. Set up registration pages and webinar rooms. ### Client portal A branded portal where clients access their account. Configure portal features and branding. Use your own domain for the client portal. ### Memberships & communities Courses, communities, and gated content. Create online courses with lessons and modules. Build community spaces for members to interact. Release content on a schedule over time. Award certificates on course completion. Points, badges, and leaderboards for engagement. Free, one-time, or subscription-based access. Schedule live sessions within your community. ### Invoicing Create and send professional invoices. Send estimates that convert to invoices on approval. Auto-generate invoices on a schedule. Split payments into installments. Send contracts and collect signatures. ### Collecting payments Shareable links that accept payment instantly. Send payment requests via SMS. Accept in-person payments with a card reader. Track and manage customer orders. ### Payment methods Accept digital wallet payments. Accept direct bank payments with lower fees. Offer installment options through Klarna and Afterpay. ### Products & catalog Create your product catalog. Recurring billing for services and memberships. Create discount codes and promotions. Sell and manage digital gift cards. ### Configuration Connect Stripe, PayPal, Authorize.net, and more. Configure tax rates and automated tax collection. Sync with QuickBooks, Xero, and FreshBooks. ### Reports All built-in reports and custom reporting tools. Call volume, duration, and agent performance. Booking rates, no-shows, and cancellations. Track team member performance and response times. Campaign performance — opens, clicks, bounces. Sales, pipeline value, and payment tracking. See which channels drive the most conversions. Build your own reports with custom metrics. Connect GA for website and funnel analytics. ### Account settings All account settings. Company name, address, logo, and timezone. Your personal profile, password, and preferences. Add team members and assign roles and permissions. Buy numbers, configure call routing, and voicemail. Sending domains, SMTP, and email provider setup. Create and manage fields across contacts and opportunities. Dynamic values for personalization across the platform. Connect Google, Facebook, Stripe, Twilio, and more. Manage custom domains and URL redirects. A2P 10DLC registration and compliance. Connect and configure WhatsApp Business. Send real-time event data to external systems. Track all changes made by users in your account. # The dialer Source: https://help.hoopai.com/getting-started/the-dialer Make and manage calls directly inside the HoopAI Platform using the built-in dialer, accessible from any tab. The dialer is accessible from every tab in the HoopAI Platform — look for the dialer button in the top-right corner of the screen. Before making your first call, make sure a phone number is configured in your account under **Settings > Phone System**. You must have a phone number set up in your account before you can use the dialer. Refer to the Phone System section in Settings for instructions. Dialer button location Once your number is configured, click the dialer to open the interface with standard dialer features. ## Keypad The keypad is the default view when you open the dialer. Dialer keypad * Enter a phone number using your keyboard's numeric keys or click the on-screen number pad * Use the **From** dropdown to select which phone number to call from — if you have multiple numbers configured, they will all appear here * When you are ready to dial, click the green phone button to place the call At the bottom of the dialer you will see four icons: **Keypad**, **Recents**, **Contacts**, **Voicemail**, and **Queue**. These switch between the different views described below. *** ## Recents Switch to the Recents view to see a list of your most recently contacted numbers. Dialer recents view * Use the search box to find a contact by name or phone number * Click the arrow next to any call entry to expand its details, where you can: * View the call date and time * Open the contact's full profile * Review associated notes and tags * Send a message to the contact * Redial the number *** ## Contacts The Contacts view displays all contacts in your account. * Search by name or phone number using the search box * Click the phone icon next to any contact to call them immediately *** ## Voicemail When a contact does not answer and has a voicemail inbox set up, you can leave a voicemail message. Voicemails received from contacts also appear in this view. Dialer voicemail view *** ## Queue The Queue tab displays upcoming calls you have programmed manually, through the quick dialer, or via a workflow. This gives you a centralized view of your scheduled outbound call list. Stay tuned for more details on the Queue feature as it continues to expand. *** The dialer creates a unified call record alongside your email, SMS, and other communications — keeping all contact interactions in one place within the HoopAI Platform. ## Softphone / web dialer features The dialer functions as a full softphone built into the web application — no external software or browser extensions are required. Key features include: * **Browser-based calling** — make and receive calls directly in the browser using WebRTC technology. No downloads or plugins needed. * **Call hold and mute** — place a call on hold or mute your microphone during a conversation * **Call transfer** — transfer an active call to another team member (warm or cold transfer) * **DTMF tones** — use the keypad during a call to navigate phone menus (IVR systems) * **Call recording** — calls can be recorded automatically based on your phone system settings * **Simultaneous ring** — incoming calls can ring the web dialer and the mobile app simultaneously For best call quality, use a wired internet connection and a headset with a dedicated microphone. Ensure your browser has microphone permissions enabled for the platform. ## Outbound calling from the web app Place outbound calls from multiple locations across the platform: * **Dialer** — open the dialer from the top-right corner, enter a number or search for a contact, and click the call button * **Contact record** — click the phone icon on any contact record to call them directly * **Conversations inbox** — click the phone icon in a conversation thread to call the contact * **Opportunities** — click the phone icon on an opportunity card or detail panel to call the associated contact * **Power dialer / queue** — load a list of contacts into the dialer queue and call them in sequence without manually dialing each number All outbound calls are logged automatically in the contact's activity timeline, and call recordings (if enabled) are stored on the contact record. # Two-factor authentication Source: https://help.hoopai.com/getting-started/two-factor-auth Enable two-factor authentication (2FA) on your account and enforce it across your team to protect against unauthorised access. Two-factor authentication (2FA) adds a second verification step to the login process. Even if an attacker obtains a password, they cannot log in without also having access to the second factor — typically a code delivered to a phone or generated by an authenticator app. HoopAI supports 2FA at the individual user level and allows administrators to require it across all team members. *** ## Enabling 2FA on your own account Click your name or avatar in the bottom-left corner of the sidebar and select **Profile Settings**, or navigate to **Settings > My Profile**. Scroll down to the **Security** or **Two-Factor Authentication** section on the profile settings page. Select one of the two available methods: * **SMS (text message)** — a one-time code is sent to your registered mobile number each time you log in * **Authenticator app** — use an app such as Google Authenticator, Authy, or Microsoft Authenticator to generate time-based codes that refresh every 30 seconds The authenticator app method is more secure because it does not rely on mobile carrier infrastructure and works even when you have no cell signal. After selecting your method, you will be prompted to verify the setup: * **SMS**: Enter the code sent to your phone number to confirm it is correct * **Authenticator app**: Scan the QR code displayed on screen using your authenticator app, then enter the 6-digit code shown in the app to confirm the pairing After enabling 2FA, HoopAI generates a set of single-use backup codes. **Save these in a secure location** (a password manager or printed and stored safely). You can use a backup code to access your account if you ever lose access to your phone. If you lose your phone and do not have backup codes, you will be locked out of your account. Contact HoopAI support to initiate an identity-verified account recovery. Recovery may take additional time. *** ## Setting up an authenticator app If you choose the authenticator app method and do not already have an app installed, download one of these free options: | App | Platform | Notes | | ----------------------- | -------------------------- | -------------------------------- | | Google Authenticator | iOS, Android | Simple, widely used | | Authy | iOS, Android, Desktop | Supports cloud backup of codes | | Microsoft Authenticator | iOS, Android | Good for Microsoft 365 users | | 1Password | iOS, Android, Mac, Windows | Integrated with password manager | Once installed, open the app and tap **Add account** or the **+** icon, then scan the QR code displayed in HoopAI. *** ## Requiring 2FA for all team members Account Admins can force 2FA across all users. When this setting is active, any team member who tries to log in without 2FA enabled will be prompted to set it up before they can access the platform. Go to **Settings > My Staff**. Look for a **Security** or **2FA Policy** section at the top of the staff settings page. Some plans surface this under **Settings > Security**. Toggle on **Require Two-Factor Authentication for all users**. Confirm the change when prompted. Existing users who do not yet have 2FA enabled will be prompted to set it up the next time they log in. Send your team a heads-up so the prompt does not come as a surprise. Enforcing 2FA for your whole team is strongly recommended if your HoopAI account stores customer contact data, payment information, or any personally identifiable information (PII). It is also a prerequisite for HIPAA-compliant configuration. *** ## Disabling 2FA If you need to disable 2FA on your account: 1. Go to **Settings > My Profile > Security** 2. Click **Disable Two-Factor Authentication** 3. Enter a verification code from your current 2FA method to confirm the change If an admin has enforced 2FA across the account, individual users cannot disable it for themselves. The admin must first turn off the account-wide requirement before any user can opt out. *** ## Resetting 2FA for a team member If a team member loses access to their authenticator app or phone and cannot log in: Access the account with your Admin credentials. Navigate to **Settings > My Staff** and find the affected user. Click the three-dot menu next to their name and select **Reset 2FA** (or **Edit > Disable 2FA**). This removes the 2FA requirement for their next login, allowing them to re-enroll with their new device. Ask the team member to log in and set up 2FA again using their new phone or authenticator app. *** ## Frequently asked questions No. HoopAI requires you to choose one method at a time. If you want to switch methods, disable your current 2FA setup and re-enable with the new method. Check that your phone number on file is correct under **Settings > My Profile**. Also ensure you have cell signal or mobile data. If codes consistently fail to arrive, consider switching to an authenticator app which does not depend on your carrier. Yes. Each backup code can only be used once. After using a code, generate a new set under **Settings > My Profile > Security > Regenerate Backup Codes** to ensure you always have valid codes on hand. No. API keys and webhook integrations authenticate separately and are not affected by 2FA settings on user accounts. Yes. If you are using HoopAI in a HIPAA-compliant configuration, enforcing 2FA for all users is a required access control measure. See the [HIPAA compliance guide](/getting-started/hipaa-compliance) for full requirements. # User roles and permissions Source: https://help.hoopai.com/getting-started/user-roles-and-permissions Understand the built-in roles in HoopAI, what each role can access, and how to customise permissions for individual team members. HoopAI uses a role-based access control system. Every team member is assigned a role when they are invited, and that role determines which features they can see and what actions they can take. Roles can be further fine-tuned with individual permission overrides. Only **Admin** users can create, edit, or delete other users and change role assignments. If you need to adjust your own permissions, contact your account administrator. *** ## Built-in roles ### Admin The Admin role has unrestricted access to all features, settings, and data in the account. **What admins can do:** * Access and edit all contacts, conversations, opportunities, and tasks — regardless of assignment * Create and delete users, assign roles, and update permissions * View and change billing information and subscription details * Access API keys, integrations, and webhooks * Configure all settings including phone numbers, email services, domains, and custom fields * View all reporting data across the entire team * Enable or disable HIPAA mode and advanced platform settings Assign the Admin role only to account owners and senior managers who legitimately need full control. *** ### User The User role is the standard role for most team members. It grants access to day-to-day CRM and communication features but restricts sensitive account configuration. **What users can do:** * View and manage contacts assigned to them (or all contacts, depending on permission settings) * Send and receive messages in the Conversations inbox * Manage their own calendar and appointments * View and update opportunities in assigned pipelines * Create and complete tasks * Use the dialer to make and receive calls * Access their own reporting data **What users cannot do:** * Access billing, API keys, or integrations * Add, edit, or delete other team members * Change account-wide settings (phone numbers, email services, domains) * View reporting across the full team (unless specifically granted) * Delete contacts in bulk *** ### Platform admin The Platform Admin role is available on multi-location plans. It grants access to the top-level admin dashboard where you can manage accounts (also called locations). **What platform admins can do:** * Create, configure, and delete accounts * Switch between accounts from the admin dashboard * Push snapshot templates to accounts * Configure platform branding and billing settings * View aggregate reporting across all accounts This role is intended for owners or operations managers who oversee multiple accounts. *** ### Platform user The Platform User role provides read-level access to the admin dashboard with limited ability to manage accounts. It is suited for account managers who need to view accounts but should not be able to modify billing or create new accounts. *** ## Permission customisation After assigning a role, you can override individual permissions to create a tailored access level for each team member. Go to **Settings > My Staff**, click the three-dot menu next to a user, and select **Edit Permissions**. Go to **Settings > My Staff**. Click the three-dot menu (**...**) next to the team member whose permissions you want to change, then select **Edit**. Permissions are grouped into categories: Contacts, Conversations, Calendars, Opportunities, Marketing, Automation, Sites, Payments, Reporting, and Settings. Each category has a list of individual toggles. Turn individual permissions on or off. For example, you can grant a User the ability to export contacts while still blocking them from deleting records. Click **Save**. Changes take effect immediately — the user will see the updated access on their next page load. *** ## Key permission settings explained | Permission | What it controls | | ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Restrict to assigned data only** | When enabled, the user can only see contacts, conversations, and opportunities that are directly assigned to them. Useful for sales reps who should work only their own leads. | | **Can export contacts** | Allows the user to download the contact list as a CSV. Disable this for team members who should not be able to extract data. | | **Can delete contacts** | Allows bulk and individual contact deletion. Disable for most standard users to prevent accidental data loss. | | **Can view all conversations** | Allows the user to see conversations assigned to other team members. Disable to keep reps focused on their own inbox. | | **Can manage billing** | Allows access to the billing and subscription section of Settings. Typically only enabled for Admins. | | **Can access reporting** | Determines whether the user can view the Reporting section, and whether they see full-team data or just their own. | | **Can create/edit automations** | Allows the user to build, edit, or delete workflows. Restrict this to trusted users who understand automation logic. | | **Can manage integrations** | Grants access to third-party connections (Stripe, Google, Facebook, etc.). Enable only for technical administrators. | *** ## Restricting a user to their own data If you want a team member to only see leads and conversations assigned to them: Go to **Settings > My Staff** and click **Edit** next to the team member. Find the **Restrict to Assigned Data Only** toggle and turn it on. Make sure this user's contacts and opportunities are properly assigned to them. Contacts without an assigned user will not be visible to restricted users. Use smart lists and workflow automation to automatically assign new contacts to the right team member based on source, tag, or round-robin rules. This keeps restricted users' queues accurate without manual effort. *** ## Frequently asked questions HoopAI does not currently support fully custom-named roles. However, you can achieve a custom access level by starting with a built-in role (User or Admin) and then toggling individual permissions on or off for each team member. The result is functionally equivalent to a custom role. Changing a role does not affect existing data — contacts, conversations, and opportunities remain linked to the user. The change only affects what that user can see and do going forward. Pipeline-level restrictions are not available as a built-in toggle, but you can use the **Restrict to Assigned Data Only** setting combined with workflow automations that control which opportunities are assigned to which users. Yes. Go to **Settings > My Staff**, click **Edit** next to a user, and the permission panel shows their current role and all individual overrides. As few as possible while keeping your operations functional. Having too many Admins increases the risk of accidental configuration changes or data deletion. A good rule of thumb is to limit Admin access to the account owner and one or two trusted senior staff, and use the User role with specific permission overrides for everyone else. # Videos Source: https://help.hoopai.com/getting-started/videos Browse all HoopAI platform walkthrough videos organized by feature area. Browse the complete video library below. Videos are organized by platform section to help you find exactly what you need. ## Dashboard * Overview * How to add & edit widgets ## Conversations * Overview * Manual actions * Templates (snippets) * Trigger links * Settings ## Calendars * Overview * Appointments list view * Calendar settings * How to choose the correct calendar type * Understanding availability settings ## Contacts * Overview * How to import contacts * How to add a contact * Restore * Tasks * Companies * Manage smart lists ## Opportunities * Overview ## Payments * Overview * How to create and send invoices * How to create and use an invoice template * Documents and contracts * Templates * Orders * Abandoned checkouts * Subscriptions * Payment links * Transactions * Products * Coupons * Integrations * Settings * Gift cards ## AI Agents * Voice AI * Getting started * Agent Studio * Conversation AI * Knowledge base * Agent templates * Content AI ## Marketing ### Social Planner * Overview * Creating new posts * Connecting social accounts * How to post to YouTube * Planner * Content * Comments * Statistics * Social listening * Settings ### Other marketing tools * Countdown timers * Brand boards ### Emails * Campaigns * Templates ### Templates (snippets) * Templates (snippets) ### Trigger links * Trigger links ### Affiliate Manager * Dashboard * Campaign * Affiliate * Payout * Assets * Settings ### Prospecting * Prospecting ### Ad Manager * Launch a Facebook ad * Launch a Google ad * Connect ad accounts ## Automation * Overview * Workflows * Content AI * Workflow settings * How to create a workflow * Build using AI * Workflow templates * Global workflow settings ## Media Storage * Overview ## Sites * Overview * How to build a funnel * Stores * Analytics * How to build a website * Blogs * Wordpress * When to use a funnel versus a website ### Client Portal * Dashboard * Settings * Branded mobile app ### Forms * Builder * Analyze * Submissions ### Surveys * Builder * Analyze * Submissions ### Other site tools * Chat widget * URL redirects * QR codes * Quizzes ## Memberships * Overview * Certificates ### Courses * Dashboard * Products * Offers * Analytics * Settings ### Communities * Groups * Settings * Branded mobile app ## Reputation * Overview * Widgets * Settings * Requests * Reviews * Listings * Video testimonials * GBP optimization ## Reporting * Overview * Google Ads report * Attribution report * Agent report * Facebook Ads report * Call report * Appointment report ## App Marketplace * Overview * All apps * Installed apps * App reselling * AI Agents * Settings ## Sub-account settings * My profile * Business profile * Calendars * Conversation AI * Email services * Phone numbers * WhatsApp * Custom fields * Custom values * Manage scoring * Domains * URL redirects * Private integrations * Conversation providers * Tags * Labs * Audit logs * Companies ### Integrations * Connecting Google Business Profile * Connecting Google account # HoopAI Help Center Source: https://help.hoopai.com/home/overview Everything you need to get started. # Audit Logs Source: https://help.hoopai.com/settings/audit-logs View a full history of account-level changes, user actions, and system events — and restore deleted pipelines — in the HoopAI Platform. Audit Logs are a vital component of your account that provides a detailed record of all activities and changes made within various modules such as contacts, calendars, opportunities, and communications. These logs are instrumental in tracking the source of changes, ensuring data integrity, and facilitating troubleshooting. Navigate to **Settings > Audit Logs** to get started. Audit Logs Audit log access is typically restricted to account administrators. Contact your administrator if this section is not visible. ## What is logged The audit log captures a wide range of events including: * **User access** — logins, logouts, and password changes * **Contact changes** — field edits, tag additions and removals, contact deletions * **Opportunity updates** — stage changes, value edits, owner reassignments * **Calendar changes** — appointment creation, edits, cancellations * **Settings changes** — updates to business profile, phone numbers, integrations, and user permissions * **Automation activity** — workflow creation, edits, enable/disable toggles * **Payment events** — invoice creation, payment status changes * **Staff management** — user additions, role changes, deactivations *** ## Reading the log Each log entry shows: | Column | Description | | --------------- | --------------------------------------------------------------- | | **Timestamp** | Date and time the action occurred | | **User** | The team member who performed the action | | **Event type** | The category of action (contact edit, login, etc.) | | **Description** | A summary of what changed | | **Record** | The specific contact, opportunity, or setting that was affected | Audit log detail *** ## Filtering the log Use the filter controls to narrow the audit log view: * **Date range** — view events from a specific period * **User** — see only actions from a specific team member * **Event type** — focus on a particular category (e.g., only contact changes, only settings changes) * **Module** — filter by specific modules (contacts, opportunities, calendars, etc.) *** ## Exporting audit logs Click **Export** to download the filtered log as a CSV file. This is useful for compliance reporting, incident investigations, or sharing with external auditors. Audit log filter export *** ## Restoring a deleted pipeline If a pipeline is accidentally deleted, you can restore it from the Audit Logs: Navigate to **Settings > Audit Logs**. Filter the log by **Event Type: Deleted** and look for the pipeline deletion event. Click on the pipeline deletion log entry to expand its details. Click the **Restore** action associated with the deletion event to recover the pipeline and its associated opportunities. Pipeline restoration is available for a limited time after deletion. Contact Hoop support if the restore option is no longer available for an older deletion. *** ## Audit logs for custom objects Custom objects also have their own audit trail. Navigate to **Settings > Objects** and open a custom object to view its specific audit log for changes made to records within that object. *** ## Related articles * [My staff](/settings/my-staff) * [Audit reports](/reporting/audit-reports) * [Objects](/settings/objects) * [Private integrations](/settings/private-integrations) # Business Profile Source: https://help.hoopai.com/settings/business-profile Configure your company name, address, logo, timezone, currency, compliance settings, and core business details in the HoopAI Platform.
``` ## Performance considerations The funnel's Settings tab includes two performance options that affect how custom code loads: * **Optimize JavaScript** — lazy-loads custom HTML and JavaScript elements. This can improve page load speed, but may delay scripts from firing until the user interacts with the page. Disable this if your scripts need to run immediately on page load. * **GDPR compliant fonts** — uses self-hosted fonts instead of loading them from Google Fonts, which can resolve GDPR compliance concerns related to IP address logging. Malformed HTML or JavaScript can break the page layout or prevent the builder from functioning correctly. Always test pages with custom code in a preview window before publishing. Keep a copy of any working code before making changes. ## Video backgrounds Add a video background to any section using custom code: ```html theme={null} ``` Apply the `video-bg-section` class to the section containing the video element. The video plays silently on loop behind the section content. *** ## Dynamic animations and visual effects Add scroll-triggered animations using custom CSS and JavaScript: ```css theme={null} /* Fade-in animation on scroll */ .animate-fade-in { opacity: 0; transform: translateY(20px); transition: opacity 0.6s ease, transform 0.6s ease; } .animate-fade-in.visible { opacity: 1; transform: translateY(0); } ``` ```javascript theme={null} // Trigger animation when element scrolls into view const observer = new IntersectionObserver((entries) => { entries.forEach(entry => { if (entry.isIntersecting) { entry.target.classList.add('visible'); } }); }, { threshold: 0.1 }); document.querySelectorAll('.animate-fade-in').forEach(el => { observer.observe(el); }); ``` Add the `animate-fade-in` class to any element in the builder to apply the scroll animation. *** ## Hide/show elements on button click Toggle element visibility with a button click using custom JavaScript: ```javascript theme={null} // Toggle visibility of a target element document.querySelector('#toggle-button').addEventListener('click', function() { const target = document.querySelector('#hidden-content'); if (target.style.display === 'none') { target.style.display = 'block'; this.textContent = 'Hide Details'; } else { target.style.display = 'none'; this.textContent = 'Show Details'; } }); ``` Set the target element's initial CSS to `display: none` in the Custom CSS panel, and assign the matching IDs (`#toggle-button` and `#hidden-content`) to your elements in the builder. *** ## Custom JavaScript validation Add custom form validation beyond what the builder provides: ```javascript theme={null} // Validate phone number format before form submission document.querySelector('form').addEventListener('submit', function(e) { const phone = document.querySelector('input[name="phone"]').value; const phoneRegex = /^\+?[\d\s\-\(\)]{10,15}$/; if (!phoneRegex.test(phone)) { e.preventDefault(); alert('Please enter a valid phone number.'); return false; } }); ``` Custom validation scripts run in addition to the builder's built-in required field checks. Place validation scripts in the **Body** tracking code section so they load after the form elements. Use browser developer tools (F12) to debug custom code on the live preview page. The console shows JavaScript errors and the Elements panel lets you inspect the page structure and applied styles. # Exit-intent popups Source: https://help.hoopai.com/funnels/exit-intent-popups Create popups that trigger when visitors attempt to leave your funnel or website page in HoopAI. Exit-intent popups detect when a visitor is about to leave your page and display a targeted message — a discount offer, email capture form, survey, or last-chance reminder — before they navigate away. They are one of the highest-converting lead recovery tools available in the funnel builder. ## How exit-intent detection works On **desktop**, exit-intent is triggered when the visitor's mouse cursor moves toward the browser's close button or address bar. The platform tracks cursor trajectory and fires the popup before the visitor actually leaves. On **mobile**, true cursor tracking is not available. Instead, the popup triggers on scroll-up behavior (indicating the visitor is reaching for the back button) or after a configurable time delay. Exit-intent popups fire once per visitor session by default. A returning visitor who has already dismissed the popup will not see it again unless you change the frequency settings. ## Creating an exit-intent popup Navigate to **Sites > Funnels** (or **Sites > Websites**), open your funnel or website, and click **Edit Page** on the target step. In the left panel, click **Add Elements** and scroll to the **Popup** section. Drag a **Popup** element onto the canvas. Click the popup element to open its settings. Under **Trigger**, select **Exit Intent**. This tells the popup to appear only when the visitor attempts to leave. Add your headline, body text, image or video, and a call-to-action button or form inside the popup. Keep the message focused on a single action — one offer, one form, one decision. Set the following options: * **Show frequency** — once per session, once per day, or every visit * **Delay before eligible** — minimum seconds on page before the popup can fire (prevents triggering on accidental mouse movements) * **Mobile fallback** — choose a time-delay trigger for mobile visitors Click **Save**, then **Publish** to make the popup live. ## Popup design best practices | Element | Recommendation | | ---------------- | --------------------------------------------------------------------- | | **Headline** | Lead with the benefit — "Wait! Get 15% off before you go" | | **Body** | One to two sentences maximum | | **CTA button** | Action-oriented text like "Claim my discount" instead of "Submit" | | **Image** | A product image or relevant visual that reinforces the offer | | **Close option** | Always include a visible close button — hiding it frustrates visitors | ## A/B testing exit-intent popups Create two versions of the popup with different headlines, offers, or designs to determine which converts better: 1. Duplicate the popup element in the builder. 2. Assign each version to a traffic split using the funnel's A/B testing settings. 3. Monitor conversion rates in **Sites > Funnels > Analytics** to identify the winner. Test one variable at a time — headline, offer amount, or design — to isolate what drives the conversion difference. Changing everything at once makes results impossible to interpret. ## Common use cases Display a limited-time coupon code when a visitor tries to leave an order form page. Include a countdown timer to create urgency. Offer a free resource (checklist, guide, template) in exchange for an email address before the visitor leaves. Ask leaving visitors why they did not convert — "What stopped you from signing up today?" with multiple-choice options. Use the responses to improve your page. If the current page offer is not resonating, redirect leaving visitors to a lower-priced alternative or a free trial page. Avoid showing exit-intent popups on thank-you or confirmation pages. A visitor who has already converted does not need another popup — it creates a poor post-purchase experience. # Funnel analytics Source: https://help.hoopai.com/funnels/funnel-analytics Track page views, opt-ins, conversions, revenue, and step-by-step performance with funnel analytics in HoopAI.
``` Use the funnel's **Head Tracking Code** field for the pixel base code (which should load on every page) and the **Body Tracking Code** or page-level tracking code for specific conversion events that should fire only on certain steps. Always verify that pixels are firing correctly before launching a paid campaign. Use the Facebook Pixel Helper browser extension or Google Tag Assistant to confirm that the base code and events are triggering as expected on each funnel step. # Upsells and downsells Source: https://help.hoopai.com/funnels/upsells-downsells Add one-click upsell and downsell pages to your funnels to increase average order value in HoopAI. Upsells and downsells are post-purchase funnel steps that give buyers the opportunity to add more value to their order — or accept a lower-priced alternative — with a single click. Because payment details have already been entered, there is no need for buyers to re-enter their card information, which dramatically increases conversion rates. ## How one-click upsells work After a buyer completes a purchase on an order form step, HoopAI automatically routes them to the next step in the funnel. If that next step is an upsell page, the buyer can accept the additional offer by clicking a single button. The charge is applied immediately to the same payment method used for the original purchase. No second form. No re-entering card details. One click. ## Upsell page structure A typical upsell page contains: * **Headline** — leads with the benefit of the additional offer * **Video or image** — demonstrates the product or explains the value * **Body copy** — overcomes hesitation and reinforces the decision * **Yes button** — accepts the upsell and processes the charge * **No button** — declines the upsell and moves to the next step (often a downsell) ## Adding an upsell step In the funnel's Steps tab, click **Add New Step or Import**. Name the step (for example, "Upsell 1") and give it a path such as `/upsell-1`. Open the step in the builder. Add your headline, copy, video, and button elements. The page should feel like a continuation of the purchase experience, not a separate offer. Use a standard **Button** element for the "Yes" button. In the button's link settings, set it to **Submit Form** or use a direct URL to the next step. For one-click processing, the button must be linked to the upsell product assignment in the step settings. Click the **gear icon** on the step card and assign the product that represents the upsell offer. This is what gets charged when the buyer accepts. The "No" button should link to the next step after the upsell — typically a downsell page or the thank-you page. Use a plain URL link, not a form submit, so no charge is triggered when the visitor clicks No. ## Adding a downsell step A downsell is shown to visitors who decline an upsell. It presents a lower-priced or stripped-down version of the upsell offer to recapture buyers who said no. The setup is identical to an upsell step: 1. Add a new step after the upsell step and name it (for example, "Downsell 1"). 2. Design the page with a more modest offer and adjusted price point. 3. Assign the downsell product to the step. 4. Link the Yes button to trigger the charge and route to the thank-you page. 5. Link the No button to route directly to the thank-you page. ## Upsell vs order bump | Feature | Order bump | Upsell page | | ---------------- | ------------------------------------- | ---------------------------------------- | | Where it appears | On the order form, before checkout | On a separate page, after checkout | | How to accept | Check a checkbox | Click a Yes button | | Payment method | Charged at checkout with main product | One-click charge to saved payment method | | Best for | Small add-ons, complements | Bigger, related offers | ## Best practices * Keep upsell pages short and focused. A visitor who just purchased is in a buying mindset — do not overwhelm them with information. * The upsell should be a natural next step from what they just bought. If they bought a course, upsell a live coaching session. * Price the upsell at roughly two to three times the original purchase price for best results. * Always offer a clear, visible No button. Hiding the decline option frustrates buyers and increases chargebacks. * Test different upsell offers, prices, and page designs using A/B testing to find what converts best. A two-upsell sequence (upsell 1 → downsell → upsell 2) can significantly increase revenue per visitor without adding friction to the initial purchase flow. Keep each offer distinct and complementary. One-click upsells require the buyer to have completed a purchase on the order form step immediately before the upsell. If a visitor navigates directly to the upsell URL without having purchased, the one-click charge mechanism will not have a saved payment method to process. # Sites analytics dashboard Source: https://help.hoopai.com/sites/analytics-dashboard Track page views, opt-in rates, bounce rates, and conversions across funnels, websites, blogs, forms, surveys, QR codes, and webinars.