# 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.
## 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.
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
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}}`"
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
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.
## 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**.
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
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
## 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.
## 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.
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
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
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.
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.
## 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.
## 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.
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.
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.
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.
## 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.
## 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).
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.
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;`
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.
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.
## 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**.
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
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
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.
## 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.
## 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.
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.
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.
## 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.
## 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
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.
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.
## 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.
## 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**.
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
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.
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.
## 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**.
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.
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.
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.
## 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.
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.
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.
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.
## 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.
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
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
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.
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.
## 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
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.
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.
## 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.
## 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.
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.
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.
## 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.
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.
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.
## 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.
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.
## 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.
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.
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
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.
## 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.
In the left sidebar, go to **Settings** > **Phone Numbers** > **Trust Center** (sometimes located under **Compliance**).
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.
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.
## 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).
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.
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.
***
## 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.
## 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**.
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**.
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
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.
## 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**).
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.
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
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.
## 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.
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.
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.
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.
## 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**.
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.
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.
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.
## 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.
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.
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.
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.
## 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.
## 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**.
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
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.
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.
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.
## 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**.
Configure the widget's colors, greeting message, and display name to match your brand. Set the widget header text, placeholder text, and offline message.
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.
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.
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.
## 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.
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.
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.
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.
## 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.
## 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 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
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.
## 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.
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
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.
## 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.
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.
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.
## 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.
## 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.
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
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
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.
## 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.
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.
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.
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.
## 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".
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.
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
## 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.
## 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.
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
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.
## 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.
## 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.
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
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.
## 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.
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.
## 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.
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
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.
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.
## 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.
## 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.
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
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.
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.
## 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**.
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
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)
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.
## 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**.
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
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
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.
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.
## 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**).
Scroll to the **Missed Call Text Back** section at the bottom right of the screen. Toggle the feature **on**.
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.
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.
## 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.
## 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.
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.
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
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.
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.
## 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.
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
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
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.
## 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.
## 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.
In the message composer, find the **Invoice** icon (dollar sign or receipt icon). Click it to open the invoice creation dialog.
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.
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.
## 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.
## 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.
Learn call tracking, SMS blasts, missed call text-back, A2P 10DLC registration, and Text 2 Pay invoicing.
Fast wins: send your first email and SMS blasts, set up reputation management, manage conversations, and install the mobile app.
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.
## 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.
## 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.
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.
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
## 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.
## 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.
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
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
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.
## 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".
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.
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
## 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.
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.
## 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**.
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.
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.
## 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.
## 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.
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.
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.
## 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.
## 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.
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.
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.
## 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.
## 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 |
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.
***
## Currency
Set your default currency. This applies to invoices, payment links, and payment reporting.
***
## 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)
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.
***
## Validate SMS sender ID
After completing A2P registration, return here to validate your SMS sender ID.
***
## 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.
## 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.
***
## 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.
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.
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.
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.
***
## Conversations
The Conversations section is a unified communications center consolidating all interactions with your contacts, including emails, SMS, and other communication channels.
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.
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.
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.
## 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**.
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.
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:
* **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
***
## 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.
## 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.
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.
## 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.
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
***
## 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.
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.
* 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.
* 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.
***
## 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 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 |
***
## 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.
***
## 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.
Effective management of your Business Profile is crucial for ensuring that your account operates smoothly and aligns with your business requirements. The Business Profile is the initial page displayed when you access the Settings section.
Navigate to **Settings** in the left sidebar — the Business Profile page opens by default.
## Business information
Update your core business details in the **Business Info** section:
* **Business name** — the name displayed across your account and communications
* **Address** — your business address, used for location-based features and compliance
* **Phone number** — your primary business contact number
* **Website** — your company website URL
* **Business logo** — upload your logo for use in emails, invoices, and pages
***
## General settings
Set the timezone for your account. All appointments, automations, and timestamps will reference this timezone. You can also enable the **Alternate Timezone** feature to allow contacts to book appointments in their own timezone.
**Steps to toggle Alternate Timezone:**
1. In Business Profile, scroll to the General section.
2. Locate the **Alternate Timezone** toggle.
3. Enable or disable it as needed and save your changes.
Your account automatically sets the default currency based on your business location. For example, businesses in the United States default to USD.
**Steps to change the default currency:**
1. Navigate to **Settings > Business Profile**.
2. Scroll to the **General** section.
3. Click the **Currency** dropdown and select your preferred currency.
4. Save your changes.
By default, a contact can only exist once in any given pipeline. Enable **Allow Duplicate Opportunity** to add the same contact to a pipeline more than once — useful for managing repeat business or multiple service lines.
1. In Business Profile, scroll to the **General** section.
2. Enable the **Allow Duplicate Opportunity** toggle.
3. Save your changes.
***
## Branded domain
A branded domain replaces the default system domain with one that represents your brand in communications and landing pages. Only subdomains are allowed as branded domains.
**Steps to set up a branded domain:**
1. Navigate to **Settings > Business Profile**.
2. Scroll to the **Branded Domain** section.
3. Click **Add Branded Domain**.
4. Enter your subdomain (e.g., `go.yourbusiness.com`).
5. Follow the DNS setup instructions for your domain provider.
6. Save and verify.
***
## SMS phone number validation
Validating phone numbers improves SMS delivery rates and helps avoid unnecessary costs for contacts who cannot receive messages.
**Steps to validate phone numbers:**
1. Navigate to **Settings > Business Profile**.
2. Scroll to the **Phone Number Validation** section.
3. Click **Validate Numbers** to run bulk validation against your contact list.
***
## Email and SMS compliance
Maintaining compliance lowers the risk of your communications being marked as spam and ensures you meet provider requirements.
The SMS compliance section lets you set opt-out keywords (e.g., STOP, UNSUBSCRIBE) and configure how the platform handles opt-out requests from contacts.
Configure email compliance settings including unsubscribe handling, bounce management, and invalid email filtering to maintain a healthy sender reputation.
Keeping your compliance settings configured properly reduces bounce rates and improves email and SMS deliverability across your account.
***
## Related articles
* [Email services](/settings/email-services)
* [Phone system](/settings/phone-system)
* [Trust center](/settings/trust-center)
* [Domains and URL redirects](/settings/domains-url-redirects)
# My Profile
Source: https://help.hoopai.com/settings/my-profile
Update your personal account details, email signature, password, 2FA, Gmail sync, notification preferences, and availability in the HoopAI Platform.
The My Profile section allows you to customize and manage your personal account settings. Here you can update your profile information, create an email signature, change your password, manage email two-way sync, designate your primary calendar, and set your availability status.
Navigate to **Settings > My Profile** to get started.
## Personal information
Update your personal details including:
* **First and last name** — how your name appears in the platform and in outgoing communications
* **Email address** — your login email and the address used for internal notifications
* **Phone number** — your direct contact number
* **Profile photo** — upload a photo that appears in conversations and the staff directory
***
## Email signature
Create a professional email signature that automatically appears at the bottom of emails you send from the platform.
The signature editor supports rich text formatting, links, and images. You can use custom values (e.g., `{{user.full_name}}`) to make your signature dynamic.
***
## Password and security
To update your password:
1. Navigate to **Settings > My Profile**.
2. Scroll to the **Change Password** section.
3. Enter your current password, then your new password, and confirm.
4. Click **Save**.
Two-factor authentication adds an extra layer of security to your account login.
1. Navigate to **Settings > My Profile**.
2. Scroll to the **Two-Factor Authentication** section.
3. Follow the on-screen setup steps to link an authenticator app.
4. Save your configuration.
You can also change your password and enable 2FA from the Mobile App. See [Mobile App — Getting Started](/mobile-app/getting-started) for details.
***
## Email two-way sync
Connecting your Gmail or Outlook account enables two-way email synchronization — emails sent from the platform appear in your external inbox, and replies sync back into the platform automatically.
### Gmail two-way sync
In **My Profile**, scroll to the **Email Sync** section and click **Connect Gmail**.
Sign in to your Google account and grant the requested permissions.
Once connected, all emails in existing and new threads are automatically synced between the platform and your Gmail inbox.
Key features:
* Emails sent from the platform appear in your Gmail **Sent** folder
* Replies from contacts in Gmail are synced back to the platform conversation
* The sync is contact-level — emails are matched to existing contact records
### Microsoft Outlook sync
Connect your Outlook account using the same process via the **Email Sync** section in My Profile.
***
## Daily summary reminders
Enable daily summary emails to receive a morning digest of your scheduled activities for the day.
1. Go to **Settings > My Profile**.
2. Scroll to **Daily Summary Reminders**.
3. Toggle it on and select the delivery time.
4. Save your preference.
***
## User notifications
Manage which events trigger notifications for your account — controlling in-app alerts, email notifications, and desktop/push notifications.
### Notification categories
Configure alerts for new incoming messages, mentions, and conversation assignments. Options include in-app notifications, email notifications, and desktop push notifications for each event type.
Receive reminders for upcoming tasks and when tasks are assigned to you or completed by others.
Get notified when appointments are booked, rescheduled, or cancelled for calendars assigned to you.
Set alerts for when opportunities are moved, won, or lost in pipelines you own or follow.
Control notifications for account-level events such as workflow completions, campaign results, and billing updates.
To reduce notification noise, disable email notifications for high-volume events (like every new conversation message) and rely on in-app or desktop notifications instead.
***
## Related articles
* [My staff](/settings/my-staff)
* [Business profile](/settings/business-profile)
* [Mobile app — getting started](/mobile-app/getting-started)
# My Staff
Source: https://help.hoopai.com/settings/my-staff
Add team members, configure user roles and permissions, set up Google Meet, and manage your staff accounts in the HoopAI Platform.
The My Staff section is your central hub for team management. Add or remove users, assign roles and permissions, configure calendar integrations, and control what data each team member can see.
Navigate to **Settings > My Staff** to get started.
## Team members list
The Team Members list shows all users currently added to your account. From here you can:
* Search for a specific user
* Filter by role
* View each user's name, email, role, and status
* Edit or remove users
***
## User roles
Roles define what permissions a user has across the account. Assign roles to control access to specific features and data.
Standard roles include:
| Role | Access level |
| ---------- | ------------------------------------------------------ |
| **Admin** | Full access to all settings, data, and features |
| **User** | Access to assigned contacts, conversations, and tasks |
| **Custom** | Granular permission set configured by an administrator |
User permission settings control visibility at the data level — for example, whether a user can see all contacts or only those assigned to them.
***
## Adding a team member
In **Settings > My Staff**, click the **Add User** button in the top-right corner.
Fill in the user's name, email address, and phone number.
Select a role for the user. This determines their default permission set.
Customize the user's access to specific features, pipelines, calendars, and data visibility settings.
Click **Save**. The user receives an email invitation to set up their account and password.
***
## Showing only assigned data in dashboards
By default, all users see all data in the dashboard. You can restrict users to see only the data assigned to them — useful for keeping sensitive information private and reducing clutter for individual team members.
**Steps to enable assigned-data-only view:**
1. Go to **Settings > My Staff**.
2. Open the user's profile by clicking their name or the edit icon.
3. Scroll to **Dashboard Permissions**.
4. Enable **Show Only Assigned Data**.
5. Save the changes.
This setting affects dashboards, contacts, opportunities, and conversations — the user will only see records assigned to them.
***
## Password reset
As an administrator, you can reset a staff member's password:
1. In **My Staff**, find the user.
2. Click the edit icon next to their name.
3. Click **Reset Password** to send them a password reset email.
Users can also reset their own password through the **My Profile** section or from the login screen.
***
## Integrating Google Meet for virtual appointments
Connect Google Meet so that virtual appointment links are automatically generated and included in appointment confirmations.
**Steps:**
1. In **My Staff**, open the relevant user's profile.
2. Scroll to the **Calendar Integration** section.
3. Click **Connect Google Meet** and sign in with the user's Google account.
4. Authorize the integration and save.
Once connected, all new appointments for that user will automatically include a Google Meet link in the confirmation email.
Make sure each user has their own Google account connected for Google Meet — links are generated per-user, not per-account.
***
## Related articles
* [My profile](/settings/my-profile)
* [Calendars](/calendars/overview)
* [Business profile](/settings/business-profile)
# Notifications
Source: https://help.hoopai.com/settings/notifications
Customize in-app, email, and SMS notification preferences for conversations, tasks, social media integrations, and calendar alerts.
Managing your notification preferences is essential for staying informed and organized. The Notifications section lets you customize how and when you receive alerts — from in-app alerts to email and SMS updates — ensuring you receive only the most relevant information.
Navigate to **Settings > My Profile > Notifications** to get started.
Here you can adjust your notification settings to manage conversations, tasks, or social media updates.
## Notification channels
You can control notifications across three channels for most notification types:
* **In-app** — notifications within the platform and the mobile app. Checking in-app notifications enables them within the mobile app as well.
* **Email** — notifications delivered to your registered email address. Check or uncheck boxes to create a personalized notification system.
* **SMS** — notifications delivered to your mobile device. Configure your preferences in the SMS column to receive only messages most relevant to your immediate needs.
***
## Conversation notifications
Stay informed of how your clients are communicating with Conversation Notifications. You can take control of the notifications you receive when it comes to email and text message conversations.
Opt to receive notifications for all new messages received for your account so you never have to manually check conversations.
When enabled, notifies you when a conversation is assigned to you, keeping you up to date with your tasks.
Notifies you when you are added to an internal conversation by a teammate. This notification, along with ones for new internal messages, is displayed in the web version of the platform.
Notifies you every time you are mentioned in a conversation — applies to both internal and customer chats.
Notifies you of new message arrivals from:
1. Conversations you are assigned to
2. Internal chats you are included in
3. Conversations where you are mentioned
***
## Task notifications
Task notifications give you ultimate control over your to-do list.
Choose to be notified when a task is assigned. Extremely useful when you have multiple users managing many tasks.
Set an alert through the app, email, or SMS to be reminded 15, 30, 45, or 60 minutes before an upcoming task.
Schedule daily reminders of incomplete tasks via push notifications, SMS, and/or email at your preferred times.
Schedule daily reminders of overdue tasks via push notifications, SMS, and/or email at your preferred times.
Toggle this option to avoid being notified when your due or overdue task list is empty.
***
## WordPress notifications
When a customer makes a purchase through your connected WordPress site, you can be informed via in-app notification, SMS, or email. Ensure the website URL is connected with the platform before configuring these preferences.
***
## Facebook notifications
Control how you view updates related to your Facebook page — such as new messages, comments, and lead activity. Your Facebook page must be integrated with your account before you can receive these notifications.
***
## Google notifications
Manage notifications related to your Google My Business page, including new review alerts. If enabled, notifications help you decide the next action based on reviews received on your Google Business Profile.
***
## Calendar notifications
Account users can stay informed with disconnection alerts for calendar and video conferencing integrations. Alerts are sent on Days 1, 3, 7, and 14 via your configured channels. After Day 14, notifications stop automatically. Once you reconnect an integration — such as Google, Outlook, iCloud, Zoom, or Microsoft Teams — no further reminders are sent.
The second option in this section notifies you if any issues arise with the link or location for your connected meetings.
After configuring your preferences, click **Save** to apply the changes.
***
## Custom notifications per user
Each user can configure their own notification preferences independently. Changes made by one user do not affect other team members. This allows:
* Sales reps to receive all conversation and opportunity notifications
* Support agents to receive only assigned conversation alerts
* Managers to receive task summaries and high-priority alerts without individual message notifications
To configure per-user notifications, each team member navigates to **Settings > My Profile > Notifications** from their own login.
## In-app vs. email vs. SMS notification options
For most notification types, you can enable any combination of three delivery channels:
| Channel | Best for | Notes |
| ---------- | ------------------------------------------------------------ | --------------------------------------------- |
| **In-app** | Real-time alerts while working in the platform or mobile app | Lowest friction; no external delivery needed |
| **Email** | Persistent alerts that can be reviewed later | Useful for daily summaries and task reminders |
| **SMS** | Urgent alerts when you are away from the platform | Use sparingly to avoid notification fatigue |
Toggle each channel independently per notification type. For example, you might enable in-app and email for new conversations but only SMS for high-priority task reminders.
## Notification preferences for specific events
Beyond the standard categories (conversations, tasks, calendar), you can fine-tune notifications for specific events:
* **Opportunity stage changes** — get notified when a deal moves to a specific stage
* **Form submissions** — receive alerts when a specific form is submitted
* **Payment received** — get notified when a payment is processed
* **Review received** — receive alerts for new Google or Facebook reviews
* **Workflow errors** — get notified when a workflow encounters an error
Configure these in the corresponding section of the Notifications settings page. Not all event-specific notifications are available on all channels.
***
## Related articles
* [My profile](/settings/my-profile)
* [My staff](/settings/my-staff)
* [Integrations](/settings/integrations)
* [Conversations overview](/conversations/overview)
# Settings overview — account configuration in HoopAI
Source: https://help.hoopai.com/settings/overview
Configure your business profile, team and permissions, email services, phone system, integrations, custom fields, custom values, scoring, domains, tags, audit logs, objects, WhatsApp, external tracking, and webhooks.
The Settings section is the central hub for configuring every aspect of the HoopAI Platform to match your business. From your business profile and staff permissions to phone numbers, integrations, and custom data fields — all platform-level configuration lives here.
## Account and team
Set your company name, address, logo, timezone, and other account-level details.
Update your personal details, avatar, email address, and login password.
Control which system events send you email, SMS, or in-app notifications.
Add team members, assign user roles, and manage individual permissions.
Review a searchable history of account-level changes and user actions.
## Communications
Configure sending domains, SMTP providers, and email authentication settings.
Purchase phone numbers, configure calling behavior, and manage SMS settings.
Complete A2P 10DLC registration and manage SMS compliance settings.
Connect and configure your WhatsApp Business account for two-way messaging.
## Data and customization
Create fields to capture unique data on contact, opportunity, and other object records.
Store reusable dynamic values — such as your brand name or phone number — for use in templates and automations.
Define the engagement behaviors that increase or decrease a contact's score.
Create and manage the master list of tags available for organizing contacts and other records.
Create custom object types to extend the CRM data model beyond contacts and opportunities.
## Integrations and connectivity
Connect Google, Facebook, Stripe, and other third-party platforms to your HoopAI account.
Build and manage custom API integrations using HoopAI's private app framework.
Connect custom domains to your funnels, websites, and stores, and configure URL redirects.
Add tracking scripts, pixels, and analytics tags to your published pages globally.
Send real-time event data to external applications via outbound HTTP webhooks.
## Getting started
Go to **Settings → Business Profile** and fill in your company name, address, logo, and timezone. This information is used across invoices, emails, and automation templates throughout the platform.
Navigate to **Settings → My Staff** and invite the people on your team. Assign each person a role that controls which sections and actions they can access.
Configure your email sending domain under **Settings → Email Services** and purchase or import phone numbers under **Settings → Phone System**. If you plan to send SMS at volume, complete A2P 10DLC registration in **Settings → Trust Center**.
Go to **Settings → Integrations** and connect the external tools your business uses — Google Workspace, Facebook, Stripe, and any others. Integrations unlock features across the platform such as calendar sync, ad reporting, and payment processing.
Under **Settings → Custom Fields**, add any data fields your team needs that are not in the default contact or opportunity records. Under **Settings → Custom Values**, store reusable values (like your company phone number or brand color hex code) that can be dropped into any template.
Changes made in Settings apply account-wide and affect all users. Some settings — such as custom fields and custom values — are also accessible from inside specific modules. Changes made in either place are reflected everywhere.
## Frequently asked questions
Custom fields are data fields that appear on individual records — for example, a "Preferred Location" field on a contact record. Each record has its own value for that field. Custom values are account-level constants — for example, your brand name or support phone number — that you store once and reference using a merge tag in any template or automation. Custom fields hold per-record data; custom values hold global account data.
Integrations are pre-built connectors to popular platforms like Google, Facebook, and Stripe — you authenticate and the connection is configured for you. Private integrations are custom API connections you build yourself using HoopAI's developer tools, used when connecting to platforms that do not have a pre-built integration.
A2P 10DLC (Application-to-Person, 10-digit long code) is the US carrier standard for business SMS. If you send SMS messages in the United States at any volume, carrier regulations require you to register your business and messaging use case. Unregistered SMS traffic is blocked or filtered. Complete registration in Settings → Trust Center before running SMS campaigns.
External tracking is where you add third-party scripts — such as a Google Analytics tag or a Facebook Pixel — that run on your published pages and send data to those external platforms. The analytics dashboard built into HoopAI shows you first-party data about your pages and funnels within the platform itself. The two are complementary and independent.
Yes. Roles in Settings → My Staff determine which navigation items and actions each user can access. You can also configure user-level permissions for specific features like calendars and pipelines. Reach out to your account admin if you need a role with a custom permission set.
Webhooks send a real-time HTTP POST request to a URL of your choice whenever a specific event occurs in HoopAI — for example, when a contact is created, a form is submitted, or an opportunity changes stage. Use webhooks to push data into external tools (like a custom database, a BI platform, or a third-party automation tool) that are not covered by a pre-built integration.
# Platform limits — contacts, emails, API, storage, and more
Source: https://help.hoopai.com/settings/platform-limits
Every HoopAI plan includes generous allowances. This page is a complete reference for all platform limits, organized by feature area.
Limits vary by plan. The three standard plans are **Starter**, **Professional**, and **Enterprise**. Your account may have custom limits — check **Settings > Billing > Usage** for your actual numbers.
## Contacts
| Limit | Starter | Professional | Enterprise |
| ------------------------- | ----------- | ------------ | ------------ |
| Total contacts | 5,000 | 50,000 | Unlimited |
| Contact imports per batch | 10,000 rows | 50,000 rows | 100,000 rows |
| Custom fields per contact | 200 | 500 | 500 |
| Tags per contact | 100 | 250 | 500 |
| Total tags in account | 1,000 | 5,000 | Unlimited |
| Notes per contact | 500 | 1,000 | Unlimited |
## Users and team members
| Limit | Starter | Professional | Enterprise |
| ----------------- | ------- | ------------ | ---------- |
| Users (seats) | 3 | 25 | Unlimited |
| Teams | 1 | 10 | Unlimited |
| Custom user roles | 3 | 10 | Unlimited |
## Email sending
| Limit | Starter | Professional | Enterprise |
| ---------------------------- | ------------- | ------------ | ------------ |
| Emails per day | 5,000 | 50,000 | 200,000 |
| Emails per month | 50,000 | 500,000 | 2,000,000 |
| Recipients per campaign send | 5,000 | 50,000 | 200,000 |
| Email templates | 100 | 500 | Unlimited |
| Custom sending domains | 1 | 5 | 20 |
| Dedicated IP addresses | Not available | Add-on | Included (1) |
Daily limits reset at midnight UTC. Exceeding limits pauses sending until the next reset — queued emails resume automatically.
## SMS and MMS
| Limit | Starter | Professional | Enterprise |
| ------------------------ | -------------- | -------------- | -------------- |
| SMS per day | 1,000 | 10,000 | 50,000 |
| MMS per day | 500 | 5,000 | 25,000 |
| SMS segment size | 160 characters | 160 characters | 160 characters |
| MMS file size | 600 KB | 600 KB | 600 KB |
| Registered phone numbers | 1 | 5 | 20 |
SMS/MMS are billed per segment at your plan's per-message rate in addition to the daily caps. Carrier surcharges may apply.
## Phone calls
| Limit | Starter | Professional | Enterprise |
| ------------------------- | ------- | ------------ | ---------- |
| Concurrent inbound calls | 5 | 25 | 100 |
| Concurrent outbound calls | 3 | 15 | 50 |
| Call recording storage | 5 GB | 25 GB | 100 GB |
| Voicemail drops per day | 500 | 5,000 | 25,000 |
## Workflows and automation
| Limit | Starter | Professional | Enterprise |
| --------------------------- | ------- | ------------ | ---------- |
| Active workflows | 20 | 200 | Unlimited |
| Workflow executions per day | 5,000 | 50,000 | 500,000 |
| Actions per workflow | 50 | 200 | 500 |
| Triggers per workflow | 5 | 10 | 20 |
| Wait steps max duration | 90 days | 365 days | 365 days |
| Webhook actions per day | 2,000 | 20,000 | 100,000 |
## Funnels and websites
| Limit | Starter | Professional | Enterprise |
| ----------------- | ------- | ------------ | ---------- |
| Funnels | 5 | 50 | Unlimited |
| Pages per funnel | 20 | 50 | 100 |
| Websites | 1 | 5 | Unlimited |
| Pages per website | 30 | 100 | 500 |
| Custom domains | 3 | 20 | Unlimited |
| Blog posts | 100 | 1,000 | Unlimited |
## File and media storage
| Limit | Starter | Professional | Enterprise |
| ----------------------- | --------------------------------- | ------------ | ---------- |
| Total file storage | 5 GB | 25 GB | 100 GB |
| Single file upload size | 100 MB | 250 MB | 500 MB |
| Image uploads | Unlimited (counts toward storage) | Unlimited | Unlimited |
| Video hosting | Not included | 25 GB | 100 GB |
## API rate limits
| Limit | Value |
| --------------------------------- | -------------------------------------------------------- |
| Requests per second (per API key) | 10 |
| Requests per minute | 200 |
| Requests per day | 100,000 (Starter), 500,000 (Pro), 2,000,000 (Enterprise) |
| Webhook payload size | 1 MB |
| Bulk API operations per request | 100 records |
For full API documentation, authentication details, and endpoint-specific rate limits, see the [API reference](/api-reference/introduction).
## Pipelines and stages
| Limit | Starter | Professional | Enterprise |
| ----------------------------- | ------- | ------------ | ---------- |
| Pipelines | 5 | 25 | Unlimited |
| Stages per pipeline | 20 | 50 | 100 |
| Opportunities per pipeline | 10,000 | 100,000 | Unlimited |
| Custom fields per opportunity | 100 | 200 | 500 |
## Calendars
| Limit | Starter | Professional | Enterprise |
| --------------------------------------- | ---------- | ------------ | ---------- |
| Calendars per user | 3 | 10 | Unlimited |
| Team calendars | 1 | 10 | Unlimited |
| Appointment slots per calendar | 50 | 200 | Unlimited |
| Calendar integrations (Google, Outlook) | 1 per user | 3 per user | 5 per user |
## Forms and surveys
| Limit | Starter | Professional | Enterprise |
| --------------------------- | ------- | ------------ | ---------- |
| Forms | 20 | 100 | Unlimited |
| Surveys | 10 | 50 | Unlimited |
| Fields per form/survey | 50 | 100 | 200 |
| Form submissions per month | 10,000 | 100,000 | Unlimited |
| File upload fields per form | 3 | 10 | 20 |
## What happens when you hit a limit
| Behavior | Features affected |
| --------------------------------------------------------------- | -------------------------------------------------------------------------- |
| **Hard stop** — action is blocked immediately | Contact creation, user seats, workflow activation, funnel/website creation |
| **Queued and resumed** — sends pause until the limit resets | Email sending, SMS/MMS sending, webhook actions |
| **Overage charge** — you are billed for usage beyond the cap | Phone minutes, SMS segments (carrier rates), additional storage |
| **Warning notification** — you receive an alert at 80% and 100% | Contacts, storage, email sends, API calls |
Hard-stop limits cannot be exceeded. If you hit one during a workflow execution, that step fails and the contact is routed to the workflow's error branch (if configured).
## How to check current usage
1. Go to **Settings > Billing > Usage**
2. View a dashboard showing consumption for contacts, emails, SMS, storage, API calls, and more
3. Each metric shows a progress bar with your current usage vs. plan limit
4. Click any metric to see a detailed daily breakdown
You can also check usage programmatically via the [Usage API endpoint](/api-reference/introduction).
## How to request limit increases
### Check your current plan
Go to **Settings > Billing** and review whether upgrading to a higher plan would cover your needs.
### Contact support for custom limits
If standard plans don't meet your requirements:
1. Go to **Settings > Support** or email your account manager
2. Specify which limits you need increased and by how much
3. Provide context (expected growth, campaign schedule, etc.)
4. Custom limit agreements are typically processed within 2 business days
### Upgrade your plan
For most limits, upgrading from Starter to Professional or Professional to Enterprise is the fastest path. Go to **Settings > Billing > Change Plan**.
## FAQ
It depends on the metric. Email and SMS daily caps reset at **midnight UTC** each day. Monthly quotas (email sends, form submissions) reset on your **billing cycle date**. Contact and storage limits are cumulative — they do not reset.
Queued emails automatically resume sending when the daily limit resets at midnight UTC. They are sent in the order they were originally queued.
Contact add-on packs are available on Professional and Enterprise plans. Go to **Settings > Billing > Add-ons** or contact your account manager.
Yes. Archived contacts still count toward your total. To free up space, permanently delete contacts you no longer need.
Rate limits are **per API key**. If you have multiple API keys, each has its own per-second and per-minute limits. The daily quota is shared across the entire account.
HoopAI displays a banner in the app when you reach a limit. You also receive an email notification at 80% and 100% of key limits. Check **Settings > Billing > Usage** for details.
# Security checklist — protect your HoopAI account
Source: https://help.hoopai.com/settings/security-checklist
Use this checklist to harden your HoopAI account and protect your business data. Work through each item from top to bottom — the list is ordered from highest to lowest impact.
## The checklist
### 1. Enable two-factor authentication for all users
Two-factor authentication (2FA) is the single most effective step you can take. Require every user on your account to enable it.
* Go to **Settings > Security > Two-Factor Authentication**
* Toggle **Require 2FA for all users**
* Users who haven't set up 2FA will be prompted on their next login
For a step-by-step setup guide, see [Two-factor authentication](/getting-started/two-factor-auth).
### 2. Use strong, unique passwords
Every HoopAI user should follow these rules:
| Rule | Why it matters |
| --------------------------------------------- | ------------------------------------------------ |
| Minimum 12 characters | Short passwords are easily brute-forced |
| Mix of uppercase, lowercase, numbers, symbols | Increases entropy |
| Never reuse passwords across services | A breach on another site won't compromise HoopAI |
| Use a password manager | Removes the need to memorize complex passwords |
Admins can enforce a minimum password length and complexity policy in **Settings > Security > Password Policy**.
### 3. Review user permissions regularly
Over time, users accumulate permissions they no longer need.
* Go to **Settings > My Staff** and review each user's role
* Apply the **principle of least privilege** — give users only the access they need
* Downgrade roles for users who have changed responsibilities
* Audit permissions at least once per quarter
### 4. Audit login history
Monitor who is accessing your account and from where.
* Go to **Settings > Audit Logs** to review login events
* Look for logins from unexpected IP addresses or locations
* Investigate any failed login attempts that might indicate a brute-force attack
For full details on the audit log, see [Audit logs](/settings/audit-logs).
### 5. Remove inactive users
Dormant accounts are a security risk — they can be compromised without anyone noticing.
* Review users who haven't logged in for 90+ days
* Deactivate or delete accounts that are no longer needed
* Document a process for offboarding departing team members promptly
### 6. Review API keys and revoke unused ones
API keys provide programmatic access to your entire account.
* Go to **Settings > API Keys**
* Review each key's last-used date
* Revoke any key that is no longer in active use
* Never share API keys in emails, chat messages, or public repositories
* Rotate keys periodically (every 90 days is a good baseline)
A leaked API key gives an attacker full access to your account data. Treat API keys like passwords.
### 7. Review connected integrations
Third-party integrations may have broad access to your data.
* Go to **Settings > Integrations**
* Review each connected app and its permission scope
* Disconnect integrations you no longer use
* Verify that each integration is from a trusted vendor
### 8. Enable SSO for enterprise accounts
If you are on an Enterprise plan, SSO centralizes authentication and lets you enforce your organization's security policies.
* Configure SAML-based SSO with your identity provider
* Enforce SSO so users cannot bypass it with password login
* See [SSO and SAML configuration](/settings/sso-saml) for setup instructions
### 9. Configure trusted IP ranges
If your team only works from known locations or VPNs, restrict access to those IPs.
* Go to **Settings > Security > IP Restrictions** (Enterprise plan)
* Add your office, VPN, or data center IP ranges
* Users outside these ranges will be blocked from logging in
IP restrictions apply to browser and API access. Make sure to include IPs for any third-party services that call the HoopAI API.
### 10. Set session timeout
Reduce the risk of unattended sessions by configuring automatic logout.
* Go to **Settings > Security > Session Settings**
* Set the idle timeout (recommended: 30 minutes for sensitive accounts, 8 hours for general use)
* Users will be logged out after the configured period of inactivity
### 11. Report a security incident
If you suspect unauthorized access or a data breach:
### Contain the threat
* Reset passwords for affected users immediately
* Revoke any compromised API keys
* Disable SSO temporarily if the IdP may be compromised
### Document what happened
* Note the time you discovered the issue
* Record affected users, data, and actions taken
* Preserve screenshots and log exports
### Contact HoopAI security
* Email **[security@hoopai.com](mailto:security@hoopai.com)** with your account ID and incident details
* The security team will respond within 4 hours for confirmed incidents
* For urgent issues, use the in-app chat and request escalation to the security team
### Review and remediate
* Work with HoopAI support to understand the scope
* Implement additional controls to prevent recurrence
* Notify affected parties if personal data was exposed
### 12. Security certifications and compliance
HoopAI maintains industry-standard security certifications and compliance frameworks.
| Certification | Status |
| -------------------------- | -------------------------------------- |
| SOC 2 Type II | Certified |
| GDPR | Compliant |
| CCPA | Compliant |
| HIPAA | Available on Enterprise (BAA required) |
| Data encryption at rest | AES-256 |
| Data encryption in transit | TLS 1.2+ |
For full details on security practices, data processing, and compliance documentation, see [Security and compliance](/legal/security).
## Quick-reference checklist
Use this summary to track your progress:
| # | Action | Priority | Status |
| -- | -------------------------------- | -------- | ------ |
| 1 | Enable 2FA for all users | Critical | ☐ |
| 2 | Enforce strong passwords | Critical | ☐ |
| 3 | Review user permissions | High | ☐ |
| 4 | Audit login history | High | ☐ |
| 5 | Remove inactive users | High | ☐ |
| 6 | Review and rotate API keys | High | ☐ |
| 7 | Review connected integrations | Medium | ☐ |
| 8 | Enable SSO (Enterprise) | Medium | ☐ |
| 9 | Configure trusted IP ranges | Medium | ☐ |
| 10 | Set session timeout | Medium | ☐ |
| 11 | Know your incident response plan | Medium | ☐ |
| 12 | Verify compliance needs | Low | ☐ |
## FAQ
Perform a full review **quarterly**. Items 1-2 (2FA and passwords) should be enforced continuously via policy settings. Items 3-6 deserve monthly attention if your team changes frequently.
Yes. Go to **Settings > Audit Logs**, set your date range, and click **Export CSV**. Logs are retained for 12 months on Professional plans and 24 months on Enterprise.
Hardware security key support depends on your plan and configuration. Check **Settings > Security > Two-Factor Authentication** to see available 2FA methods for your account.
All data is encrypted **at rest** (AES-256) and **in transit** (TLS 1.2+). Database backups are also encrypted. File attachments in media storage are encrypted at rest on the storage layer.
Contact your account manager or email **[compliance@hoopai.com](mailto:compliance@hoopai.com)** to request a Business Associate Agreement. A BAA is available on Enterprise plans only.
# Single sign-on (SSO) and SAML configuration
Source: https://help.hoopai.com/settings/sso-saml
Single sign-on (SSO) lets your team log into HoopAI using your organization's existing identity provider (IdP) instead of separate passwords. SAML 2.0 is the protocol HoopAI uses to communicate with your IdP.
## Why use SSO
* **One set of credentials** — users log in with their company account
* **Centralized access control** — disable a user in your IdP and they instantly lose HoopAI access
* **Stronger security** — enforce your organization's password policies and MFA at the IdP level
* **Reduced password fatigue** — fewer passwords means fewer reset requests
## Prerequisites
SSO with SAML is available on the **Enterprise plan** only. Contact your account manager to enable it.
Before you begin, make sure you have:
* An active HoopAI Enterprise subscription
* Admin access to your identity provider (Okta, Azure AD, Google Workspace, OneLogin, or any SAML 2.0-compatible IdP)
* Admin role in HoopAI
## Supported identity providers
| Identity provider | Status | Notes |
| ----------------------------- | --------------- | ------------------------------- |
| Okta | Fully supported | Pre-built integration available |
| Microsoft Azure AD (Entra ID) | Fully supported | Enterprise application template |
| Google Workspace | Fully supported | Custom SAML app setup |
| OneLogin | Fully supported | Connector available |
| Custom SAML 2.0 | Supported | Any IdP that supports SAML 2.0 |
## Step-by-step SAML setup
### Locate your HoopAI SAML details
Navigate to **Settings > Security > SSO / SAML**. You will see three values you need to provide to your IdP:
| Field | Description | Example |
| ---------------------------- | ---------------------------------------------------- | ------------------------------------------ |
| **Entity ID** (Audience URI) | Unique identifier for HoopAI as a service provider | `https://app.hoopai.com/saml/metadata` |
| **ACS URL** (Reply URL) | The endpoint where your IdP sends the SAML assertion | `https://app.hoopai.com/saml/acs` |
| **Metadata URL** | XML document describing HoopAI's SAML configuration | `https://app.hoopai.com/saml/metadata.xml` |
Copy these values — you will paste them into your IdP in the next step.
### Configure your identity provider
1. In Okta Admin, go to **Applications > Create App Integration**
2. Select **SAML 2.0** and click **Next**
3. Set the **App name** to `HoopAI`
4. Paste the **ACS URL** into the **Single sign-on URL** field
5. Paste the **Entity ID** into the **Audience URI** field
6. Set **Name ID format** to `EmailAddress`
7. Add attribute statements (see attribute mapping below)
8. Click **Finish**
9. Copy the **IdP Metadata URL** from the Sign On tab
1. In Azure Portal, go to **Enterprise Applications > New Application > Create your own**
2. Name the app `HoopAI` and select **Integrate any other application (Non-gallery)**
3. Go to **Single sign-on > SAML**
4. Under **Basic SAML Configuration**, set:
* **Identifier (Entity ID)**: paste from HoopAI
* **Reply URL (ACS URL)**: paste from HoopAI
5. Under **Attributes & Claims**, configure mappings (see below)
6. Download the **Federation Metadata XML** or copy the **App Federation Metadata URL**
1. In Google Admin, go to **Apps > Web and mobile apps > Add app > Add custom SAML app**
2. Name the app `HoopAI`
3. Download the **IdP metadata** on the Google IdP details screen
4. Set **ACS URL** and **Entity ID** using values from HoopAI
5. Set **Name ID format** to `EMAIL`
6. Add attribute mappings (see below)
7. Click **Finish** and turn the app **ON** for the relevant organizational units
1. Create a new SAML application in your IdP
2. Set the **ACS / Consumer URL** to the value from HoopAI
3. Set the **Audience / Entity ID** to the value from HoopAI
4. Configure **Name ID** as the user's email address
5. Add the attribute statements listed below
6. Export your IdP's metadata XML or copy the metadata URL
### Configure attribute mapping
Your IdP must send these attributes in the SAML assertion:
| SAML attribute | Required | Maps to | Expected value |
| ------------------- | ----------- | ----------- | -------------------------------------- |
| `email` or `NameID` | Yes | User email | User's primary email address |
| `firstName` | Recommended | First name | Given name |
| `lastName` | Recommended | Last name | Family name |
| `role` | Optional | HoopAI role | `admin`, `user`, or a custom role name |
If `firstName` and `lastName` are not provided, HoopAI will use the portion before `@` in the email as the display name.
### Enter IdP details in HoopAI
Back in **Settings > Security > SSO / SAML**:
1. Paste your **IdP Metadata URL** — or upload the metadata XML file
2. HoopAI will auto-populate the IdP SSO URL, IdP Issuer, and X.509 certificate
3. Click **Save configuration**
### Test the connection
1. Click **Test SSO connection**
2. A new window opens and redirects you to your IdP login page
3. Authenticate with your IdP credentials
4. If successful, you are redirected back to HoopAI with a "Connection verified" message
Do not enforce SSO until you have successfully tested the connection. Enforcing a broken SSO configuration can lock all users out.
### Enforce SSO for all users
Once testing succeeds:
1. Toggle **Enforce SSO** to on
2. Choose an enforcement scope:
* **All users** — every user must log in via SSO
* **All users except admins** — admins retain password login as a fallback
3. Click **Save**
After enforcement, the standard email/password login form is hidden for affected users. They see a **Log in with SSO** button instead.
## Just-in-time (JIT) user provisioning
When JIT provisioning is enabled, users who authenticate through your IdP are **automatically created** in HoopAI on their first login — no manual invitation needed.
To enable JIT provisioning:
1. Go to **Settings > Security > SSO / SAML**
2. Toggle **Just-in-time provisioning** to on
3. Select a **default role** for newly provisioned users
4. Optionally select a **default team**
JIT provisioning only creates users — it does not deactivate them. To remove access, disable the user in your IdP and manually deactivate them in HoopAI, or use SCIM provisioning if available on your plan.
## SSO and two-factor authentication
| Scenario | Behavior |
| --------------------------------------------- | ---------------------------------------------------- |
| SSO enforced, 2FA enabled in HoopAI | HoopAI's 2FA is **skipped** — your IdP handles MFA |
| SSO enforced, IdP has MFA | Users complete MFA at the IdP before reaching HoopAI |
| SSO not enforced, user chooses password login | HoopAI's 2FA applies as normal |
For maximum security, enable MFA in your identity provider rather than relying on HoopAI's built-in 2FA when SSO is active.
## Disabling SSO / fallback to password login
If you need to disable SSO:
1. Log in as an admin (admins can always use password login if enforcement excludes them)
2. Go to **Settings > Security > SSO / SAML**
3. Toggle **Enforce SSO** to off
4. All users regain access to password-based login
5. Optionally, remove the SAML configuration entirely by clicking **Delete SSO configuration**
## Troubleshooting SSO login failures
SAML assertions are signed with an X.509 certificate. If your IdP's certificate has expired:
1. Generate or renew the certificate in your IdP
2. Download the new metadata XML
3. Upload it in **Settings > Security > SSO / SAML** to update the certificate
4. Test the connection again
This occurs when the email in the SAML assertion does not match any HoopAI user.
* Verify the `NameID` or `email` attribute is set to the user's **primary email**
* Check for typos or domain mismatches (e.g., `company.com` vs `company.org`)
* If JIT provisioning is off, the user must be invited to HoopAI first
SAML assertions include timestamps. If your IdP server clock and HoopAI's clock differ by more than 5 minutes, authentication fails.
* Sync your IdP server to an NTP time source
* Most cloud IdPs (Okta, Azure AD, Google) handle this automatically — check on-premise IdP servers
* Confirm the **ACS URL** in your IdP matches exactly what HoopAI provides (no trailing slashes)
* Clear browser cookies and try again
* Try in an incognito/private window
* SSO enforcement may not be turned on — check **Settings > Security > SSO / SAML**
* The user may be an admin excluded from enforcement
* The user may be accessing a direct password-login URL — share the SSO login URL instead
## FAQ
HoopAI supports one SAML IdP configuration per account. If you need multiple IdPs, configure a federation proxy (e.g., Azure AD B2B) that aggregates them into a single SAML endpoint.
Yes. The mobile app redirects to your IdP's login page in an in-app browser when SSO is enforced.
If SSO is enforced and your IdP is unreachable, users cannot log in. Keep at least one admin excluded from SSO enforcement so they can disable it in an emergency.
SCIM-based user provisioning and de-provisioning is available on select Enterprise plans. Contact your account manager for details.
# Appointments
Source: https://help.hoopai.com/contacts/appointments
Book, view, reschedule, and cancel appointments directly from a contact record in the HoopAI Platform.
Every contact record includes an **Appointments** tab that lets you view the contact's full booking history and create new appointments without leaving the contact view. You can schedule meetings, service appointments, or any calendar type that has been set up in your account.
***
## Accessing appointments on a contact record
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the right-side information panel, click the **Appointments** tab. A list of the contact's upcoming and past appointments is displayed.
The Appointments tab shows two views:
* **New** — upcoming appointments that have not yet occurred
* **Previous** — past appointments with their final status (completed, cancelled, no-show)
Use the **search bar** at the top of the tab to find a specific appointment by title or date.
***
## Booking an appointment
In the **Appointments** tab, click **+ Add** to open the appointment booking form.
Select the type of appointment:
* **Meetings** — standard meeting-type calendars
* **Services** — service-based calendars with assigned service providers
The options available depend on which calendars have been configured in your account.
Choose the specific calendar to book the appointment on from the **Calendar** dropdown.
Fill in the appointment fields:
| Field | Description |
| ---------------- | ----------------------------------------------------------------------------------------------------------- |
| Title | Custom title for the appointment; leave blank to use the calendar's default |
| Description | Additional context or notes about the booking |
| Team member | The user assigned to the appointment; or leave on automatic assignment |
| Attendees | Add other contacts as guests who will receive confirmation details |
| Time zone | The time zone for the date and time selection |
| Date | Click a date on the calendar to select it |
| Time slot | Available slots appear based on the calendar's availability; unavailable times are greyed out |
| Meeting location | Physical address, video link, or phone number; defaults to the calendar's configured location if left blank |
| Status | Set as **Confirmed** or **Unconfirmed** |
Click **Book Appointment**. The appointment is added to the calendar and to the contact's Appointments tab. Confirmation emails and reminders are sent automatically if configured on the calendar.
If a time slot shows as unavailable, check the assigned team member's calendar availability settings. Blocked times, lunch breaks, and existing bookings all reduce available slots.
***
## Editing an appointment
In the **Appointments** tab of the contact record, find the appointment card.
Click the **three-dot icon** on the appointment card, then click the **pencil icon** to open the full edit form.
Update any fields as needed. Click **Save** to apply the changes. Updated confirmation details are sent to the contact if notifications are enabled on the calendar.
***
## Rescheduling an appointment
To move an appointment to a different date or time, open the edit view (as above) and select a new date and time slot. Save the appointment to confirm the new time.
If the contact needs to reschedule themselves, they can do so through the rescheduling link included in their confirmation email — provided the calendar has the reschedule option enabled.
***
## Cancelling an appointment
In the **Appointments** tab, find the appointment and click the **three-dot icon**.
Click **Cancel** from the menu. A confirmation popup appears.
Click **Confirm** to cancel the appointment. The appointment status changes to **Cancelled** and any workflows triggered by appointment cancellation will start automatically.
Cancelling an appointment from the contact record does not automatically send a cancellation email to the contact unless a workflow or calendar notification is configured to do so.
***
## Appointment statuses
| Status | Description |
| ----------- | --------------------------------------------------------------- |
| Confirmed | Appointment is active and scheduled |
| Unconfirmed | Booking is tentative and awaiting confirmation |
| Showed | Contact attended the appointment (can be set manually) |
| No Show | Contact did not attend (can be set manually or by workflow) |
| Cancelled | Appointment was cancelled by either party |
| Invalid | Appointment could not be processed due to a configuration issue |
You can update the status manually by editing the appointment and selecting the appropriate value from the **Status** field.
***
## Adding attendees
A single appointment can include multiple attendees. This is useful for group sessions, discovery calls with multiple stakeholders, or internal team meetings.
To add attendees when booking or editing an appointment:
1. Click the **Attendees** field
2. Search for and select additional contact records
3. Each attendee receives their own confirmation email (if notifications are enabled)
***
## Viewing appointments across the account
To see all appointments across all contacts — not just within a single record — navigate to **Calendars** in the main navigation. The calendar view lets you filter by team member, calendar, and date range to get a complete picture of your booking pipeline.
***
## Frequently asked questions
Yes. An email address is not required to create an appointment manually from a contact record. However, the contact will not receive email confirmation or reminders unless an email address is on file.
The booking form only displays available time slots. If a slot appears unavailable, the calendar's availability settings are preventing it from being shown. You can override availability in some calendar configurations — check the calendar settings for that option.
Yes, if the self-rescheduling and self-cancellation options are enabled on the calendar. Contacts can use the links in their confirmation email to manage their own bookings within the rules you set.
Not automatically. You can associate an appointment with an opportunity manually, or use a workflow to create this linkage when an appointment is booked.
# Associations
Source: https://help.hoopai.com/contacts/associations
Link contacts to other contacts, opportunities, companies, and custom objects using named association labels in the HoopAI Platform.
Associations let you create explicit, named relationships between a contact and other records in the HoopAI Platform — such as opportunities, companies, other contacts, or custom objects. Unlike simple lookups or field references, associations carry labels that describe the nature of the relationship, giving your team rich relational context directly on the contact record.
***
## How associations work
An association links two objects together with a label. The label describes the relationship from each side. For example:
* A contact associated with a company as **"Employee of"** — the company sees the contact as **"Employs"**
* A contact associated with another contact as **"Spouse of"** — the linked contact sees the relationship as **"Spouse of"**
* A contact associated with an opportunity as **"Decision maker"** — the opportunity sees the contact as **"Decision maker for"**
Each direction of the association can have its own label. Up to 10 association labels can be applied between any two specific records.
***
## Viewing associations on a contact record
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the right-side information panel, click the **Associations** tab. All linked records are shown as cards, grouped by object type (Contacts, Opportunities, Companies, Custom Objects).
Each association card shows:
* The linked record's name
* The association label applied to the relationship
* A quick-link to open the linked record
***
## Adding an association
In the contact record's right panel, click **Associations**, then click **+ Add**.
A dialog appears with two options:
* **Create New** — opens a form to create a new record (contact, opportunity, or custom object) that will be immediately linked to this contact
* **Add Existing** — search for and link an existing record that already exists in the system
Choose what you are linking to: **Contact**, **Opportunity**, **Company**, or any available **Custom Object**.
Choose the appropriate label from the dropdown to describe the relationship. The available labels depend on which association labels have been configured for that object type in Association Settings.
Click **Save** or **Link** to create the association. The linked record appears immediately in the Associations tab.
If the label you need is not available in the dropdown, open **Manage Associations** to add new labels or update existing ones.
***
## Removing an association
In the contact record, click the **Associations** tab.
On the association card, click the **X** or the unlink icon to remove the relationship. This removes only the association — neither record is deleted.
***
## Managing association labels
Association labels define what types of relationships are possible between objects. You can create and customise labels in Association Settings.
In the Associations tab of any contact record, click **Manage Associations** — or navigate to **Settings > Objects > Associations**.
Choose the two object types you want to define a relationship between, for example Contact → Contact or Contact → Opportunity.
Click **+ Add Label**. Enter the label name for each direction of the relationship. For example:
* Label from Contact A to Contact B: "Reports to"
* Label from Contact B back to Contact A: "Manages"
Click **Save**. The new label is immediately available when adding associations between those object types.
***
## Association types and use cases
Link family members, business partners, or referral relationships. Examples: "Referred by", "Spouse of", "Reports to", "Referred to".
Define each contact's role in a deal. Examples: "Decision maker", "Champion", "Gatekeeper", "Technical evaluator".
Document employment and business relationships. Examples: "Employee of", "Contractor for", "Director of".
Link contacts to any custom data structure you have created — vehicles, properties, projects, events, or subscriptions.
***
## Associations in automations
Workflow conditions and filters can reference association data. For example:
* **Trigger** — when an opportunity changes stage, notify all contacts associated as "Decision maker"
* **Filter** — run a workflow only if a contact is associated with a company of a certain type
This lets you create relationship-aware automation that reflects the real-world structure of your business relationships.
***
## Custom labels for associations
Beyond the default association labels, you can create custom labels that match your business terminology:
Navigate to **Settings > Objects > Associations** or click **Manage Associations** from any contact's Associations tab.
Choose the two object types (e.g., Contact to Contact, Contact to Opportunity).
Click **+ Add Label** and enter descriptive names for both directions of the relationship. Examples:
* "Referred by" / "Referred to"
* "Parent of" / "Child of"
* "Landlord of" / "Tenant of"
* "Primary contact for" / "Served by"
Save the label. It is immediately available when creating new associations.
Custom labels help your team understand relationships at a glance and can be referenced in workflow conditions for relationship-aware automation.
Create labels that describe both directions clearly. For example, "Reports to" / "Manages" is clearer than "Related to" / "Related to" — directional labels eliminate ambiguity when viewing associations from either side.
***
## Frequently asked questions
There is no hard limit on the total number of associations a contact can have. However, between any two specific records, a maximum of 10 association labels can be applied simultaneously.
Yes. In Advanced Filters, you can filter contacts by their associated records — for example, "Show all contacts who are associated with Company X" or "Show all contacts with at least one Opportunity association."
Yes. If an associated record is deleted, the association link from this contact is also removed automatically.
Association creation during CSV imports is limited. For complex relational data, it is recommended to create associations manually or via the API after importing the base contact records.
# Bulk actions
Source: https://help.hoopai.com/contacts/bulk-actions
Import, export, delete, tag, message, merge, and automate multiple contacts at once using bulk actions in the HoopAI Platform.
Bulk actions let you perform operations on many contacts simultaneously, saving significant time when managing large contact databases. All bulk operations can be monitored and managed in the **Bulk Actions** tab within the Contacts section.
## Quick action buttons
The Smart Lists tab includes a toolbar with quick action buttons for managing contacts efficiently.
Select contacts and click the SMS icon to compose and send bulk text messages.
Select contacts, then click **Add Tag** to apply tags with a single click.
Select contacts, then click **Export** to download them as a CSV file.
Select contacts, then click **Add to Automation** to enroll them in a workflow.
Select contacts, then click **Delete Contact** to remove them from your database.
***
## Adding a contact manually
When an SMS, call, Facebook, Instagram, GMB message, or email is received from a potential client, the system automatically adds them to your contacts. You can also add contacts manually.
In the Smart Lists tab, click the **+** button at the top left of the contacts page.
Complete the fields in the contact creation form:
* **Contact Image** — upload a photo (512x512 px, under 2.5 MB) to identify the contact
* **First Name / Last Name** — the contact's full name
* **Email** — primary email; click **+ Add Email** to add additional addresses
* **Phone** — primary phone; click **+ Add Phone Numbers** to add more
* **Contact Type** — assign as **Lead** or **Customer**
* **Time Zone** — helps your team know the best time to reach them
* **DND** — enable Do Not Disturb for all or specific channels
Click **Save** to add the contact, or **Save and Add Another** to add the contact and immediately create a new one.
***
## Sending bulk SMS
In the Smart Lists tab, select the contacts to message. Open the **More** dropdown and select **Send SMS**.
Enter a name for the action (shown in tracking reports). Select the phone number to send from.
Write a message from scratch or select a pre-saved template. Use custom fields (first name, email, phone) for personalization.
Select how to deliver the messages:
* **Send All at Once** — delivers to all selected contacts instantly
* **Send at a Scheduled Time** — choose a specific date and time
* **Send in Drip Mode** — sends in batches; configure Start On, Batch Quantity, Repeat After, Send On days, and an optional time window
Review your selections and click **Send** to queue the bulk action. Track progress in the **Bulk Actions** tab.
***
## Deleting contacts in bulk
In the Smart Lists tab, check the contacts you want to remove.
Click the **Delete** (trash) icon in the bulk actions toolbar.
Type `DELETE` to confirm the action, then click **Delete**.
Deleting contacts also removes all associated conversations, notes, opportunities, tasks, appointments, and manual actions. Active campaigns and workflows for those contacts are also stopped. Recover deleted contacts from the **Restore** section of Contacts.
***
## Adding tags to contacts in bulk
In the Smart Lists tab, select the contacts you want to tag.
Click the **Add Tag** button in the bulk actions panel.
Enter a descriptive name for the action. This name appears in the tracking report.
Click the tags field to open the dropdown and select the tags to apply.
Click **Add Tags** to queue the bulk action.
***
## Importing contacts
Before uploading, ensure your CSV file meets these requirements:
* Format: `.csv` with a single sheet
* Size: under 30 MB
* Encoding: UTF-8
* A header row with column names matching Hoop field names
Additional formatting guidelines:
* **Phone numbers** — use E.164 format (e.g., `+1 1234567890`); US formats like `123-456-7890` are also accepted
* **Dates** — use `mm/dd/yyyy` or `yyyy/mm/dd` with `/`, `-`, or `.` separators
* **Tags** — format as `Value 1, Value 2, Value 3`
Click the **Import** icon at the top right of the Contacts toolbar.
Click **Upload a File** and select your CSV.
Click **Next** to proceed.
Map each column in your CSV to the corresponding Hoop contact field.
Set optional preferences:
* **Create a Smart List** for newly imported contacts
* **Add contacts to a workflow** by selecting a workflow from the dropdown
* **Add tags** to categorize the imported contacts
Check the compliance checkbox to confirm all contacts have opted in, then click **Start Bulk Import**.
Contact imports cannot be reversed from the import wizard. To undo a mistaken import, navigate to the Bulk Actions tab and use the restore option in the three-dot menu for that action.
***
## Exporting contacts
In the Smart Lists tab, check the contacts you want to export.
Click the **Export** action button in the bulk actions toolbar.
Confirm the action to download a CSV file to your device.
The exported CSV includes: Contact ID, first name, last name, business name, company name, phone number, email address, date created, last activity date, tags, additional email addresses, and additional phone numbers.
***
## Smart list quick action buttons
The quick action buttons in the Smart Lists tab provide single-click shortcuts for the most common operations.
Click the email icon to compose and send a bulk email to selected contacts.
Click the SMS icon to compose and send a bulk text message.
Click the review icon to send review requests via email, SMS, or WhatsApp.
Click the tag icon to quickly apply tags to selected contacts.
Click the export icon to download selected contacts as a CSV.
Click the delete icon to permanently remove selected contacts.
Click the automation icon to enroll selected contacts in a workflow.
***
## Monitoring bulk actions
All bulk operations are tracked in the **Bulk Actions** tab within Contacts. Use the date range, status, action type, and user filters to find specific operations.
Bulk actions cannot be scheduled more than 720 hours (approximately 30 days) in the future.
### Sending rate limits
| Mode | Contact Range | Rate |
| ------------------------------- | ------------------ | ------------------- |
| Drip (30 sec – 1 min frequency) | Any | 1,000 messages/min |
| Drip (5 min frequency) | Any | 4,999 messages/min |
| Drip (6 – 10 min frequency) | Any | 5,000 messages/min |
| Drip (above 10 min frequency) | Any | 10,000 messages/min |
| Send all at once / Scheduled | Under 10k contacts | 15,000 contacts/hr |
| Send all at once / Scheduled | 10k – 50k contacts | 6,000 contacts/hr |
| Send all at once / Scheduled | 50k – 70k contacts | 3,000 contacts/hr |
| Send all at once / Scheduled | Over 70k contacts | 1,500 contacts/hr |
# Businesses
Source: https://help.hoopai.com/contacts/businesses
Create and manage business (company) records in the HoopAI Platform and link them to individual contacts for account-based organisation.
The Businesses feature lets you create company-level records and associate individual contacts with those companies. This gives your team a structured, account-based view of your relationships — you can track deals, notes, and activities at the company level rather than only at the individual contact level.
Businesses are their own object in the HoopAI Platform and can be linked to contacts, opportunities, and custom objects through associations.
***
## Accessing businesses
Navigate to **Contacts** and click the **Businesses** tab at the top of the section. The businesses list shows all company records with their associated contact counts and key details.
***
## Creating a business
Go to **Contacts > Businesses** and click **+ Create Business** (or the **+ Add** button, depending on your account view).
Fill in the company information:
* **Business name** — the company's legal or trading name (required)
* **Phone number** — main business phone
* **Email address** — main business email
* **Website** — company URL
* **Address** — street, city, state, zip, and country
* **Description** — free-text notes about the company
Click **Save** to create the business record. It appears immediately in the Businesses list.
***
## Linking contacts to a business
After creating a business record, associate individual contacts with it so you can view all people at that company in one place.
### From the business record
In **Contacts > Businesses**, click the business name to open its record.
In the **Contacts** section of the business record, click **+ Add Contact**.
Type the contact's name or email to search. Select the matching contact from the dropdown to create the association.
### From a contact record
Navigate to **Contacts > Smart Lists** and click the contact's name.
Click the **General Info** tab in the left panel. Locate the **Business Name** field.
Type the business name. If it already exists in your Businesses list, select it from the suggestions. If it does not exist, type the name and save — a new business record may be created automatically, or you can create it separately in the Businesses tab.
Linking contacts to a business through the General Info tab is the fastest way to associate many contacts at once when doing a data import — include a "Business Name" column in your CSV and map it during the import field-mapping step.
***
## Viewing a business record
A business record consolidates everything related to that company in one view:
* **Overview panel** — name, phone, email, website, address, and description
* **Contacts** — all individual contacts linked to this business
* **Opportunities** — all open and closed deals associated with the business
* **Notes** — company-level notes visible across the team
* **Activity** — a timeline of interactions linked to the business or any of its contacts
* **Custom fields** — business-level custom fields configured in Settings
***
## Editing a business record
Click the business name in the **Businesses** list.
Click the pencil icon next to any field to edit it, or click directly into editable fields. Changes save automatically when you click outside the field.
***
## Removing a contact from a business
Navigate to **Contacts > Businesses** and click the business name.
In the **Contacts** section, click the **X** or the trash icon next to the contact you want to remove. This removes the link between the contact and the business but does not delete the contact record.
***
## Deleting a business
In the **Businesses** list, click the **three-dot icon** next to the business and select **Delete**. Confirm the deletion when prompted.
Deleting a business record removes the company and its associated data, but does not delete the individual contact records linked to it. Contacts remain in the system; they simply lose the business association.
***
## Business custom fields
You can create custom fields specifically for business records to capture company-specific attributes such as industry, company size, annual revenue, or account tier.
Go to **Settings > Custom Fields**, select the **Companies** object tab, and create fields using the same process as contact custom fields. Business custom fields appear in the business record and can be used as filter conditions in smart lists that target business objects.
***
## Frequently asked questions
A contact's primary business name field holds one company. However, through the Associations feature, you can link a contact to multiple business records using custom association labels.
Yes. During the contact import wizard, select both Contacts and Businesses as import objects. Map the business fields during the field-mapping step. New business records are created automatically for company names that do not already exist.
Yes. Use **Advanced Filters** in Smart Lists and filter by the **Business Name** field to find all contacts associated with a specific company.
Opportunities can be linked to both a contact and a business simultaneously. When you associate an opportunity with a contact who belongs to a business, the opportunity appears on both the contact record and the business record.
# Contact activity
Source: https://help.hoopai.com/contacts/contact-activity
View a complete timeline of every interaction, event, and change for a contact in the HoopAI Platform's activity feed.
The Activity tab on a contact record is a chronological timeline that consolidates every interaction, system event, and data change for that contact in a single, scrollable feed. It gives any team member instant context on where a contact is in their journey — no need to piece together information across multiple tools.
***
## Accessing the activity timeline
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the right-side information panel, click the **Activity** tab. The timeline loads in reverse chronological order — the most recent event appears at the top.
***
## Event types in the activity timeline
The activity feed captures a wide range of events automatically. Each event card shows the event type, a description, and a timestamp.
* **SMS sent / received** — every text message exchanged with the contact, with a link to open the full conversation
* **Email sent / received** — all email exchanges, including opens, clicks, and bounces
* **Call made / received** — inbound and outbound calls with duration and recording links (if call recording is enabled)
* **Voicemail** — voicemails left by or for the contact
* **Facebook / Instagram / WhatsApp messages** — messages across connected social and messaging channels
* **Form submission** — records when the contact submits a form, including which form was submitted
* **Survey completion** — records completed survey responses
* **Page visit** — website pages the contact visited (requires tracking pixel or chat widget to be installed)
* **Chat initiated** — live chat sessions started by the contact
* **Appointment booked** — the calendar, date, time, and status of each booking
* **Appointment confirmed / cancelled / rescheduled** — subsequent status changes to appointments
* **Appointment reminder sent** — automated reminder delivery confirmation
* **Opportunity created** — when an opportunity is added and linked to the contact
* **Pipeline stage changed** — every time the opportunity moves through a pipeline stage
* **Opportunity won / lost** — the final outcome of a linked opportunity
* **Invoice sent / paid** — delivery and payment confirmation for invoices
* **Manual charge processed** — one-off charges applied from the contact record
* **Subscription created / cancelled** — subscription lifecycle events
* **Payment failed** — records of failed charge attempts with the reason
* **Workflow enrolled** — when the contact enters an automation
* **Workflow action completed** — logs of specific actions executed within a workflow
* **Workflow exited** — when the contact completes or is removed from a workflow
* **Tag added / removed** — tag changes applied manually or by automation
* **Field updated** — records changes to contact fields, including what the old and new values were
* **Owner changed** — when the assigned owner is updated
* **Contact created** — the original creation event with the source (form, import, manual, API, etc.)
* **Contact merged** — records when two contacts were merged into this record
***
## Filtering the activity feed
By default the full activity history is shown. Use the **filter** control at the top of the Activity tab to narrow the timeline:
* Filter by **event type** — show only emails, calls, form submissions, etc.
* Filter by **date range** — focus on a specific period
* Filter by **user** — see only events triggered by a specific team member
***
## Contact attribution
The Activity tab also shows **attribution data** that explains where the contact originally came from and what their most recent interaction source was.
* **First interaction** — the original traffic source captured when the contact was first created; this value is permanent and does not update
* **Latest interaction** — updates each time the contact interacts with your business through a trackable channel
Click either attribution card to expand the full UTM and session detail:
| Attribute | Description |
| --------- | ------------------------------------------------------------ |
| Source | Where the traffic came from (e.g., Google, Facebook, direct) |
| Medium | The channel type (e.g., cpc, email, organic) |
| Campaign | The campaign name from the UTM parameter |
| Term | The search term or keyword |
| Content | The specific ad or content variation |
| Referrer | The page URL where the session originated |
**Session source categories:**
* CRM UI — manual actions performed by a team member
* Paid Search — Google Ads and other search ad traffic
* Paid Social — Facebook, Instagram, and other social ad traffic
* Organic Search — search engine results
* Social Media — unpaid social media traffic
* Referrals — clicks from other websites
* Direct Traffic — typed URL or no referrer available
* Others — SMS links, email links, third-party integrations
Accurate attribution relies on UTM parameters being correctly configured in your ad campaigns and tracking scripts being installed on your website. Review your UTM setup guide if attribution data appears incomplete.
***
## Audit logs
For a more detailed view of system-level changes — including who changed what field and when — click **Audit Logs** from the left panel of the contact record. Audit logs show a complete record of every modification made to the contact's data, with timestamps and the team member responsible for each change.
***
## Frequently asked questions
The activity timeline shows the complete history from the moment the contact was created in the system. There is no time limit on how far back the timeline extends.
Activity data can be accessed through the API for reporting purposes. From the UI, the timeline is view-only and does not have a direct export button.
Yes. New events appear in the timeline as they happen. Refresh the activity tab if you expect a recent event to be visible and it has not yet appeared.
Any team member with access to the contact record can view the full activity timeline. Access is controlled by the same data visibility settings that govern the contact record itself.
# Contact details
Source: https://help.hoopai.com/contacts/contact-details
View and manage every aspect of a contact record in the HoopAI Platform — information panels, appointments, tasks, messages, payments, documents, and more.
Each contact in the HoopAI Platform has a dedicated record that brings together all of their information, interactions, and activity in one place. From the contact details view, you can manage communication channels, schedule appointments, handle payments, assign tasks, and track the contact's full history.
## Opening a contact record
Navigate to **Contacts > Smart Lists** and click a contact's name to open their record.
***
## Contact header
The top of every contact record displays:
* **Contact name** — shown in the upper left for quick confirmation
* **Navigation arrows** — click to cycle through contacts in the current list without returning to Smart Lists
* **Owner and followers** — assign team members so they are notified when interactions occur
* **Tags** — add or remove tags directly from the header
***
## Contact tabs
The left panel of a contact record contains several tabs.
The default tab. Displays the contact's name, email addresses, phone numbers, tags, active opportunities, and enrolled workflows.
Enter additional contact information such as business name, address, and website.
Displays all custom fields associated with the contact. Custom fields are created in Settings and can be added to forms and surveys.
Click **Audit Logs** to view a full activity history for the contact.
***
## Do Not Disturb (DND)
DND removes a contact from one or all communication channels. You can set DND per channel — SMS, Calls, Email, Facebook, GMB, and WhatsApp — once each channel is integrated.
***
## Actions panel
Below the tabs, the **Actions** panel provides quick access to opportunities, workflows, and client portal management.
Create new opportunities or view existing ones linked to the contact. Click **Add** to link the contact to an existing opportunity.
* **Active** — shows all running automations the contact is enrolled in; use this tab to add the contact to a new automation
* **Past** — shows all completed or stopped automations for historical context
* **Course Offers** — view subscribed offers; grant or revoke access using the dropdown or the **x** button
* **Community Groups** — assign the contact to available community groups or course offerings
***
## Information panel (right side)
The right panel contains tabs for managing different aspects of the contact.
### Activity tab
View a complete timeline of the contact's interactions, including website visits, form submissions, calls, emails, and purchases.
### Contact attribution
Within the Activity tab, attribution shows where a contact first and most recently interacted with your business:
* **First Interaction** — the original source; remains constant unless contact data is reset
* **Latest Interaction** — updates with each new interaction
Click either attribution source to see detailed UTM data.
**Session sources include:** CRM UI, Paid Search, Paid Social, Direct Traffic, Organic Search, Social Media, Referrals, and Others (SMS, email, third-party integrations).
To capture attribution accurately, ensure UTM parameters are correctly set up in your Google Ads and Facebook Ads configurations. Avoid adding custom UTM parameters not specified in the setup guide.
### Associations tab
View and manage the relationships between the contact and other contacts, opportunities, companies, and custom objects.
Open the **Associations** tab on the right panel. Existing linked objects are shown as cards.
Click **+ Add** and choose:
* **Create New** — opens a modal to create a new contact, opportunity, or custom object
* **Add Existing** — link an already existing object
Select the appropriate association label from the dropdown. Up to 10 association labels can be applied between two contacts.
Click **Manage Associations** to open the Association Settings page, where you can update labels, adjust linked objects, and configure additional options.
### Tasks tab
Create and manage tasks associated with the contact. Each task requires a title, due date, and an assigned user.
Use the filter and search controls at the top to organize tasks. Click **+ Add** to create a new task.
### Notes tab
Record additional information about the contact. Each note includes a timestamp and can be edited later.
* Click **+ Add** to create a note
* Use the search bar to find specific notes
* Sort notes to quickly locate relevant entries
### Appointments tab
View, schedule, and manage appointments for the contact.
Toggle between **New** and **Previous** appointments, or use the search bar to find a specific booking.
#### Scheduling an appointment
In the contact record, click the **Calendar** icon or navigate to the **Appointments** tab on the right panel. Click **+ Add**.
Select **Meetings** or **Services**.
Configure the following:
* **Calendar** — choose which calendar to book on
* **Title and description** — leave blank to use the calendar's default
* **Team member** — select a specific user, or let the calendar assign one automatically
* **Attendees** — add other contacts as guests
* **Time zone** — ensure correct scheduling across time zones
* **Date and time slot** — unavailable times are automatically hidden
* **Meeting location** — specify a location or use the calendar's default
* **Status** — set as confirmed or unconfirmed
Click **Book Appointment** to add it to the schedule.
#### Editing an appointment
Click the three-dot icon on an appointment card, then click the pencil icon to open the full edit view.
#### Canceling an appointment
Click the three-dot icon on the appointment card, then select **Cancel**. Confirm in the popup. The status changes to **Cancelled** and any workflows triggered by appointment cancellation will start.
### Documents tab
Access all documents associated with the contact, organized into three categories:
Documents stored within the CRM on the contact details page. Documents added via custom file-upload fields appear here in the **Custom Fields** folder.
All documents you have sent to the contact, including contracts and proposals.
Documents submitted by the contact through forms and surveys. Use the **Document** icon, select **Received**, then choose **Form** or **Survey** to view submissions.
**Adding documents:** Click **+ Add** to upload up to 10 files simultaneously. Supported types include PDF, Word, PowerPoint, CSV, and common image formats, up to 250 MB each.
### Payments tab
Manage all payment-related activity for the contact, including manual charges, subscriptions, invoices, and stored payment cards.
Add a credit or debit card for easy checkout, fees, and subscription payments.
Apply an immediate charge directly from the contact record. Navigate to the **Payments** tab, click **Charge Now** from the Actions dropdown, enter the amount and a description, select or add a payment method, and click **Confirm & Charge**.
If a saved card fails, attempt a different saved card or contact the customer to update their payment details.
Select **Create Subscription** from the Actions dropdown. Set the Bill Start Date, select recurring products, and choose the payment method. Click **Schedule** to activate.
Select **Create Invoice** from the Actions dropdown. This opens the Invoice builder with the contact's details pre-filled. Add items, discounts, and taxes, then click **Send** and choose a messaging channel to deliver the invoice.
View all stored cards showing the last four digits, expiration date, and label. Click the trash icon to delete a card.
***
## Contact profile picture
Each contact can have a profile picture displayed on their record, in conversation threads, and on opportunity cards.
### Uploading a profile picture
1. Open the contact record
2. Click the avatar/photo area at the top of the contact header
3. Upload an image from your computer or select one from the Media Library
4. The image is cropped to a circle and saved immediately
### Auto-fetching from social profiles
When a contact is created via a social integration (Facebook Lead Ads, Instagram DM, WhatsApp), the platform automatically pulls their social profile picture if available. This happens during:
* Facebook Messenger conversations
* Instagram DM conversations
* WhatsApp message threads
The auto-fetched image can be replaced manually at any time by uploading a new one.
Auto-fetched profile pictures depend on the social platform making the image available via their API. If a contact has a private social profile, the image may not be retrieved.
***
## Managing multiple phone numbers
Each contact supports up to 11 phone numbers (1 primary + 10 additional).
In the **Contact** section of the contact record, click **+ Add**, then select **Phone**. Enter the number and click **Save**.
Click the radio button next to the number you want to designate as primary.
Choose a label (Home, Landline, Mobile, Work) from the dropdown. Each label can only be applied to one number per contact.
Click the trash icon next to the number to remove it. The primary number cannot be deleted until another number is set as default.
***
## Managing multiple email addresses
Each contact supports up to 11 email addresses (1 primary + 10 additional).
In the **Contact** section, click the **+** icon next to the primary email. Enter the address and click outside the field to save it.
Click the circle next to the email address you want as primary. The primary email is used automatically for all contact actions.
When composing a message, select the recipient address from the **To** dropdown. The primary email is pre-selected.
***
## Managing followers
Followers have owner-level permissions to manage and edit contact data collaboratively.
Go to **Settings > My Staff**, then edit the relevant team member. Enable **Restrict data visibility to only assigned data** in their user permissions.
Open the contact record. In the upper panel, click the people icon next to **Followers**. Select up to 10 users from the dropdown.
Follower contacts are only visible when the "Only Assigned Data" setting is turned on. If followers cannot see the contact, verify that this setting is enabled for their user profile.
# Contact scoring
Source: https://help.hoopai.com/contacts/contact-scoring
Automatically score contacts based on their behaviours and attributes to prioritise leads and surface the most engaged prospects in the HoopAI Platform.
Contact scoring assigns a numerical score to each contact based on defined rules. As contacts take actions — submitting forms, opening emails, booking appointments, visiting pages — their score increases or decreases automatically. High scores surface contacts who are most engaged and ready to convert, so your team focuses attention where it matters most.
***
## How contact scoring works
A scoring model is a set of rules, each with a positive or negative point value. When a contact meets the condition for a rule, their score is updated accordingly. Scores update in real time as contacts interact with your business.
Examples of scoring rules:
* **+10 points** — contact submits a contact form
* **+5 points** — contact opens an email
* **+15 points** — contact books an appointment
* **+20 points** — contact visits the pricing page
* **-5 points** — contact unsubscribes from email
* **-10 points** — contact misses a scheduled appointment
***
## Setting up a scoring model
Navigate to **Contacts > Contact Scoring** (or through **Settings > Contact Scoring**, depending on your account layout).
Click **+ Add Model** or **Create Scoring Model**. Enter a name for the model that reflects its purpose — for example, "Marketing engagement score" or "Sales readiness score."
Click **+ Add Rule** to create the first rule. For each rule, configure:
* **Trigger** — the event or condition that updates the score (form submission, email opened, page visit, tag added, appointment booked, etc.)
* **Points** — the positive or negative value to apply when the rule is met
* **Condition filters** (optional) — narrow the rule further, for example "email opened AND campaign name contains 'newsletter'"
Configure whether points expire after a set number of days. Score expiry keeps your scores relevant — a contact who was engaged six months ago but has gone quiet will naturally see their score decline.
Toggle the model to **Active**. The model begins applying scores to contacts immediately based on new activity. Historical activity before the model was activated is not retroactively scored unless specifically configured.
Start simple — create a model with 5 to 10 rules and refine it over time as you learn which behaviours best predict conversion. Avoid over-engineering your first scoring model.
***
## Viewing a contact's score
The contact score appears on the contact record and in smart list views:
* **On the contact record** — the score is displayed in the contact header or in the Contact Info section, depending on your account setup
* **In smart lists** — add the **Score** column to your smart list view to see scores at a glance and sort or filter by them
***
## Using scores in smart lists
Contact scores are available as a filter condition in Smart Lists, allowing you to build powerful lead prioritisation views:
1. Open **Contacts > Smart Lists** and click **Advanced Filters**
2. Select **Contact Score** as the filter field
3. Choose a condition: **Is greater than**, **Is less than**, **Is between**, etc.
4. Enter the score threshold
5. Click **Apply** and save the smart list
Example smart lists powered by scoring:
* **Hot leads** — Score is greater than 75
* **Cold leads** — Score is less than 20
* **Re-engagement candidates** — Score decreased in the last 30 days
***
## Using scores in automations
Trigger workflows based on score thresholds using the **Contact Score** trigger:
* **Score reaches a threshold** — trigger a workflow when a contact's score first exceeds a defined value (e.g., notify a sales rep when score reaches 50)
* **Score changes** — trigger based on any score change to run real-time follow-up logic
Within a workflow, you can also use the **Update Contact Score** action to manually add or subtract points as part of an automation sequence.
***
## Managing multiple scoring models
You can run multiple scoring models simultaneously. Each model tracks a separate score dimension:
* **Marketing engagement score** — tracks top-of-funnel engagement (emails, social, forms)
* **Sales readiness score** — tracks bottom-of-funnel signals (pricing page visits, demo requests, replies)
* **Customer health score** — tracks post-sale engagement (logins, support tickets, product usage)
Each model's score is stored separately on the contact record and can be referenced independently in filters and automations.
***
## Resetting a contact's score
To reset a contact's score to zero, open the contact record, locate the score field, and click **Reset Score** (or use the workflow **Update Contact Score** action and set the value to 0).
Use score resets when:
* A contact has been dormant and re-entered your pipeline as a new lead
* A sale has closed and you want to start a fresh post-sale health score
***
## Frequently asked questions
By default, scoring models apply to new activity going forward from when the model is activated. To score based on historical data, you can use a workflow with a bulk trigger to evaluate existing contacts against your rules.
Yes. There is no fixed limit on the number of models. Each model produces an independent score, so contacts can have multiple scores at the same time.
Yes. Open the contact record, locate the score, and use the edit or adjust control. You can also use the **Update Contact Score** workflow action to apply adjustments programmatically.
When two contacts are merged, the master record retains its score. You can manually adjust the score after the merge if the combined engagement history warrants a different value.
# Contact types
Source: https://help.hoopai.com/contacts/contact-types
Assign and manage contact types such as lead, customer, and subscriber to organize your CRM and automate workflows in the HoopAI platform.
Contact types categorize contacts by their relationship to your business — lead, customer, subscriber, or any custom type you define. Types help you filter, segment, and trigger automations based on where a contact stands in their journey.
## What are contact types?
Every contact in the CRM can be assigned a type. Common default types include:
| Type | Typical use |
| -------------- | ------------------------------------------------------------- |
| **Lead** | A prospect who has expressed interest but has not purchased |
| **Customer** | A contact who has completed a purchase or signed a contract |
| **Subscriber** | A contact who has opted in to receive communications |
| **Other** | A general-purpose type for contacts that do not fit the above |
## Assigning a contact type
Navigate to **Contacts > Smart Lists** and click a contact's name.
In the contact info panel, find the **Contact Type** field.
Click the dropdown and choose the appropriate type. The change saves automatically.
You can also assign contact types:
* **During import** — map a CSV column to the Contact Type field
* **Via workflows** — use the **Update Contact Field** action to set the type automatically when a trigger fires (e.g., change type from Lead to Customer when a payment is received)
* **Via forms** — use a hidden field or conditional logic to assign a type based on the form submitted
## Filtering by contact type
Use the **Contact Type** filter in Smart Lists to view only contacts of a specific type:
1. Open **Contacts > Smart Lists**
2. Click **Filters** and select **Contact Type**
3. Choose the type(s) to display
4. Apply the filter
Save the filtered view as a smart list for quick access — for example, a "All Customers" smart list.
## Using contact types in workflows
Contact types are available as both trigger conditions and workflow actions:
* **Trigger filter** — run a workflow only for contacts of a specific type (e.g., send a re-engagement email only to leads)
* **IF/ELSE condition** — branch a workflow based on the contact's type
* **Update action** — automatically change the type when a contact completes a milestone (purchase, booking, form submission)
## Custom contact types
If the default types do not fit your business, create custom types:
1. Go to **Settings > Custom Fields** (or the Contact Type configuration area)
2. Add new type values such as "Partner," "Vendor," "VIP," or "Inactive"
3. Save — the new types are immediately available in the Contact Type dropdown
## Default type assignment
Configure which type is assigned to new contacts by default:
* Contacts created via forms can inherit the type based on the form's settings
* Contacts created manually default to the type specified in your account settings
* Contacts created via API or Zapier use the type specified in the payload, or default to Lead if none is provided
Use workflow automations to automatically update contact types at key lifecycle moments — form submission, first purchase, subscription expiry — so your segments stay accurate without manual effort.
# CSV import format guide
Source: https://help.hoopai.com/contacts/csv-import-format
Exact CSV format requirements for importing contacts into HoopAI — columns, date formats, phone formatting, and sample template.
This guide covers the exact CSV format you need for importing contacts into HoopAI, including required columns, data formatting, and common pitfalls.
***
## Required columns
Only one field is technically required — you need at least one identifier:
| Column | Required? | Notes |
| --------- | ---------------------- | --------------------------------------- |
| **Email** | Required (if no phone) | Must be a valid email address |
| **Phone** | Required (if no email) | E.164 format recommended (+1XXXXXXXXXX) |
You must have at least **email** or **phone** for each row. Rows missing both are skipped.
***
## Standard columns
| Column header | Format | Example |
| ------------- | -------------------- | ------------------------------------------- |
| `firstName` | Text | John |
| `lastName` | Text | Smith |
| `email` | Email | [john@example.com](mailto:john@example.com) |
| `phone` | E.164 or national | +15551234567 |
| `address1` | Text | 123 Main St |
| `city` | Text | Austin |
| `state` | Text or abbreviation | TX |
| `postalCode` | Text | 78701 |
| `country` | ISO 2-letter code | US |
| `companyName` | Text | Acme Corp |
| `website` | URL | [https://example.com](https://example.com) |
| `dateOfBirth` | YYYY-MM-DD | 1990-05-15 |
| `source` | Text | Website Form |
| `tags` | Comma-separated | lead, webinar, vip |
***
## Phone number formatting
HoopAI accepts multiple formats, but **E.164 is strongly recommended** to avoid errors:
| Format | Example | Accepted? |
| -------------------------- | -------------- | -------------------------- |
| E.164 (recommended) | +15551234567 | Yes |
| National with country code | 15551234567 | Yes (assumes US if no +) |
| National only | 5551234567 | Yes (assumes US) |
| Formatted | (555) 123-4567 | Yes (parsed automatically) |
| With dashes | 555-123-4567 | Yes |
| International | +442071234567 | Yes |
For international contacts, always include the country code with a + prefix. Without it, numbers default to US formatting and may be invalid.
***
## Date formats
| Accepted format | Example |
| ------------------------ | ---------- |
| YYYY-MM-DD (recommended) | 2024-03-15 |
| MM/DD/YYYY | 03/15/2024 |
| DD/MM/YYYY | 15/03/2024 |
| MM-DD-YYYY | 03-15-2024 |
Use YYYY-MM-DD to avoid ambiguity between US (MM/DD) and international (DD/MM) date formats.
***
## Custom field mapping
To import data into custom fields, use the custom field's **key** (not the display name) as the column header. Find the key in **Settings → Custom Fields**.
Example: If you have a custom field "Lead Score" with key `lead_score`, your column header should be `lead_score`.
***
## Tags formatting
Tags can be included in a single column, separated by commas:
```
tags
"lead, webinar-attendee, vip"
```
If a tag does not exist yet, it will be created automatically during import.
***
## Do-Not-Disturb flags
| Column | Values | Effect |
| ---------- | ------------ | ------------------------ |
| `dndEmail` | true / false | Sets email DND |
| `dndSms` | true / false | Sets SMS DND |
| `dndCall` | true / false | Sets call DND |
| `dndAll` | true / false | Sets DND on all channels |
***
## Sample CSV template
```csv theme={null}
firstName,lastName,email,phone,companyName,tags,source,address1,city,state,postalCode,country
John,Smith,john@example.com,+15551234567,Acme Corp,"lead, webinar",Website Form,123 Main St,Austin,TX,78701,US
Jane,Doe,jane@example.com,+15559876543,,"vip, customer",Referral,456 Oak Ave,Denver,CO,80202,US
Bob,Wilson,,+442071234567,UK Ltd,"prospect",Import,10 Downing St,London,,SW1A 2AA,GB
```
***
## Import steps
Format your CSV according to the guidelines above. Save as UTF-8 encoded CSV.
Navigate to **Contacts** and click **Import → Import from CSV**.
Select your CSV file. HoopAI will preview the first few rows.
Map each CSV column to the corresponding HoopAI field. The system will auto-match common column names.
* **Duplicate handling** — choose to skip, update, or create new for duplicates
* **Tags** — optionally apply a tag to all imported contacts
* **Source** — set the import source for tracking
Click **Import** and wait for processing. You will receive a notification when complete.
***
## Common errors and fixes
| Error | Cause | Fix |
| ----------------------------- | ------------------------------------------ | ----------------------------------------------- |
| "Invalid email format" | Email column has invalid addresses | Check for spaces, missing @, or invalid domains |
| "Phone number invalid" | Number missing country code or too short | Use E.164 format with + prefix |
| "Duplicate detected" | Email or phone matches an existing contact | Choose update or skip in duplicate handling |
| "Row skipped — no identifier" | Row has no email or phone | Add at least one identifier per row |
| "Date format not recognized" | Ambiguous date format | Use YYYY-MM-DD format |
| "File encoding error" | File saved in non-UTF-8 encoding | Re-save as UTF-8 CSV |
| "File too large" | CSV exceeds the upload limit | Split into multiple files under 50MB each |
For detailed troubleshooting of import issues, see [Bulk import troubleshooting](/troubleshooting/bulk-import-issues).
# Custom fields
Source: https://help.hoopai.com/contacts/custom-fields
Create and manage contact-level custom fields to capture business-specific data beyond the standard contact fields in the HoopAI Platform.
Custom fields let you store any data point that matters to your business directly on contact records. Whether you need to track a client's shirt size, membership tier, preferred language, intake date, or any other business-specific attribute, custom fields extend the standard contact record to fit your workflow.
Custom field values appear in the **Additional Info** tab of every contact record, are available for use in smart list filters, workflow conditions, and email/SMS personalisation tags.
***
## Types of custom fields
The HoopAI Platform supports the following custom field types for contacts:
| Field type | Description |
| -------------------- | ------------------------------------------------------ |
| **Text** | Single-line free text entry |
| **Large text** | Multi-line text area for longer content |
| **Numerical** | Numbers only — useful for amounts, counts, or scores |
| **Phone** | Phone number with country-code formatting |
| **Monetary** | Currency value with decimal support |
| **Date picker** | Calendar date selector |
| **Date and time** | Date with hour and minute precision |
| **Checkbox** | True/false toggle |
| **Single options** | Radio button — choose one value from a defined list |
| **Multiple options** | Checkbox group — choose one or more values from a list |
| **Dropdown** | Select a single value from a dropdown list |
| **Radio select** | Same as single options with a different display style |
| **File upload** | Allows file attachments (documents, images) |
| **Signature** | Captures a digital signature from the contact |
***
## Creating a custom field
Navigate to **Settings > Custom Fields**. The Custom Fields page lists all existing fields organized by object type.
Make sure the **Contacts** tab is selected so the new field is applied to contact records.
Click **+ Add Field** to open the field creation panel.
Fill in the following:
* **Field label** — the name displayed on the contact record and in forms
* **Field key** — a unique identifier used in automations and API calls (auto-generated from the label, but can be customised)
* **Field type** — select from the list above
* **Placeholder text** (optional) — hint text shown inside the field before a value is entered
* **Options** (for single/multiple option and dropdown types) — enter each selectable value on a new line
Click **Save**. The field is immediately available on all contact records under the **Additional Info** tab.
Use descriptive field labels that are clear to every team member — for example, "Intake date" rather than "Date1" or "Preferred contact method" rather than "Method."
***
## Organising custom fields into groups
Group related custom fields together to keep the Additional Info tab clean and navigable.
On the **Custom Fields** settings page, click **+ Add Group**. Enter a name for the group (e.g., "Membership details" or "Intake information").
Drag existing fields into the group, or set the group when creating a new field using the **Group** dropdown in the creation panel.
Drag group headers and individual fields to reorder them. The order in Settings determines the display order on the contact record.
***
## Viewing and editing custom field values on a contact
Navigate to **Contacts > Smart Lists** and click a contact's name.
Click the **Additional Info** tab in the left panel. All custom fields are displayed here, grouped if you have created field groups.
Click any custom field to edit its value. Changes are saved automatically when you click outside the field or press Enter.
***
## Using custom fields in smart lists
Custom field values are available as filter conditions in Smart Lists.
1. Open **Contacts > Smart Lists** and click **Advanced Filters**
2. Select **Custom Fields** from the field category list
3. Choose the specific custom field
4. Select a condition (equals, contains, is empty, greater than, etc.)
5. Enter the value to filter by
6. Click **Apply**
This lets you create segments like "All contacts with Membership Tier = Gold" or "All contacts whose Intake Date is in the last 30 days."
***
## Using custom fields in emails and SMS
Reference custom field values in message templates using personalisation tags:
* In the message editor, click **Custom Values** or the personalisation tag icon
* Locate your field under **Contact > Custom Fields**
* Insert the tag, which appears as `{{contact.custom_field_key}}`
If the field has no value for a particular contact, the tag renders as blank (or the fallback value you configure).
***
## Editing and deleting custom fields
To rename or modify a field, click the **pencil icon** next to it on the Custom Fields settings page.
Deleting a custom field permanently removes the field and all values stored in it across every contact record. This cannot be undone. Archive or rename fields instead of deleting them if there is any chance you will need the data later.
***
## Date of birth / birthday field
Create a **Date Picker** custom field named "Date of Birth" or "Birthday" to store contact birthdays. Once populated, you can:
* **Filter by birthday** in Smart Lists — find contacts with upcoming birthdays using relative date filters (e.g., "Birthday is in the next 7 days")
* **Trigger birthday workflows** — use the **Date/Event** workflow trigger set to the birthday custom field to automatically send birthday greetings, special offers, or discount codes
* **Personalize messages** — include the birthday date in email templates using the merge tag
Set up an annual birthday automation: trigger on the Date of Birth field each year, send a personalized email with a coupon code, and tag the contact as "Birthday - \[Year]" for tracking.
## Adding files to contacts via file upload custom field
The **File Upload** custom field type lets you attach documents, images, and files directly to a contact record:
1. Create a custom field with type **File Upload** in **Settings > Custom Fields**
2. The field appears in the contact record under the **Additional Info** tab
3. Click the field to upload a file — supported types include PDF, Word, Excel, images, and more (up to 250 MB per file)
4. Uploaded files are stored in the contact record and also appear in the **Documents** tab under the **Custom Fields** folder
Use file upload fields for intake documents, signed contracts, ID verification, insurance cards, or any file you need associated with a specific contact.
Files uploaded via custom fields on forms and surveys are automatically stored on the contact record when the form is submitted.
***
## Frequently asked questions
There is no strict limit on the number of custom fields. However, keeping the list focused and well-organised improves usability and system performance.
Yes. When building a form or survey, select any contact custom field as the destination for a form element. Submitted values are written directly to the contact record.
Default values are not set at the field level. You can use a workflow action to pre-populate a custom field when a contact is created or reaches a certain stage.
Yes. During the import wizard field-mapping step, map any CSV column to a custom field. The field must already exist in Settings before importing.
# Data Quality & Cleanup
Source: https://help.hoopai.com/contacts/data-quality
Keep your HoopAI CRM data clean and reliable with duplicate detection, formatting rules, and automated cleanup workflows.
Clean, consistent contact data is the foundation of effective marketing, sales, and reporting. Messy data leads to duplicate outreach, broken automations, inaccurate reports, and wasted spend. HoopAI provides tools to detect problems, fix them in bulk, and prevent them from recurring.
## Data quality dashboard overview
Monitor the health of your contact database from the Contacts section. Key indicators to track include:
* **Total contacts** -- your full database size
* **Duplicate rate** -- the percentage of records that share an email, phone number, or name with another record
* **Incomplete records** -- contacts missing critical fields like email, phone, or name
* **Bounce rate** -- the percentage of email addresses that have hard-bounced
* **Unsubscribe rate** -- contacts who have opted out of communications
Review your data quality metrics at least monthly. Schedule a recurring task or calendar reminder to run a data audit on the first of each month.
## Duplicate detection and merging
Duplicates are the most common data quality issue. They cause contacts to receive the same message twice, split conversation history across records, and distort reporting numbers.
In the **Contacts** section, click the **three-dot menu** in the top right corner and select **Manage Duplicates**.
Choose which field to use for duplicate detection:
* **Email** -- finds contacts sharing the same primary email
* **Phone** -- finds contacts sharing the same primary phone number
* **Name** -- finds contacts with identical first and last names
The system generates groups of matching records. Expand each group to compare the contact details side by side. Up to 10,000 entries are shown per scan.
For each group, choose:
* **Merge** -- combine records into one master contact (up to 10 at a time)
* **Reject** -- mark as not duplicates (for legitimate contacts sharing a value)
* **Review** -- open a detailed comparison view before deciding
Merging contacts is permanent and cannot be undone. Always verify which record you designate as the master and which field values you keep before confirming.
## Incomplete record identification
Contacts missing key fields are harder to reach and segment. Identify and fix them proactively.
Create smart lists that filter for missing data:
* Email is empty
* Phone is empty
* First name is empty
* Company is empty
Save these as reusable smart lists (e.g., "Missing Email", "Missing Phone") and check them regularly.
Select contacts from a smart list and use **Bulk Actions** to update fields. For example, update missing tags or assign contacts to a re-engagement campaign to collect updated information.
Build a workflow that triggers when a contact is created with missing fields. Send an automated email or SMS asking the contact to complete their profile through a form.
## Property formatting rules
Inconsistent formatting creates confusion and breaks automation conditions. Standardize these common fields:
| Field | Problem | Solution |
| ------------------- | ------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------- |
| **Phone numbers** | Mixed formats (555-1234, (555) 123-4567, +15551234567) | Use E.164 format for imports. HoopAI normalizes phone numbers automatically on inbound. |
| **Names** | Inconsistent casing (john doe, JOHN DOE, John doe) | Capitalize on import. Use workflow actions to normalize casing. |
| **Email addresses** | Uppercase or extra spaces ([John@Email.COM](mailto:John@Email.COM), [john@email.com](mailto:john@email.com) ) | Convert to lowercase and trim whitespace before import. |
| **Tags** | Duplicates with different casing ("VIP" vs. "vip") | Audit tags in **Settings > Tags** and merge duplicates. |
| **Dates** | Mixed formats (03/06/2026, 2026-03-06, March 6 2026) | Use ISO 8601 (YYYY-MM-DD) for all date custom fields. |
## Automated data cleanup workflows
Use HoopAI workflows to fix data quality issues automatically as they arise.
Trigger on contact creation. Use a custom webhook or code action to strip non-numeric characters and add the country code.
Trigger on a schedule. Check if a contact has had no activity in 90 days and add an "Inactive" tag for review.
Trigger when an email bounces. Add a "Hard Bounce" tag and remove the contact from active email lists.
Trigger on contact creation when the email or phone field is empty. Send a message asking the contact to complete their profile.
## List hygiene best practices
Hard-bounced email addresses will never deliver. Keeping them in active lists damages your sender reputation and deliverability. Tag and exclude them from all email campaigns.
Create smart lists for engaged (opened or clicked in the last 90 days) and disengaged contacts. Sending only to engaged contacts improves deliverability and reduces spam complaints.
Contacts flagged as Do Not Contact or unsubscribed must not receive marketing messages. HoopAI enforces this automatically, but verify your workflows do not bypass these flags.
Before importing a CSV, clean it externally: remove duplicates, fix formatting, trim whitespace, and validate email addresses with a verification service.
Contacts with no activity in 12 or more months and no reply to re-engagement campaigns should be archived or deleted. They add noise and inflate your database size.
## Regular maintenance schedule
Consistency is key. Follow this recommended maintenance cadence:
| Frequency | Task |
| ---------------------- | --------------------------------------------------------------------------------- |
| **Weekly** | Review and resolve new duplicates from the Manage Duplicates scan |
| **Monthly** | Audit smart lists for missing data and run enrichment workflows |
| **Monthly** | Review bounce and unsubscribe rates in email analytics |
| **Quarterly** | Full database audit -- check tag consistency, field formatting, inactive contacts |
| **After every import** | Run duplicate scan and verify field mapping accuracy |
Data quality is not a one-time project. It requires ongoing discipline. Build these tasks into your team's standard operating procedures.
# Do Not Contact
Source: https://help.hoopai.com/contacts/do-not-contact
Manage Do Not Disturb (DND) settings, opt-outs, and communication channel restrictions for contacts in the HoopAI Platform.
The Do Not Contact (DNC) and Do Not Disturb (DND) features give you granular control over which communication channels are active for each contact. Use them to honour opt-out requests, comply with regulations such as GDPR and TCPA, and prevent unwanted messages from reaching contacts who have asked not to be contacted.
***
## Do Not Disturb vs Do Not Contact
The HoopAI Platform uses two related but distinct concepts:
| Term | Meaning |
| ------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Do Not Disturb (DND)** | A per-channel flag on the contact record that blocks outbound communications on that channel |
| **Do Not Contact (DNC)** | A broader status that can indicate the contact should not be contacted at all, often used for contacts who have explicitly opted out or whose data must be suppressed |
In practice, DND is the primary tool you will use. You can enable DND for individual channels (SMS, email, calls, etc.) or for all channels at once.
***
## DND channels
DND can be set independently for each communication channel that is connected to your account:
* **SMS** — prevents automated and manual SMS messages
* **Calls** — prevents outbound calls from the dialer
* **Email** — prevents all outbound emails, including automated workflows
* **Facebook Messenger** — prevents outbound Facebook messages
* **Google My Business (GMB)** — prevents outbound GMB messages
* **WhatsApp** — prevents outbound WhatsApp messages
* **Instagram** — prevents outbound Instagram DMs
Channels that are not yet integrated with your account will not appear in the DND options.
***
## Setting DND on a contact
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the left panel of the contact record, scroll to the **Do Not Disturb** section. It appears below the contact's communication details.
Click the toggle next to the channel you want to disable. The toggle turns red/active when DND is on for that channel.
* To block all channels at once, click **Enable All** or the master DND toggle if present
* To block only one channel, toggle only that channel's switch
Some DND toggles allow a note explaining the reason for the restriction (e.g., "Requested via phone call on March 1"). This is useful for audit and compliance purposes.
Once DND is enabled on a channel, workflow actions and manual sends targeting that channel will be silently blocked for this contact. The contact will not receive any message on the blocked channel, and the workflow will continue to the next step.
***
## Removing DND
To re-enable communication on a channel, toggle the DND switch off for that channel. This immediately restores the ability to send messages through that channel.
Only remove DND for a contact if you have a confirmed legal basis for doing so — for example, the contact has re-opted in through a confirmed opt-in process. Removing DND without proper consent may violate TCPA, GDPR, or other applicable regulations.
***
## Automatic DND from opt-outs
When a contact opts out through a regulated mechanism, the system automatically sets DND:
| Opt-out action | DND applied |
| ---------------------------------------- | ------------------------------------------ |
| Contact replies "STOP" to an SMS | SMS channel DND enabled automatically |
| Contact clicks "Unsubscribe" in an email | Email channel DND enabled automatically |
| Contact opts out via a WhatsApp message | WhatsApp channel DND enabled automatically |
These automatic opt-outs are processed immediately and cannot be bypassed by workflows.
To allow contacts to manage their own preferences, use an opt-in/opt-out workflow with a preference centre page. This gives contacts the ability to select which channels they want to hear from you on, reducing full opt-outs.
***
## Bulk-enabling DND
To apply DND to many contacts at once:
Use **Advanced Filters** in Smart Lists to identify the contacts who need DND applied — for example, a list imported from an external suppression file, or contacts tagged "unsubscribed."
Check the contacts you want to update, then click **Select all \[N] contacts** to include the full filtered set.
In the bulk actions toolbar, open the **More** menu and select **Enable DND**. Choose the channels to restrict and confirm the action.
***
## DND in workflows
Workflows respect DND settings automatically — if a contact has DND enabled on a channel, any workflow action that would send through that channel is skipped for that contact. You do not need to add conditional logic to check DND status in every workflow.
You can also manage DND programmatically within a workflow using the **Enable/Disable DND** action:
* **Enable DND** — block a specific channel for the contact when a trigger fires (e.g., block SMS when a contact purchases and requests no further promotions)
* **Disable DND** — remove a DND restriction when a contact completes a re-opt-in flow
***
## GDPR and data subject requests
For contacts who submit a right-to-erasure (RTBF) or right-to-be-forgotten request under GDPR:
1. Enable DND on all channels immediately to stop communications
2. Delete the contact record from the HoopAI Platform (this removes their data from the active database)
3. Keep records of the deletion request separately in your compliance documentation
For data access requests, use the contact's activity timeline and custom fields to compile their stored information.
The HoopAI Platform provides the tools to implement your data compliance processes, but it is your responsibility to define those processes and ensure they meet your legal obligations. Consult your legal or compliance team for guidance specific to your jurisdiction.
***
## Identifying DNC contacts in smart lists
Use smart list filters to build a view of all DNC contacts:
1. Open **Contacts > Smart Lists** and click **Advanced Filters**
2. Select **DND** as the filter category
3. Choose the channel (e.g., SMS DND is enabled)
4. Click **Apply**
Save this as a smart list so you always have a current view of your suppression list.
***
## Frequently asked questions
Yes. DND blocks both automated workflow messages and manual sends from the Conversations tab or contact record. A warning may appear when you attempt to manually send to a DND contact.
The contact can still be enrolled in a workflow. Any workflow action that targets the DND channel is skipped for that contact, and the workflow moves on to the next action. No error is generated.
Yes. Filter your contacts using the DND filter in Smart Lists, select all matching contacts, and use the Export function to download the list as a CSV.
Yes. If a contact who previously opted out replies with "START" or "UNSTOP" to an SMS, the system automatically removes the SMS DND restriction, allowing messages to resume.
# Duplicate contact management
Source: https://help.hoopai.com/contacts/duplicate-management
Detect, review, merge, and restore duplicate contact records to keep your HoopAI Platform database clean and accurate.
Keeping your contact database clean is essential for accurate reporting, smooth workflows, and effective communication. The HoopAI Platform provides tools to find and merge duplicate records, restore accidentally deleted contacts, and configure deduplication settings to prevent duplicates from forming.
## Finding and merging duplicates
In the **Contacts** section, click the **three-dot icon** in the top right corner and select **Manage Duplicates**.
Select the field to use for duplicate detection: **Email**, **Phone Number**, or **Name**.
Duplicate detection applies to primary email and primary phone fields only.
The system generates a grouped list of duplicate entries matching your chosen identifier. Expand each group to view contact details and decide how to resolve them. Up to 10,000 duplicate entries are shown at a time.
For each group, choose one of three actions:
* **Reject** — exclude the entry from future scans (for contacts that are legitimately different despite sharing a value)
* **Review** — open a detail view to compare records before deciding
* **Merge** — consolidate up to 10 records into a single master record
***
## Merging contacts
When you select **Merge**, a comparison view opens for you to choose which data to keep.
Click the radio button next to the contact you want to use as the primary (master) record. Or click **Select All from this column** to automatically use all data from one contact and designate it as master.
Select the data from each contact to keep. By default, only fields with differing values are shown. Enable **All Fields** to compare every available data point.
Check the confirmation box, then click **Merge**. The merge combines all related data — emails, phone numbers, opportunities, tags, notes, tasks, and appointments — into the master record.
Merging contacts is permanent and cannot be undone. Always review your field selections carefully before confirming.
***
## Configuring deduplication settings
Control how the system handles contacts that share the same identifiers during import.
Navigate to **Settings > Business Profile**.
Scroll to **Contact Deduplication Preferences** and configure:
* **Allow Duplicate Contacts** — when enabled (blue), new contacts can share identifiers with existing ones; when disabled, importing a contact with matching identifiers updates the existing record instead
* **Primary and secondary search preferences** — set the field priority for deduplication matching
Even with "Allow Duplicate Contacts" enabled, duplicates can still be created via forms or Zapier integrations. Use the Manage Duplicates scan periodically to keep the database clean.
***
## Restoring deleted contacts
Accidentally deleted a contact? Hoop retains deleted contacts so you can restore them along with all their associated data.
In the **Contacts** section, click the **three-dot icon** in the top right corner and select **Restore**.
The deleted contacts list shows each contact's name, email, phone number, and deletion date.
Check the checkbox next to each contact you want to restore, then click **Restore**.
A confirmation popup appears. Click **Confirm** to complete the restoration.
The restored contacts return with all associated conversations, notes, opportunities, tasks, appointments, and manual actions intact.
Access to the Restore section may depend on your user permissions. Contact your account administrator if the option is not visible.
***
## Troubleshooting
| Issue | Possible cause | Solution |
| --------------------- | --------------------------- | -------------------------------------------------- |
| No duplicates found | Scan criteria too narrow | Try a different identifier: Phone or Name |
| Limit reached (10/10) | Too many records selected | Merge the first 10, then return for the next set |
| Merge button disabled | Confirmation not checked | Check the "I understand this cannot be undone" box |
| Missing merge option | User lacks Admin privileges | Contact your administrator to request access |
***
## Auto-merge Facebook Messenger contacts with Lead Ad contacts
When a contact interacts with your business through both Facebook Lead Ads and Facebook Messenger, duplicate records can be created — one from the lead form submission and one from the Messenger conversation.
The platform can automatically merge these records when a match is detected:
* **Matching logic** — the platform compares the Facebook user ID, email address, and phone number across both records
* **Auto-merge behavior** — when a Messenger conversation is initiated by a contact who already exists from a Lead Ad submission, the records are merged automatically into a single contact
* **Data preservation** — all conversation history, lead form data, tags, and notes from both records are consolidated into the merged contact
To ensure auto-merge works correctly:
1. Verify that your Facebook integration is active and the correct pages are connected
2. Ensure Lead Ad form field mapping is complete in **Settings > Integrations > Facebook**
3. Keep the **Allow Duplicate Contacts** setting disabled in **Settings > Business Profile**
If auto-merge does not trigger, run the manual duplicate scan using the **Manage Duplicates** tool with the Email or Phone identifier.
***
## Frequently asked questions
Duplicates can still be created via forms or Zapier. Run the Manage Duplicates scan periodically to detect and merge them.
No. Merges are permanent. Always review field selections in the merge preview before confirming.
No. All related data is transferred to the master record during the merge, as long as it is not manually deselected during review.
For high-volume accounts, weekly scans are recommended. Others may choose monthly or after performing bulk imports.
# Exporting contacts
Source: https://help.hoopai.com/contacts/exporting-contacts
Export filtered contact lists to CSV from smart lists or bulk actions in the HoopAI Platform.
You can export any set of contacts to a CSV file at any time. Exports can be scoped to your entire contact database, a specific smart list, or any selection of contacts you choose. Exported files include the contact fields you configure and are delivered via download or email once the export is processed.
***
## Exporting from a smart list
The most common approach is to build a smart list with the exact filter criteria you need, then export the results.
Navigate to **Contacts > Smart Lists** and apply **Advanced Filters** to narrow your contacts to the set you want to export. For example:
* All contacts with the tag "newsletter-subscriber"
* All contacts in a specific pipeline stage
* All contacts added in the last 30 days
* All contacts in a particular city or state
Save the smart list if you plan to export this segment regularly.
To export all contacts in the list: click the **checkbox** in the column header to select all records on the page, then click **Select all \[N] contacts** to extend the selection to the full filtered result set.
To export a subset: manually check the boxes next to the contacts you want.
In the bulk actions toolbar that appears, click the **Export** icon (a download arrow or a dedicated Export button).
A dialog appears where you can:
* **Name the export** — this label appears in the Bulk Actions history for easy identification
* **Select fields to include** — choose which contact fields to include in the CSV; standard fields (name, email, phone, tags, etc.) and custom fields are all available
Click **Export** to begin. The system queues the export and processes it in the background.
Navigate to **Contacts > Bulk Actions** and locate your export in the list. Once the status shows **Completed**, click **Download** to save the CSV file.
Build and save a smart list before exporting so you can re-export the same segment again in the future with one click.
***
## Exporting all contacts
To export your entire contact database:
Go to **Contacts > Smart Lists**. Make sure no filters are active so all contacts are visible.
Click the header checkbox to select all contacts on the page, then click **Select all \[N] contacts** to include every contact in the account.
Follow steps 3 through 6 from the smart list export instructions above.
***
## Fields included in the export
During the export configuration step, you can choose exactly which fields to include in the CSV. Available fields include:
**Standard contact fields:**
* First name, last name, full name
* Email address (primary and additional)
* Phone number (primary and additional)
* Tags
* Date of birth
* Address (street, city, state, zip, country)
* Company / business name
* Website
* Source
* Created date, last activity date
* Owner
* Contact score
* DND status per channel
**Custom fields:**
Any custom fields created in **Settings > Custom Fields** for the Contacts object are available for export.
***
## Tracking and managing exports
All export jobs are tracked in the **Bulk Actions** tab under Contacts.
| Column | Description |
| -------------- | ---------------------------------------------- |
| Action name | The label you gave the export when creating it |
| Type | Export |
| Status | Queued, Processing, Completed, or Failed |
| Total contacts | Number of contacts included in the export |
| Created | Date and time the export was initiated |
| Actions | Download the file or view details |
***
## Re-downloading a previous export
Export files remain available in Bulk Actions for a period after creation. To re-download:
1. Go to **Contacts > Bulk Actions**
2. Find the export in the list
3. Click **Download** in the Actions column
If the download link has expired, re-run the export from your saved smart list.
***
## Compliance considerations
When exporting contact data, ensure your use of that data complies with applicable privacy regulations:
* Only export data you have a legitimate need for and a lawful basis to process
* Do not share exported contact lists with third parties without appropriate data processing agreements in place
* Store exported files securely and delete them when they are no longer needed
* Contacts who have requested deletion under GDPR or similar regulations should not be included in outbound marketing exports
Exported CSV files contain personally identifiable information. Treat exported files with the same security standards as your live contact database.
***
## Frequently asked questions
There is no hard limit on export size. Very large exports (hundreds of thousands of contacts) may take several minutes to process. Monitor the Bulk Actions tab for completion status.
Scheduled exports are not available directly in the UI. For automated, recurring exports, use the API or set up a workflow that triggers an export notification when new contacts meet your criteria.
Yes, DND status is a field you can include in the export. The export does not automatically exclude DNC contacts — you must apply a smart list filter to exclude them if needed.
The contact export includes fields from the contact record. To export opportunity data, use the Opportunities section export feature, which can include linked contact fields as columns.
# Contact filters
Source: https://help.hoopai.com/contacts/filters
Use AND/OR logic, advanced filter groups, and date-based conditions to find and segment contacts in the HoopAI platform.
The contact filter system lets you create precise segments using field conditions, date ranges, activity data, and Boolean logic. Filters power smart lists, workflow enrollment, and targeted exports.
## AND vs. OR logic
Filters use two types of logical operators:
| Operator | Behavior | Example |
| -------- | ----------------------------------- | ---------------------------------------------------------------------- |
| **AND** | All conditions must be true | Tag = "VIP" AND Contact Type = "Customer" — returns only VIP customers |
| **OR** | At least one condition must be true | Tag = "VIP" OR Tag = "Gold" — returns contacts with either tag |
By default, conditions within the same filter group are combined with **AND**. Separate filter groups are combined with **OR**.
## Combining filter groups
Go to **Contacts > Smart Lists** and click **Filters** or **Advanced Filters**.
Select a field, choose an operator (equals, contains, is empty, greater than, etc.), and enter the value.
Click **+ Add Condition** within the same group. All conditions in this group must be true for a contact to match.
Click **+ Add Filter Group** to create a new group. Contacts matching either group will appear in the results.
Click **Apply Filters** to see the results.
## Available filter fields
Filters are available across several categories:
Name, email, phone, contact type, source, date created, date updated, country, city, state, postal code, company name, website.
Has tag, does not have tag, is in smart list, is not in smart list.
All custom fields are available as filter conditions. Operators vary by field type (text, number, date, dropdown, checkbox).
Has opportunity, opportunity pipeline, opportunity stage, opportunity status, opportunity value, opportunity owner.
Last activity date, last email opened, last email clicked, last SMS sent, last call date, form submitted, appointment booked.
Is enrolled in workflow, has completed workflow, workflow status.
## Date-based filters
Date filters support both absolute and relative conditions:
* **Absolute** — "Date created is after January 1, 2025"
* **Relative** — "Date created is in the last 30 days," "Last activity is more than 14 days ago"
Relative date filters are recalculated each time the list is viewed, so smart lists using them stay current automatically.
## Activity-based filters
Filter contacts by their engagement history:
* **Last email opened** — segment active vs. inactive email subscribers
* **Last SMS replied** — find contacts who responded to text campaigns
* **Appointment booked** — filter contacts who have or have not booked
* **Form submitted** — segment by which form a contact completed
## Saving filters as smart lists
After configuring your filter combination:
1. Click **Save as Smart List**
2. Enter a name for the smart list
3. The smart list updates dynamically — contacts matching the filter criteria are always included, and contacts that no longer match are automatically removed
## Exporting filtered results
With filters applied:
1. Click **Export** in the contacts toolbar
2. Choose the fields to include in the export
3. Download the CSV file containing only the filtered contacts
Build smart lists for your most common segments — active leads, customers without appointments, contacts with no activity in 30 days — and use them as audience sources for email campaigns and workflow enrollment.
# Followers
Source: https://help.hoopai.com/contacts/followers
Add followers to contact records so team members are notified of updates and can access contacts even under restricted data visibility settings.
Followers give team members visibility into and management access to specific contact records. When a user follows a contact, they receive the same level of access as the contact owner — they can view conversations, edit data, and manage the contact's record. This is especially important in accounts that use restricted data visibility, where users can only see contacts they own or follow.
***
## How followers work
* A contact can have up to **10 followers** in addition to its owner
* Followers have the same edit permissions as the contact owner
* The follower feature is most meaningful when **Restrict data visibility to only assigned data** is enabled for a user — without that setting, users can see all contacts regardless of follower status
* Followers are visible in the contact header so every team member can see who is monitoring that record
***
## Adding followers to a contact
Navigate to **Contacts > Smart Lists** and click a contact's name to open their record.
In the contact header at the top of the record, look for the **Followers** icon (a people/group icon) next to the owner assignment area.
Click the **Followers** icon to open the follower dropdown. Select up to 10 team members from the list. Their avatars or names appear in the header immediately.
Add followers when handing off a contact to another team member temporarily, or when multiple people need to collaborate on the same account without changing the primary owner.
***
## Removing a follower
Click the contact's name to open their record.
Click the **Followers** icon in the contact header.
Click the **X** next to the team member's name to remove them as a follower. The change takes effect immediately.
***
## Setting up restricted data visibility
Followers are most powerful when combined with restricted data visibility. This setting prevents users from seeing contacts they neither own nor follow, which is useful in multi-team environments where each user should only work with their own leads.
Navigate to **Settings > My Staff** and click the **Edit** button for the team member whose visibility you want to restrict.
In the user's permission settings, enable **Restrict data visibility to only assigned data**. When this is turned on, the user will only see contacts where they are listed as owner or follower.
Click **Save**. The setting takes effect immediately for that user's next login or page refresh.
If a team member reports that they cannot see a contact they expect to have access to, verify that restricted data visibility is enabled for their account and then confirm they are listed as a follower (or owner) on that contact record.
***
## Bulk-adding followers
You can add a follower to many contacts at once using bulk actions:
In **Contacts > Smart Lists**, check the contacts you want to update.
Click the **More** dropdown in the bulk actions toolbar and select **Add Followers** (if available in your account).
Choose the team members to add as followers and click **Apply**. All selected contacts are updated simultaneously.
***
## Difference between owner and follower
| | Owner | Follower |
| -------------------------------- | --------------- | -------------------- |
| Assigned count | One per contact | Up to 10 per contact |
| Data access (restricted mode) | Yes | Yes |
| Edit permissions | Full | Full |
| Workflow "Assigned To" targeting | Yes | No |
| Receives task notifications | Yes | No |
| Appears in owner-based reports | Yes | No |
Use the **Owner** field for the primary person responsible for the contact's outcomes. Use **Followers** for anyone who needs visibility without taking ownership responsibility.
***
## Frequently asked questions
Followers gain data visibility rather than explicit notifications. To ensure team members are alerted to activity on a contact, use workflow triggers and notification actions to send internal alerts.
No. Each contact has exactly one owner. Use followers to give additional team members access without transferring ownership.
When duplicate contacts are merged, the followers from both records are combined on the master record, up to the maximum of 10 followers.
Yes. In the **Advanced Filters** of Smart Lists, you can filter by follower to see all contacts a specific team member is following.
# GDPR consent tracking
Source: https://help.hoopai.com/contacts/gdpr-consent-tracking
Track consent, manage opt-ins, and handle data subject requests for GDPR compliance in HoopAI.
HoopAI provides tools to record consent, manage opt-in/opt-out preferences, and fulfill data subject requests for GDPR and similar privacy regulations.
HoopAI provides the tools for compliance — but compliance itself is your responsibility. Consult with a legal professional for jurisdiction-specific requirements.
***
## Recording consent
### Consent custom fields
Create custom fields to track consent status and source for each contact:
Go to **Settings → Custom Fields** and create fields such as:
* **Consent Status** (dropdown: Opted In, Opted Out, Pending)
* **Consent Source** (text: form, verbal, import, etc.)
* **Consent Date** (date field)
* **Legal Basis** (dropdown: Consent, Legitimate Interest, Contract, Legal Obligation)
When building forms, map consent checkboxes to your consent custom fields so they update automatically on submission.
### Consent checkboxes on forms
Add a consent checkbox to every form where you collect personal data:
1. In the form builder, add a **Checkbox** element
2. Set the label to your consent text (e.g., "I agree to receive marketing communications from \[Company Name]")
3. Map the checkbox to your Consent Status custom field
4. Make it a required field if consent is mandatory
Under GDPR, consent checkboxes must not be pre-checked. The contact must actively opt in.
***
## Managing opt-in and opt-out
### Opt-in channels
Track consent per communication channel using the contact's DND (Do Not Disturb) settings:
| Channel | DND setting | Effect |
| -------- | --------------- | -------------------------------- |
| Email | DND Email ON | No marketing or bulk emails sent |
| SMS | DND SMS ON | No SMS messages sent |
| Phone | DND Call ON | No outbound calls |
| WhatsApp | DND WhatsApp ON | No WhatsApp messages |
| All | DND All ON | No communication on any channel |
### Processing opt-outs
* **Automatic**: Email unsubscribe links and SMS STOP replies automatically update DND
* **Manual**: Update DND in the contact record under the DND section
* **Workflow**: Use the "Update DND" action in workflows to set opt-out status programmatically
* **Bulk**: Use bulk actions to update DND for multiple contacts at once
***
## Data subject requests
GDPR gives individuals rights over their personal data. Here is how to handle each request type in HoopAI:
### Right of access (SAR)
When a contact requests a copy of their data:
Search for the contact in **Contacts** by name, email, or phone.
Open the contact record and click **Export Contact Data** (or use the API to pull all fields).
Send the exported data to the requestor within 30 days (GDPR requirement).
### Right to erasure (right to be forgotten)
Confirm the requestor's identity before deleting any data.
Delete the contact from HoopAI. This removes their personal data from the platform.
Delete their data from any connected third-party tools (Zapier, Google Sheets, etc.) where data may have been synced.
Keep a record of the deletion request and completion date for your audit trail.
### Right to rectification
Update incorrect data on the contact record. The contact can also update their own information through forms or the client portal.
### Right to restrict processing
Set DND on all channels for the contact. Add a tag like "Processing Restricted" to prevent accidental re-enrollment in workflows.
***
## Audit trail
HoopAI logs activity on contact records, which can serve as part of your audit trail:
* **Activity log** — shows when fields were changed, who changed them, and what the old/new values were
* **Consent fields** — custom fields you set up to track consent date, source, and legal basis
* **Workflow history** — shows which automations the contact was enrolled in and when
* **Communication history** — full record of emails, SMS, and calls
Export audit data periodically for your compliance records. Go to **Settings → Data Export** to create scheduled exports.
***
## Data Processing Agreement (DPA)
If you need a DPA with HoopAI (required under GDPR when using a data processor), contact HoopAI support to request the standard DPA.
***
## Best practices
Track where and when each contact opted in — form name, date, IP address if possible. This is your proof of consent if challenged.
Send a confirmation email after form submission requiring the contact to click a link to confirm their subscription. This is considered best practice under GDPR.
GDPR consent does not last forever. Consider re-confirming consent periodically, especially for contacts who have not engaged recently.
Ensure all team members understand how to handle data subject requests and where to find consent records in HoopAI.
# Importing contacts
Source: https://help.hoopai.com/contacts/importing-contacts
Import contacts from a CSV file, handle shared information and deduplication, and troubleshoot common import errors in the HoopAI Platform.
The import feature lets you bring large sets of contacts into the HoopAI Platform from a CSV file. You can import contacts and opportunities simultaneously, map custom fields, add imported contacts to workflows and smart lists, and control how duplicates are handled.
## Preparing your CSV file
Before starting an import, make sure your file is properly formatted:
* **Format** — `.csv` with a single sheet
* **Size** — under 30 MB
* **Encoding** — UTF-8
* **Header row** — column names must be present for field mapping
### Formatting guidelines
| Field | Requirement |
| ------------- | -------------------------------------------------------------------------------------------- |
| Phone numbers | E.164 format preferred (e.g., `+1 1234567890`); US formats like `123-456-7890` also accepted |
| Dates | `mm/dd/yyyy` or `yyyy/mm/dd`; separators can be `/`, `-`, or `.` |
| Contact owner | `FirstName LastName` or `LastName FirstName` format |
| Tags | Comma-separated values: `Value 1, Value 2, Value 3` |
| Emails | Standard email format |
***
## Importing contacts
In the **Contacts** section, click the **Import** icon at the top right of the toolbar.
Choose **Contacts**, **Opportunities**, or both, then click **Next**.
Click **Upload a File** and select your CSV. The system uses email addresses (then phone numbers) as the default unique identifier for deduplication.
Click **Next** to proceed.
Map each column in your CSV to the corresponding Hoop contact field. Use the **Preview** column to verify the mapping is correct.
Set optional preferences for what happens after import:
* **Create a Smart List** — automatically creates a smart list containing all newly imported contacts
* **Add to workflow** — enroll imported contacts in an automation
* **Add tags** — apply one or more tags to all imported contacts
Cross-check the CSV against your field mapping. Check the **compliance checkbox** to confirm that all contacts have explicitly opted in to receive communications. Then click **Start Bulk Import**.
Monitor progress in the **Bulk Actions** tab under Contacts.
Contact imports cannot be reversed directly from the import wizard. To undo a mistaken import, go to **Contacts > Bulk Actions**, find the import action, and use the restore option in the three-dot menu.
***
## Importing contacts with shared information
When multiple contacts share the same address, company, phone number, or email address, you need to configure deduplication settings first.
Go to **Settings > Business Profile** and scroll to **Contact Deduplication Preferences**.
* Enable **Allow Duplicate Contacts** to permit new contacts to share identifiers with existing ones
* Configure the primary and secondary search preferences to match your import strategy
When "Allow Duplicate Contacts" is on, importing a contact with matching identifiers creates a new contact. When off, it updates the existing record instead.
Follow the standard import steps above. On the Upload step, select **Create and update contacts** as the import mode to ensure new entries are added without overwriting existing records.
***
## Troubleshooting import errors
Go to **Contacts > Bulk Actions** and locate your import in the list.
Click **Show Stats** to see a breakdown of total contacts, successful imports, and errors.
Click the **Error** tab to see errors organized by line number. Each line number corresponds to a row in your CSV (Line 1 = first contact).
### Common errors and resolutions
| Error | Cause | Resolution |
| -------------------- | -------------------------------------------------------- | --------------------------------------------------------------- |
| Formatting error | Column headers or data types don't match required format | Fix the CSV structure and re-import |
| Missing information | Required fields (name, email, phone) are absent | Add the missing data and re-import |
| Duplicate contact | Contact matches an existing record | Adjust deduplication settings or use Manage Duplicates to merge |
| Encoding error | File is not UTF-8 encoded | Re-save the CSV with UTF-8 encoding |
| Invalid phone number | Phone format not recognized | Use E.164 format (`+1 1234567890`) |
### Troubleshooting tips
* **Pre-validate your data** — use spreadsheet software to check for missing values, formatting issues, and inconsistencies before importing
* **Test with a small batch** — import 5–10 rows first to confirm field mapping is correct before doing a full import
* **Check for hidden characters** — spreadsheet software sometimes adds invisible characters; resave as plain CSV if issues persist
***
## Frequently asked questions
Yes. On the first step of the import wizard, select both Contacts and Opportunities. Map fields for both objects during the mapping step.
Double-check the CSV for hidden formatting issues. If problems persist, contact Hoop support for further assistance.
Yes. Navigate to **Contacts > Bulk Actions**, find the import, and use the restore option in the three-dot menu to revert the imported contacts.
Map additional email columns during the field mapping step. The system will assign them as secondary email addresses on the contact record.
# Multiple email addresses
Source: https://help.hoopai.com/contacts/multiple-email-addresses
Add and manage multiple email addresses per contact in the HoopAI platform, including primary selection and campaign behavior.
Each contact in the HoopAI platform supports up to 11 email addresses — one primary and up to 10 additional. This accommodates contacts who use separate personal, work, and business addresses.
## Adding additional email addresses
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the **Contact** section, click the **+** icon next to the primary email field.
Type the email address and click outside the field to save.
## Primary vs. secondary emails
The **primary** email address is used by default for:
* Email campaigns and broadcasts
* Workflow email actions
* Invoice and payment notifications
* Calendar booking confirmations
Secondary emails are stored on the record and visible in the contact detail panel. They are useful for record-keeping and manual outreach.
## Which email receives campaigns
Email campaigns and automated workflow emails are sent to the **primary** email address only. To send to a secondary email:
* In the Conversations inbox, select the desired address from the **To** dropdown before composing
* For one-off emails, manually choose the recipient address
Bulk email campaigns always target the primary email. There is no option to send a campaign to secondary addresses in bulk.
## Merging contacts with different emails
When merging duplicate contacts that have different email addresses, the merge process consolidates all email addresses onto the master record. The primary email of the master contact is preserved as primary, and the other contact's emails are added as secondary addresses.
## Importing with multiple emails
During CSV import:
* Map the first email column to **Email** (this becomes the primary)
* Map additional email columns to **Additional Email 1**, **Additional Email 2**, etc.
If a contact already exists and the import finds a match on the primary email, additional emails from the CSV are appended to the existing record.
Use the primary email for the address where the contact is most likely to engage with your campaigns. Save secondary addresses for alternative contact points or internal reference.
# Multiple phone numbers
Source: https://help.hoopai.com/contacts/multiple-phone-numbers
Add and manage multiple phone numbers per contact in the HoopAI platform, including primary selection and SMS behavior.
Each contact in the HoopAI platform supports up to 11 phone numbers — one primary and up to 10 additional numbers. This is useful for contacts who have separate work, mobile, and home numbers.
## Adding additional phone numbers
Navigate to **Contacts > Smart Lists** and click the contact's name.
In the **Contact** section, click **+ Add** and select **Phone**.
Type the phone number and select a label from the dropdown: **Mobile**, **Work**, **Home**, or **Landline**. Each label can only be used once per contact.
Click outside the field or press Enter to save.
## Primary vs. secondary numbers
The **primary** phone number is the default used for:
* Outbound SMS messages sent from workflows and campaigns
* Caller ID matching on inbound calls
* Display in contact lists and smart list columns
Secondary numbers are stored on the contact record and visible in the contact detail panel, but are not used for outbound communications unless explicitly selected.
## Which number receives SMS
By default, SMS messages are sent to the **primary** phone number. To send to a different number:
* In the Conversations inbox, click the **To** dropdown and select a different number before sending
* In workflows, the SMS action targets the primary number unless you use a custom field reference for a specific number
## Switching the primary number
To change which number is primary:
1. Open the contact record
2. Click the **radio button** next to the number you want as primary
3. The change applies immediately — all future outbound SMS and calls will use the new primary number
## Importing contacts with multiple numbers
When importing via CSV, you can map multiple phone columns:
* Map the first phone column to **Phone** (this becomes the primary)
* Map additional phone columns to **Additional Phone 1**, **Additional Phone 2**, etc.
The import wizard provides mapping options for each additional phone field.
## Using multiple numbers in workflows
Workflow actions that send SMS default to the primary number. To target a specific secondary number, store it in a custom field and reference that field in the workflow action's recipient configuration.
Deleting the primary phone number requires setting another number as primary first. The contact must always have a primary number if any phone numbers exist on the record.
# Notes
Source: https://help.hoopai.com/contacts/notes
Create, edit, pin, and search notes on contact records to capture context and keep your team informed in the HoopAI Platform.
Notes let you record free-form information directly on a contact record — call summaries, preferences, background details, or anything else your team needs to remember. Every note is timestamped, searchable, and visible to all team members with access to the contact.
## Accessing notes
Open any contact record and click the **Notes** tab in the right-side information panel. All existing notes for that contact are displayed in reverse chronological order (newest first).
***
## Creating a note
Navigate to **Contacts > Smart Lists**, click a contact's name to open their record, then select the **Notes** tab in the right-side panel.
Click **+ Add** to open the note editor.
Enter your note text in the editor. Notes support plain text and can be as long as needed. Common uses include:
* Call summaries and next steps
* Client preferences and personal details
* Meeting outcomes and decisions made
* Concerns, objections, or special handling instructions
Click **Save** to attach the note to the contact record. The note appears immediately with your name and a timestamp.
***
## Editing a note
In the **Notes** tab, find the note you want to update.
Click the **pencil icon** on the note card to open the editor.
Make your changes, then click **Save**. The note retains its original timestamp but shows that it has been edited.
***
## Deleting a note
Click the **trash icon** on the note card to delete it. A confirmation prompt appears before the note is permanently removed.
Deleting a note is permanent and cannot be undone. If you want to preserve the content, edit the note rather than deleting it.
***
## Searching and sorting notes
Use the **search bar** at the top of the Notes tab to find notes by keyword. This is especially useful on contacts with a long history.
Use the **sort control** to switch between:
* **Newest first** — default view; most recent notes appear at the top
* **Oldest first** — useful for reviewing the full chronological history of a contact
***
## Pinning notes
Pin important notes so they always appear at the top of the list, regardless of sort order.
Find the note in the Notes tab.
Click the **pin icon** on the note card. Pinned notes move to the top of the list and display a filled pin icon.
Click the pin icon again to unpin the note and return it to its natural position in the list.
Pin your most important context notes — such as a client's preferred communication method or an agreed-upon discount — so they are immediately visible to any team member who opens the record.
***
## Notes in automation
Workflows can create notes on contact records automatically using the **Create Note** action. This is useful for logging events such as:
* When a contact submits a form
* When a payment is received
* When a workflow stage changes
Automated notes are indistinguishable from manual notes in the Notes tab and include a timestamp reflecting when the workflow ran.
***
## Frequently asked questions
Yes. Notes are visible to any team member who has access to the contact record. There is no concept of private notes — use internal comments in the Conversations tab if you need to leave messages only for specific team members.
Notes are text-only. To attach files to a contact record, use the **Documents** tab where you can upload PDFs, images, and other file types.
Yes. When two contacts are merged, all notes from both records are combined on the master record.
Not directly from the Notes tab. Use the **Advanced Filters** in Smart Lists and filter by note content to find contacts based on notes across your entire database.
# Contacts overview — managing leads and clients in HoopAI
Source: https://help.hoopai.com/contacts/overview
Manage contacts with smart lists, bulk actions, contact details, tasks, tags, notes, custom fields, importing, duplicate management, appointments, contact activity, contact scoring, associations, businesses, followers, exporting, and do-not-contact controls.
The Contacts section is your central hub for every person your business has ever interacted with. It gives you smart filtering, a full activity timeline, task management, custom data fields, and the tools to keep your contact database clean and accurate.
Create filtered views using advanced conditions, save them for instant reuse, and share them with your team.
Apply tags, send messages, export, or delete multiple contacts at once without opening individual records.
View the full history of any contact — messages, appointments, payments, tasks, and associated opportunities.
Create and track follow-up tasks linked to contact records so nothing falls through the cracks.
Organize contacts with custom tags for segmentation, smart list filtering, and automation triggers.
Add free-form notes to a contact record to capture context from calls, meetings, or research.
Add business-specific data fields to contact records to capture information beyond the standard fields.
Bring contacts into HoopAI from a CSV file, map fields, and track import progress.
Detect, merge, and restore duplicate contact records to keep your database clean and accurate.
View and manage all appointments scheduled with a contact directly from their record.
Review a full chronological timeline of every interaction, change, and event tied to a contact.
Automatically score contacts based on engagement behaviors to prioritize follow-up and outreach.
Link contacts to opportunities, custom objects, and other records to model real-world relationships.
Group contacts under a business (company) record and track account-level relationships.
Follow a contact record to receive notifications whenever it is updated or has new activity.
Export a filtered contact list to a CSV file for use in external tools or for data backups.
Mark contacts as do-not-contact to suppress outbound communication across all channels.
Track leads through your sales pipeline — kanban board, list view, pipeline stages, and opportunity reporting.
## Getting started
Go to **Contacts** and click **Import** in the top-right corner. Upload a CSV file, map your columns to HoopAI fields, and let the importer handle deduplication automatically.
Navigate to **Settings → Custom Fields** and add any business-specific fields you need — job title, preferred location, intake date, or anything else not covered by the standard contact record.
Click **+ Add Smart List**, build a filter using the field conditions that define your segment (for example, tag equals "lead" and source equals "website"), and save it so it appears in the top navigation for one-click access.
Go to **Settings → Manage Scoring** and define the engagement behaviors that should increase or decrease a contact's score. High-scoring contacts will surface at the top of your follow-up queue.
Review any contacts that have opted out or asked not to be contacted, and apply the Do Not Contact flag so the platform suppresses all outbound messages for those records automatically.
Contacts can also be created automatically when someone fills out a form, books an appointment, completes a purchase, or is imported via a workflow action — you do not need to add every contact manually.
## Frequently asked questions
A tag is a label attached directly to a contact record — it's a piece of data stored on the contact itself. A smart list is a saved filter query that returns contacts meeting certain conditions in real time. Tags are often used as filter conditions inside smart lists, but the two are separate things. Deleting a tag removes it from all contacts; deleting a smart list removes only the saved view, not any data.
Importing contacts is for bringing new contact records into HoopAI from an external CSV file. Bulk actions operate on contacts that already exist in the platform — for example, applying a tag, sending a message, or exporting a filtered list to CSV. Use import to get data in; use bulk actions to manage data that is already there.
HoopAI detects potential duplicates based on matching email addresses and phone numbers. You can review flagged duplicates in the Contacts section and choose to merge them — the system combines all notes, tasks, and activity from both records into one. Merges can be reversed within a limited window.
When a contact is marked Do Not Contact, the platform will not send any outbound SMS, email, or call initiated through workflows, campaigns, or manual sends from the Conversations inbox. The flag does not prevent team members from viewing the contact record or from receiving inbound messages from that contact.
Businesses (companies) are a specific type of account-level record — you group individual contacts under a business to represent a corporate relationship. Associations are a broader linking system that lets you connect contacts to any other object type, such as opportunities or custom objects. Every contact under a business has an association to that business, but associations cover many more relationship types.
Yes. Apply the smart list filter so the view shows only the contacts you want, then use **Bulk Actions → Export** to download those contacts as a CSV. The export respects whatever filters and columns are active in the current view.
# Restore deleted contacts
Source: https://help.hoopai.com/contacts/restore-deleted-contacts
How to recover accidentally deleted contacts in HoopAI — undo delete, restore from trash, and what data is recoverable.
Accidentally deleted contacts can often be recovered — but time limits apply. Here is how to restore contacts and what to expect.
***
## Undo bulk delete (within seconds)
When you bulk-delete contacts, an **Undo** toast notification appears at the bottom of the screen for a few seconds. Click **Undo** immediately to reverse the action.
The Undo option disappears after a few seconds. If you miss it, you will need to use the trash/restore method below.
***
## Restore from trash
Deleted contacts are moved to the trash and retained for a limited period.
Navigate to **Contacts** from the main navigation.
Click the **Trash** or **Deleted Contacts** filter in the contact list sidebar.
Search or scroll to find the contacts you want to restore.
Select the contacts and click **Restore**. The contacts are moved back to your active contact list with their data intact.
***
## Bulk restore
To restore multiple contacts at once:
1. Go to the Trash view
2. Select all contacts you want to restore (use the checkbox at the top to select all)
3. Click **Restore Selected**
4. Confirm the action
***
## What gets recovered
| Data | Recovered? |
| -------------------------------------------------- | -------------------------------------------------------------------- |
| Contact fields (name, email, phone, custom fields) | Yes |
| Tags | Yes |
| Notes | Yes |
| Conversation history | Yes |
| Opportunities linked to the contact | Depends — may need manual re-linking |
| Workflow enrollments | No — workflows must be re-triggered |
| Appointments | Past appointments are retained; future appointments may be cancelled |
| Tasks | Yes |
***
## What is lost permanently
* **Workflow history and active enrollments** — the contact is not re-enrolled in any workflows they were in before deletion
* **Appointment bookings** — future appointments created by the contact may have been cancelled at deletion
* **Integration sync data** — data synced to third-party tools (Zapier, Google Sheets) is not automatically restored
***
## Time limits
| Scenario | Recovery window |
| ------------------------ | ---------------------------------------------------- |
| Undo toast (bulk delete) | \~5–10 seconds |
| Restore from trash | Up to 30 days |
| After 30 days in trash | Permanently deleted — not recoverable |
| Deleted via API | Check trash immediately — same 30-day window applies |
Time limits may vary based on your plan. Check with HoopAI support if you need to recover contacts older than 30 days.
***
## Prevention tips
Instead of deleting inactive contacts, move them to a "Do Not Contact" smart list or apply a tag. This preserves the data while keeping them out of active campaigns.
In **Settings → My Staff**, restrict the "Delete Contacts" permission to admin users only.
Before any bulk delete, export the contacts to CSV first. This gives you a backup to re-import if needed.
If a contact asks to stop receiving messages, set their DND status instead of deleting. This maintains compliance records.
# Smart lists
Source: https://help.hoopai.com/contacts/smart-lists
Create, filter, manage, and share smart lists to segment your contacts dynamically in the HoopAI Platform.
Smart lists are saved, filtered views of your contact database. By combining conditions, sort orders, and custom columns, you can instantly see exactly the right contacts — and share those views with teammates.
## Creating a smart list
Navigate to **Contacts** in the left sidebar, then click the **Smart Lists** tab.
Click the **+ Add Smart List** button to open the filter panel on the right.
Click the name field at the top of the filter panel and enter a descriptive name.
Click **Advanced Filters** to select filter criteria. Choose a field, then pick a condition:
* **Is / Is Not** — exact match
* **More Than / Less Than** — numerical comparison
* **Contains** — partial text match
* **Is Empty / Is Not Empty** — presence check
* **Has Active Campaign** — automation membership check
Click **Apply** to confirm each filter.
Use **And** to require all conditions, or **Or** to allow any condition. Add additional filter rows as needed.
Expand the **Sort By** menu to choose a field and direction (ascending or descending).
Click **Fields** to select which columns appear in the list. The contact name column is always first.
Click **Create** in the bottom right to save.
The new list appears in the top navigation bar for quick access.
***
## Managing smart lists
Access the management panel by clicking the **three-dot icon** in the Smart Lists tab and selecting **Manage Smart Lists**.
Each smart list is displayed as a card with quick action buttons:
Click and hold the drag handle icon on any card to reorder smart lists in the panel.
Click the **Duplicate** icon to copy a smart list and its filters to a new list.
Click the **Share** icon to share a smart list with all users or selected individuals.
Sharing status icons appear next to each list:
* **Globe icon** — shared with everyone
* **Person icon** — shared by you with others
* **Incoming arrow** — shared with you by another user
Click the **Edit** (pencil) icon to rename the smart list.
Click the **Delete** (trash) icon to remove the smart list. Contacts remain in your account.
To delete a shared smart list, you must first revoke access for all other users.
***
## Editing a smart list
Click the smart list you want to edit in the top navigation bar.
Click **Advanced Filters** to view and modify the current filter conditions.
Click **Clear All Filters** to start fresh, or use the **And** / **Or** operators to add and adjust filters.
* Click **Save** to update the existing smart list
* Click **Save as New** to create a new list with the current filters
* Click **Discard Changes** to revert to the previous state
***
## Common use cases
Create a list of customers who purchased within the last 6 months to target with a new product launch campaign.
Filter by lead score or recent activity to help your sales team focus on the highest-value prospects.
Identify potential attendees by past attendance, location, or stated interests for targeted invitations.
Surface contacts with multiple open support tickets so your team can proactively reach out.
List contacts who have earned a threshold of loyalty points and send them exclusive offers.
Find contacts who purchased a specific product and promote complementary or upgraded options.
***
## Adding a contact photo
You can add or change a contact's profile photo to replace the default initials bubble.
### Adding a photo to a new contact
In the Smart Lists tab, click **+ Add Contact**.
In the contact creation form, click the pencil icon under **Contact Image**, then click **Upload Image** to select a file from your computer.
Fill out the remaining contact details and click **Save**.
### Editing an existing contact's photo
Click on the contact's name in any smart list.
Hover over the contact's image or initials circle, then click the pencil icon that appears.
Click **Upload From Computer**, select your image, crop it as desired, and click **Save**.
Profile photos appear in the Contacts Smart List, Conversation Inbox, and the right-side contact panel. Use a 512x512 pixel JPG or PNG image under 2.5 MB for best results.
***
## Viewing and deleting cards on file
Stored payment cards can be reviewed and removed from a contact record.
Go to **Contacts** and find the contact whose stored cards you want to manage.
Click the **\$** icon within the contact record.
Open the **Actions** menu and select **Manage Cards**. All stored cards are listed here.
Click the **trash** icon next to any card. A confirmation popup appears. For cards linked to an active subscription, an additional warning is displayed before confirmation.
Deleting a card that is linked to an active subscription will remove the payment method for automatic billing on that subscription.
# Tags
Source: https://help.hoopai.com/contacts/tags
Create, apply, remove, and automate tags to organize and segment your contacts in the HoopAI Platform.
Tags are labels you attach to contacts to categorize and segment them. By combining tags with smart lists, you can instantly create dynamic filtered views, target specific groups in bulk actions, and trigger automations based on tag changes.
## Creating and applying tags
Navigate to **Contacts > Smart Lists** and click a contact's name to open their record.
In the **Tags** field, type a new tag name and press **Enter** to create it, or click the field to open the dropdown and select an existing tag.
Click the **X** next to any tag in the contact record to remove it.
You can also create tags globally under **Settings > Tags** by clicking **Create**, entering a tag name, and clicking **Create** again. Globally created tags are available for selection across all contacts.
***
## Adding and removing tags in bulk
To apply or remove tags across many contacts at once:
In the **Smart Lists** tab, check the contacts you want to update.
* To add tags: click the **Add Tag** icon in the bulk actions toolbar
* To remove tags: open the **More** dropdown and select **Remove Tags**
In the dialog:
* **Add Tags** — select from the dropdown; tags already applied to all contacts will not appear
* **Remove Tags** — select specific tags to remove, or choose **Remove All Tags** to clear every tag
Enter a descriptive name for the action (this appears in the bulk actions tracking report), then click **Add Tags** or **Remove Tags**.
If tags were removed by mistake, go to **Contacts > Bulk Actions**, find the action, and click the restore button in the three-dot menu.
***
## Using tags in smart lists
Tags are one of the most powerful filtering options in smart lists:
1. Open **Contacts > Smart Lists** and click **+ Add Smart List**
2. Click **Advanced Filters**
3. Select **Tag** as the filter field
4. Choose **Is**, **Is Not**, **Contains**, or **Is Empty** as the condition
5. Enter the tag value and click **Apply**
This lets you instantly segment contacts — for example, filtering everyone tagged "hot lead" or "VIP customer."
***
## Automating tags with workflows
Workflows can automatically apply or remove tags based on triggers:
* **Add Contact Tag** action — applies a tag when a contact reaches a specific step in a workflow
* **Remove Contact Tag** action — removes a tag when triggered
This ensures consistent tagging without manual effort. For full details on these workflow actions, refer to the **Automation** documentation.
***
## Practical examples
Tag contacts as `new-lead`, `qualified`, `proposal-sent`, or `closed-won` to track pipeline stages outside of Opportunities.
Tag attendees with `event-2026`, `vip-guest`, or `checked-in` to manage invitations and follow-ups.
Use tags like `newsletter-subscriber`, `loyalty-member`, or `churn-risk` to drive targeted marketing campaigns.
Tag contacts with `escalated` or `pending-callback` so your support team knows exactly who needs attention.
***
## Frequently asked questions
Yes. Contacts can have as many tags as needed. Use tags logically to maintain an organized system.
Deleting a tag removes it from every contact it was applied to. Use caution — this cannot be undone.
Use the **Advanced Filters** in Smart Lists, or use the search bar and filter by tag in the contacts view.
# Tasks
Source: https://help.hoopai.com/contacts/tasks
Create, assign, filter, and manage tasks linked to contacts, opportunities, and other objects in the HoopAI Platform.
Tasks keep your team organized by consolidating all action items in one place. You can create tasks linked to contacts, opportunities, companies, or custom objects, assign them to team members, set due dates, and monitor progress from a central dashboard.
## Accessing tasks
Navigate to **Contacts > Tasks** to see a full view of all tasks across your account.
***
## Task categories
The task list is divided into four categories:
* **All** — every task in the system
* **Due Today** — tasks due by end of the current day
* **Overdue** — tasks that have passed their due date without completion
* **Upcoming** — tasks with future due dates
***
## Creating a task
In the **Tasks** tab, click **+ Add New Task**. Alternatively, click **+ Add** in the Tasks section of any individual contact record.
Give the task a clear, descriptive title for easy identification.
Provide context or instructions for the assignee. A clear description ensures tasks are executed efficiently.
Assign a due date to establish a deadline and help your team prioritize.
Enable the **Recurring Tasks** toggle to automatically re-create the task at a set interval.
* **Repeats Every** — define the recurrence frequency (e.g., daily, every two weeks, monthly)
* **End Date** — set when the recurrence stops
Recurring tasks show a cycle icon in the Due Date column. Hover over the icon to see the recurrence frequency.
Use the **Contact** field to associate the task with a specific contact. For tasks that span multiple records, open the **Associate To** menu and select one or more object types (contacts, opportunities, companies, custom objects). Click **+ Add** to select specific records. Up to 10 of each object type can be linked per task.
Select an assignee from the dropdown to notify that team member and make them responsible for the task.
Click **Save** to add the task to your list, **Save and Add Another** to create an additional task immediately, or **Cancel** to discard.
***
## Filtering and sorting tasks
Use the **Assignees** filter to show tasks assigned to specific team members or tasks that are currently unassigned.
Filter tasks by **Pending** or **Completed** status to prioritize active work.
Select an assignee to make a specific team member responsible for completing the task.
Check the checkmark icon on any task row to mark it as completed.
Click the delete icon in the Actions column to permanently remove a task.
***
## Viewing tasks on a contact record
Tasks linked to a specific contact are visible directly within that contact's record.
***
## Task table columns
| Column | Description |
| ------------------- | ------------------------------------------------------ |
| Status | Check the checkmark icon to mark a task as completed |
| Title | Click the task title to open the linked contact record |
| Description | Brief overview of the task's requirements |
| Associated Contacts | The contact or object linked to the task |
| Assignee | Team member responsible for the task |
| Due Date | Deadline; recurring tasks show a cycle icon |
| Actions | Edit or permanently delete the task |
***
## Multi-object tasks
A single task can be linked to multiple contacts, opportunities, companies, or custom objects — eliminating the need to create separate tasks for related records.
To add multiple objects to a new or existing task:
1. Open the task creation or edit form
2. Open the **Associate To** menu and select the object types to include
3. Click **+ Add** to select specific records (up to 10 per object type)
4. Click **Save**
Multi-object tasks appear in the Tasks tab of every linked record, keeping all related parties informed of outstanding action items.
# Activity cards in HoopAI conversations
Source: https://help.hoopai.com/conversations/activity-cards
Track appointments, invoices, opportunities, and contact field changes inline in HoopAI conversations — no screen switching needed.
Activity Cards appear inside your conversation thread whenever a significant action occurs for a contact — such as an appointment being booked or an invoice being paid. They keep your entire team informed without anyone needing to navigate to a different part of the platform.
## Types of activity cards
### Appointments
When an appointment is created, rescheduled, or canceled, an Activity Card appears in the conversation panel. Click the card to edit the appointment details directly without leaving the conversation.
### Invoices
An Activity Card appears when an invoice is sent to a contact or when payment is received. Clicking the card opens the invoice in a new tab so you can review all the details.
### Do Not Disturb (DND)
Activity Cards notify you as soon as a contact is marked as Do Not Disturb or removed from the DND list. This ensures your team always knows the contact's communication preferences before sending a message.
### Contact fields
When a contact automatically updates a field — for example, by submitting a form — a card appears in the thread. Click it to view the updated field details and understand what information changed.
### Opportunities
Activity Cards related to opportunities appear when a new opportunity is created, updated, or deleted. Click the card to edit the opportunity in real time without navigating away from the conversation.
***
## Why activity cards matter
Activity Cards ensure that every team member handling a conversation has instant visibility into key events happening around the contact. Key benefits:
* No context switching — view and act on appointments, invoices, and opportunities without leaving Conversations.
* Team alignment — everyone sees the same activity timeline for the contact.
* Quick access — clickable cards link directly to the related record.
* Audit trail — timestamped cards provide a clear sequence of events.
# Contact details panel in conversations
Source: https://help.hoopai.com/conversations/contact-details-panel
View and edit contact information, tags, tasks, and notes directly from the right-hand panel in HoopAI conversations without switching screens.
Every conversation in HoopAI has a collapsible **Contact Details Panel** on the right side. It gives your team instant access to the contact's profile, conversation history context, assigned tags, open tasks, and custom field data — all without navigating away from the conversation.
***
## Opening the contact details panel
Click the **contact name** or the **person icon** at the top right of any open conversation to expand the contact details panel. Click again to collapse it.
***
## What is in the panel
### Contact information
The top section shows the contact's core profile data:
| Field | Description |
| ------------- | -------------------------------- |
| Name | Full name — click to edit inline |
| Phone | Primary phone number |
| Email | Primary email address |
| Address | Physical address if on file |
| Date of birth | If captured |
| Company | Associated business |
Click the **pencil icon** next to any field to edit it directly without opening the full contact record.
### Tags
View and manage the contact's tags from the panel. Click **+ Add Tag** to assign a new tag, or click the **×** next to an existing tag to remove it.
### Custom fields
Any custom contact fields configured in your account appear here. This makes it easy to reference or update lead qualification data, intake form answers, or any other structured data while you are in a conversation.
### Activity timeline
The **Activity** tab inside the panel shows a condensed timeline of recent interactions — appointments booked, emails opened, form submissions, and other tracked events — so you have full context before replying.
### Tasks
The **Tasks** section shows all open tasks assigned to this contact. You can:
* View task name, due date, and assigned user
* Mark tasks as complete
* Add new tasks without leaving the conversation
### Notes
Add private notes to the contact record that are visible to your whole team but not to the contact. Notes are separate from Internal Comments (which appear in the conversation thread) — they live on the contact's profile.
***
## Navigating to the full contact record
At the top of the panel, click the **Open Contact** button (or the contact's name) to navigate to their full CRM record in a new view. This is useful when you need to access full pipeline history, all conversation threads, or advanced settings that are not shown in the panel.
***
## Why the panel matters
Your team can read, update, and act on contact data while actively messaging — no need to open a separate tab or navigate away.
Sales reps can check and update custom qualification fields in real time as information comes up naturally in a conversation.
When a conversation is reassigned, the incoming team member can immediately see tags, tasks, and recent activity without digging through the full record.
# 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
# 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.
# Acceptable Use Policy
Source: https://help.hoopai.com/legal/acceptable-use
Rules and guidelines governing acceptable use of the HoopAI platform, services, and APIs.
**Last Updated: January 2026**
This Acceptable Use Policy (“AUP”) governs your use of the HoopAI platform, including all products, services, APIs, and related technologies provided by HoopAI, Inc. (“HoopAI,” “we,” “us,” or “our”). By accessing or using the HoopAI platform, you agree to comply with this AUP. Violations may result in enforcement actions up to and including account termination.
This AUP supplements the HoopAI [Terms of Service](/legal/terms-of-service) and [Privacy Policy](/legal/privacy-policy). Capitalized terms not defined here have the meanings assigned in those agreements.
***
## Policy overview
You must use the HoopAI platform in compliance with all applicable laws, regulations, and industry standards. By using our services, you agree to:
* Use the platform only for lawful business purposes
* Maintain accurate and current account information
* Keep your login credentials secure and confidential
* Maintain all necessary business licenses, permits, and insurance required for your operations
* Obtain all required permissions, consents, and authorizations before collecting, processing, or storing personal data through the platform
* Comply with all applicable accessibility laws and standards
**Best practice:** Conduct periodic reviews of your account activity, user permissions, and data processing practices to ensure ongoing compliance with this AUP and applicable regulations.
The following activities are strictly prohibited on the HoopAI platform:
**Violation of any of the following prohibitions may result in immediate suspension or termination of your account without prior notice.**
### 2.1 Platform integrity
* **Reverse engineering** — Decompiling, disassembling, reverse engineering, or otherwise attempting to extract the source code, underlying algorithms, or data models of the platform
* **Derivative works** — Creating derivative works based on the platform or any of its components
* **Proprietary notices** — Removing, altering, or obscuring any proprietary notices, labels, trademarks, or branding on the platform
* **Unauthorized access** — Accessing or attempting to access accounts, systems, or data without proper authorization
* **Non-standard interfaces** — Accessing the platform through any non-standard or unauthorized interface, tool, or automated means not provided or approved by HoopAI
* **Security circumvention** — Bypassing, disabling, or interfering with any security features, access controls, or content-filtering mechanisms
* **Platform interference** — Engaging in any activity that disrupts, degrades, or interferes with the normal operation of the platform, including denial-of-service attacks
* **Robots.txt violations** — Bypassing or ignoring robots.txt directives or other access-restriction mechanisms
* **Scraping** — Automated scraping, crawling, or harvesting of platform content or data without express written authorization
### 2.2 Competitive misuse
* **Competitor access** — Using the platform by or on behalf of a competitor for the purpose of gaining competitive intelligence, benchmarking, or replicating platform features
* **Misrepresentation** — Misrepresenting your identity, affiliation, or the purpose of your use of the platform
### 2.3 User conduct
* **Harassment** — Engaging in harassing, threatening, intimidating, predatory, or stalking conduct toward any individual
* **Impersonation** — Impersonating HoopAI employees, officials, or representatives, or any other person or entity
* **Content tampering** — Deleting, revising, or modifying content created by other users without authorization
* **Attribution modification** — Modifying, removing, or falsifying author attributions on content
* **Unauthorized registration** — Creating accounts or subscriptions without proper authorization or through fraudulent means
### 2.4 Data export restrictions
* Do not export or transmit data in violation of applicable export control laws, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR)
* Do not provide platform access to individuals or entities in restricted jurisdictions or on sanctioned-party lists
All content created, uploaded, stored, or distributed through the HoopAI platform must comply with the following standards:
**Prohibited content includes but is not limited to:**
* **Illegal content** — Any content that violates applicable local, state, national, or international laws
* **Hate speech** — Content that promotes hatred, discrimination, or violence against individuals or groups based on race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics
* **Malware** — Viruses, trojans, worms, ransomware, spyware, or any other malicious software or code
* **Fraudulent content** — Content designed to deceive, defraud, or mislead users, including phishing schemes
* **Intellectual property violations** — Content that infringes on copyrights, trademarks, patents, trade secrets, or other intellectual property rights of third parties
* **Explicit or exploitative material** — Obscene, pornographic, or sexually exploitative content, particularly any content involving minors
* **Defamatory content** — Content that is knowingly false and damages the reputation of individuals or organizations
**Best practice:** Implement internal content review processes before publishing or distributing content through the platform. Designate a team member responsible for content compliance.
You are responsible for ensuring that your use of the HoopAI platform complies with all applicable data protection and privacy laws. This includes but is not limited to:
### 4.1 Applicable regulations
| Regulation | Scope | Key requirements |
| --------------- | --------------------------------- | -------------------------------------------------------------- |
| **GDPR** | EU/EEA residents | Lawful basis for processing, data subject rights, DPA required |
| **CCPA / CPRA** | California residents | Consumer rights disclosure, opt-out mechanisms, data inventory |
| **HIPAA** | Protected health information (US) | BAA required, encryption, access controls, audit trails |
| **PCI DSS** | Payment card data | Secure handling, no storage of CVV, compliance validation |
| **PIPEDA** | Canadian residents | Consent-based processing, data breach notification |
### 4.2 Your obligations
* **Lawful basis** — Maintain a lawful basis for all data processing activities conducted through the platform
* **Notice and consent** — Provide clear and conspicuous privacy notices and obtain all required consents before collecting or processing personal data
* **Consent records** — Maintain accurate and auditable records of all consents obtained from data subjects
* **Jurisdiction compliance** — Comply with notice and consent obligations specific to each jurisdiction in which you operate or where your contacts reside
* **Data minimization** — Collect and process only the personal data that is necessary for your stated purposes
* **Contact data** — Ensure you have all necessary permissions and consents for any Contact Data processed through the platform
**Best practice:** Maintain a data processing register that documents the categories of data processed, legal bases, retention periods, and any third-party sharing. Review and update this register quarterly.
All electronic communications sent through the HoopAI platform must comply with applicable laws and industry standards.
### 5.1 Messaging compliance requirements
| Requirement | Email (CAN-SPAM) | SMS/MMS (TCPA) | A2P 10DLC |
| ------------------------- | ----------------------------------------- | -------------------------------- | -------------------------------------- |
| **Prior consent** | Implied or express | Express written consent required | Campaign registration required |
| **Sender identification** | Accurate From header and physical address | Registered business identity | Brand and campaign verified |
| **Opt-out mechanism** | Unsubscribe link in every message | STOP keyword support | STOP keyword support |
| **Opt-out processing** | Within 10 business days | Immediate | Immediate |
| **Content restrictions** | No deceptive subject lines | No prohibited content categories | Content must match registered use case |
| **Record keeping** | Maintain consent and opt-out records | Written consent records | Registration documentation |
### 5.2 Prohibited messaging practices
**The following messaging practices are strictly prohibited:**
* **Spam** — Sending unsolicited bulk messages or communications to individuals who have not opted in
* **Purchased lists** — Using purchased, rented, or third-party contact lists where recipients have not provided direct consent to receive communications from you
* **Scraped contacts** — Sending messages to contacts obtained through scraping, harvesting, or other unauthorized collection methods
* **Opt-out violations** — Failing to honor opt-out requests or continuing to send messages after a recipient has unsubscribed
* **Missing unsubscribe** — Sending marketing communications without a clear and functioning unsubscribe or opt-out mechanism
* **Deceptive messaging** — Using misleading sender information, subject lines, or message content
**Best practice:** Implement double opt-in for all marketing lists, regularly clean your contact lists to remove inactive or bounced addresses, and maintain suppression lists across all communication channels.
The HoopAI platform provides AI-powered agents, chatbots, and automation tools. The following rules govern their use:
### 6.1 Transparency and disclosure
* **AI disclosure** — You must clearly disclose to end users when they are interacting with an AI agent, chatbot, or automated system rather than a human
* **No deceptive bots** — AI agents must not be designed or configured to deceive users into believing they are communicating with a human
* **Accurate responses** — You are responsible for ensuring that AI-generated content and responses are accurate and not misleading
### 6.2 AI usage restrictions
* Do not use AI agents to generate or distribute spam, phishing content, or malicious communications
* Do not use AI agents to harass, threaten, or intimidate individuals
* Do not use AI agents to impersonate real individuals without their explicit consent
* Do not train or configure AI agents to produce content that violates the Content Standards (Section 3) of this AUP
* Do not use AI automation to circumvent rate limits, security controls, or other platform restrictions
**You are responsible for all actions taken by AI agents and automations configured under your account, including any communications they send and data they process.**
**Best practice:** Regularly review AI agent conversations and outputs. Establish human oversight processes for sensitive use cases such as healthcare, financial advice, or legal guidance.
Access to the HoopAI API is subject to the following usage policies:
### 7.1 Rate limits and quotas
* Respect all published API rate limits and usage quotas
* Do not attempt to circumvent rate limiting through multiple accounts, IP rotation, or other evasion techniques
* Implement proper error handling and exponential backoff for rate-limited requests
### 7.2 API usage restrictions
* API access is for building integrations that complement your use of the HoopAI platform
* Do not use the API to build competing products or services
* Do not redistribute API access or resell API data to unauthorized third parties
* Do not use the API to perform bulk data extraction or scraping beyond your authorized use case
* Include proper attribution when required by the API terms
### 7.3 Authentication and security
* Keep API keys, tokens, and credentials secure and confidential
* Rotate API credentials regularly and immediately revoke compromised credentials
* Do not share API credentials across organizations or embed them in client-side code
* Use HTTPS for all API communications
**Best practice:** Use environment variables or a secrets manager for API credentials. Monitor your API usage dashboards regularly to detect anomalies or unauthorized access.
HoopAI reserves the right to take enforcement action against any account that violates this AUP. Enforcement actions are applied progressively based on the severity and frequency of violations.
### 8.1 Enforcement progression
| Level | Action | Trigger |
| ------------------------- | ------------------------------------------------------------ | ---------------------------------------------------------------------------- |
| **Level 1 — Warning** | Written notice of violation with remediation guidance | First minor violation or unintentional policy breach |
| **Level 2 — Restriction** | Temporary limitation of specific features or services | Repeated minor violations or failure to remediate after warning |
| **Level 3 — Suspension** | Temporary suspension of account access | Serious violation, repeated policy breaches, or threat to platform integrity |
| **Level 4 — Termination** | Permanent termination of account and all associated services | Severe or willful violations, illegal activity, or repeated suspensions |
### 8.2 Immediate action
HoopAI may bypass the progressive enforcement process and take immediate action (including suspension or termination) in cases involving:
* Illegal activity or violations of criminal law
* Threats to the security or integrity of the platform
* Activity that poses risk of harm to other users or third parties
* Activity that exposes HoopAI to legal liability
### 8.3 Appeals
If you believe an enforcement action was taken in error, you may submit an appeal to [legal@hoopai.com](mailto:legal@hoopai.com) within 30 days of the action. Appeals will be reviewed and a response provided within 10 business days.
If you become aware of any activity that violates this Acceptable Use Policy, we encourage you to report it promptly.
### How to report
* **Email:** [legal@hoopai.com](mailto:legal@hoopai.com)
* **Subject line:** AUP Violation Report
### What to include
* Your name and contact information
* Description of the violation
* Relevant account names, URLs, or identifiers
* Screenshots or other supporting evidence (if available)
* Date and time of the observed violation
All reports are reviewed by our compliance team. We will take appropriate action in accordance with the enforcement procedures described in Section 8. Reporter identities are kept confidential to the extent permitted by law.
**Good faith reporting:** HoopAI will not take adverse action against users who report violations in good faith, even if the investigation determines no violation occurred.
***
## Questions
If you have questions about this Acceptable Use Policy or need clarification on whether a specific use case is permitted, contact us at [legal@hoopai.com](mailto:legal@hoopai.com).
# Data Processing Agreement
Source: https://help.hoopai.com/legal/data-processing-agreement
HoopAI Data Processing Agreement outlining how we process Customer Personal Data in compliance with applicable data protection laws, including GDPR, CCPA, and international privacy regulations.
**Last Updated: January 2026**
This Data Processing Agreement ("DPA") is incorporated into and forms part of the agreement (the "Agreement") between HoopAI, Inc. ("HoopAI," "we," "us") and the entity identified in the Agreement ("Customer," "you") for the provision of the HoopAI platform and related services.
This DPA applies automatically to all customers whose use of the HoopAI platform involves the Processing of Personal Data subject to Applicable Data Protection Laws. By using the Services, Customer enters into this DPA on behalf of itself and, to the extent required under Applicable Data Protection Laws, in the name and on behalf of its authorized affiliates.
***
## 1. Definitions
For the purposes of this DPA, the following terms shall have the meanings set out below. Capitalized terms not otherwise defined herein shall have the meaning given to them in the Agreement.
| Term | Definition |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Account** | The Customer's account on the HoopAI platform, created upon registration and governed by the Agreement. |
| **Affiliate** | Any entity that directly or indirectly controls, is controlled by, or is under common control with the subject entity, where "control" means direct or indirect ownership of more than 50% of the voting interests. |
| **Applicable Data Protection Laws** | All laws and regulations, including laws and regulations of the European Union, the European Economic Area and their member states, Switzerland, the United Kingdom, the United States, and any other applicable jurisdiction, applicable to the Processing of Personal Data under this DPA. |
| **Contracted Processor** | A Sub-processor engaged by HoopAI or a further Sub-processor to process Customer Personal Data on behalf of Customer. |
| **Customer Personal Data** | Any Personal Data that is Processed by HoopAI on behalf of Customer in the course of providing the Services under the Agreement. |
| **GDPR** | Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation). |
| **Restricted Transfer** | A transfer of Customer Personal Data from Customer (or its Affiliate) to HoopAI (or its Sub-processor) where such transfer would be prohibited by Applicable Data Protection Laws in the absence of appropriate safeguards. |
| **SCCs** | The standard contractual clauses for the transfer of personal data to processors established in third countries, as approved by the European Commission or other competent authority. |
| **Services** | The HoopAI platform and any related services provided to Customer under the Agreement, including CRM, marketing automation, communications, AI-powered features, payments, and related functionality. |
| **Sub-processor** | Any third party appointed by or on behalf of HoopAI to Process Customer Personal Data on behalf of Customer in connection with the Agreement. |
The following terms shall have the meanings given in the GDPR, irrespective of whether the GDPR applies to the particular Processing:
| Term | Definition |
| ------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Controller** | The natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the Processing of Personal Data. For purposes of this DPA, the Customer is the Controller. |
| **Data Subject** | An identified or identifiable natural person to whom Personal Data relates. |
| **Personal Data** | Any information relating to an identified or identifiable natural person that is Processed by HoopAI as part of Customer Personal Data. |
| **Personal Data Breach** | A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to Customer Personal Data transmitted, stored, or otherwise Processed. |
| **Processing** | Any operation or set of operations performed on Personal Data or sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction. |
| **Processor** | A natural or legal person, public authority, agency, or other body which Processes Personal Data on behalf of the Controller. For purposes of this DPA, HoopAI is the Processor. |
***
## 2. Scope and Applicability
This DPA applies to the Processing of Customer Personal Data by HoopAI on behalf of Customer in connection with the provision of the Services. This DPA applies to all Customer Personal Data regardless of whether it relates to Data Subjects located in the European Economic Area, the United Kingdom, or any other jurisdiction.
This DPA shall remain in effect for the duration of the Agreement. HoopAI will Process Customer Personal Data until the relationship terminates as specified in the Agreement, and all Customer Personal Data is deleted or returned in accordance with this DPA.
This DPA applies to all Processing of Customer Personal Data by HoopAI under the Agreement. The details of the Processing, including subject matter, nature and purpose, types of Personal Data, and categories of Data Subjects, are set out in **Exhibit A** below.
The parties acknowledge and agree that with regard to the Processing of Customer Personal Data:
* **Customer is the Controller** and determines the purposes and means of Processing Customer Personal Data.
* **HoopAI is the Processor** and Processes Customer Personal Data only on behalf of and in accordance with Customer's documented instructions.
***
## 3. Processing of Customer Personal Data
Each party shall comply with all Applicable Data Protection Laws in the performance of this DPA. For the avoidance of doubt, Customer shall be solely responsible for compliance with Applicable Data Protection Laws in respect of (a) the lawfulness of its instructions to HoopAI regarding the Processing of Customer Personal Data, and (b) making all required disclosures and obtaining all necessary consents and authorizations from Data Subjects.
HoopAI shall Process Customer Personal Data only in accordance with Customer's documented instructions, unless Processing is required by applicable law to which HoopAI is subject. In such case, HoopAI shall inform Customer of that legal requirement before the relevant Processing, unless that law prohibits such information on important grounds of public interest. Customer instructs HoopAI to Process Customer Personal Data for the following purposes:
* Processing in accordance with the Agreement, applicable Order Forms, and Statements of Work
* Processing initiated by authorized users in their use of the Services
* Processing to comply with other documented, reasonable instructions provided by Customer where such instructions are consistent with the terms of the Agreement
Customer's use of AI-powered features within the Services (including AI agents, content generation, and automated workflows) constitutes documented instructions to Process Customer Personal Data through such features. Customer is responsible for configuring AI features in compliance with Applicable Data Protection Laws.
HoopAI shall:
* Process Customer Personal Data only for the purposes described in this DPA and as further documented in Customer's written instructions
* Not Process Customer Personal Data for any purpose other than as set forth herein, unless (a) Customer and HoopAI have agreed to additional written instructions, or (b) Processing is required by applicable law
* Promptly inform Customer if, in HoopAI's opinion, an instruction infringes Applicable Data Protection Laws
***
## 4. Personnel
HoopAI shall take reasonable steps to ensure the reliability of any employee, agent, or contractor who may have access to Customer Personal Data, ensuring that all such individuals are subject to enforceable confidentiality obligations.
HoopAI shall ensure that access to Customer Personal Data is limited to those personnel who require such access to perform the Services and to comply with Applicable Data Protection Laws in the context of that individual's assigned duties.
HoopAI shall ensure that all persons authorized to Process Customer Personal Data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality. HoopAI shall ensure such persons Process Customer Personal Data only as necessary and in accordance with this DPA.
***
## 5. Security of Processing
Taking into account the state of the art, the costs of implementation, the nature, scope, context, and purposes of Processing, as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, HoopAI shall implement and maintain appropriate technical and organizational measures to ensure a level of security appropriate to the risk, as described in **Appendix I** of this DPA.
HoopAI shall maintain administrative safeguards including, but not limited to:
* Documented information security policies reviewed and updated at least annually
* Security awareness training for all personnel with access to Customer Personal Data
* Background checks for employees in accordance with applicable law
* Incident response procedures and a designated incident response team
* Vendor risk management for all Sub-processors
HoopAI shall maintain technical safeguards including, but not limited to:
* Encryption of Customer Personal Data in transit (TLS v1.2 or higher) and at rest (AES-256 CBC)
* Multi-factor authentication capabilities
* Intrusion detection and prevention systems
* Firewall protection and network segmentation
* Regular vulnerability scanning and patch management
HoopAI shall maintain organizational safeguards including, but not limited to:
* Role-based access controls operating on the principle of least privilege
* Physical security measures for data centers and office facilities
* Business continuity and disaster recovery plans
* Regular testing and evaluation of the effectiveness of security measures
Customer acknowledges that HoopAI's security measures are subject to technical progress and development. HoopAI may update or modify its security measures from time to time, provided that such updates do not result in a material decrease in the overall level of security of the Services.
***
## 6. Sub-processors
Customer provides a general written authorization for HoopAI to engage Sub-processors to Process Customer Personal Data in connection with the Services. HoopAI maintains a current list of Sub-processors at [hoopai.com/sub-processors](https://hoopai.com/sub-processors), which includes the identities and locations of all Sub-processors.
HoopAI shall notify Customer of any intended changes concerning the addition or replacement of Sub-processors at least **30 days** prior to such changes. Notification shall be provided via email to the address associated with Customer's Account or through the Services.
Customer may object to HoopAI's use of a new Sub-processor by notifying HoopAI in writing within **30 days** after receipt of HoopAI's notification. If Customer reasonably objects on data protection grounds, the parties shall discuss the concern in good faith. If no resolution is reached, HoopAI shall, at its discretion:
* Cease using the objected-to Sub-processor for Processing Customer Personal Data, or
* Take the corrective steps requested by Customer and proceed with the Sub-processor, or
* Enable Customer to terminate the affected portion of the Services without penalty
If Customer does not object within the 30-day period, Customer is deemed to have accepted the new Sub-processor.
Where HoopAI engages a Sub-processor, HoopAI shall:
* Carry out adequate due diligence to ensure the Sub-processor is capable of providing the level of protection required by this DPA
* Enter into a written agreement with the Sub-processor imposing data protection obligations no less protective than those set out in this DPA
* Ensure that each Sub-processor is bound by the same obligations regarding Customer Personal Data as HoopAI
HoopAI shall remain fully liable to Customer for the performance of each Sub-processor's obligations in accordance with this DPA. Where a Sub-processor fails to fulfill its data protection obligations, HoopAI shall remain liable to Customer for the Sub-processor's actions and omissions as if HoopAI had performed the services of the Sub-processor itself.
***
## 7. Data Subject Rights
Taking into account the nature of the Processing, HoopAI shall assist Customer by implementing appropriate technical and organizational measures, insofar as this is possible, for the fulfillment of Customer's obligation to respond to requests from Data Subjects exercising their rights under Applicable Data Protection Laws, including:
* Right of access
* Right to rectification
* Right to erasure ("right to be forgotten")
* Right to restriction of processing
* Right to data portability
* Right to object
* Rights related to automated decision-making and profiling
HoopAI shall promptly notify Customer if HoopAI receives a request from a Data Subject in respect of Customer Personal Data. HoopAI shall not respond to any such Data Subject request without Customer's prior written instructions, unless required to do so by applicable law.
The HoopAI platform provides self-service tools to assist Customer in fulfilling Data Subject rights requests:
| Tool | Function |
| ------------------------ | -------------------------------------------------------------------- |
| **Contact Export** | Export all data associated with a contact in machine-readable format |
| **Contact Deletion** | Permanently delete a contact and all associated Personal Data |
| **Conversation History** | Access and export all conversation records for a Data Subject |
| **Consent Management** | View and manage consent records for marketing communications |
| **Data Modification** | Update or correct Personal Data within contact records |
***
## 8. Personal Data Breaches
HoopAI shall notify Customer without undue delay, and in any event within **72 hours**, after becoming aware of a Personal Data Breach affecting Customer Personal Data. Notification shall be provided to the email address associated with Customer's Account.
The notification shall, to the extent available, describe:
* The nature of the Personal Data Breach, including where possible, the categories and approximate number of Data Subjects concerned, and the categories and approximate number of Customer Personal Data records concerned
* The name and contact details of HoopAI's data protection officer or other contact point where more information can be obtained
* The likely consequences of the Personal Data Breach
* The measures taken or proposed to be taken by HoopAI to address the Personal Data Breach, including, where appropriate, measures to mitigate its possible adverse effects
HoopAI shall cooperate with Customer and take commercially reasonable steps to assist in the investigation, mitigation, and remediation of each Personal Data Breach. Where it is not possible to provide all required information at the time of the initial notification, HoopAI shall provide such information in phases without further undue delay.
HoopAI's obligation to report or respond to a Personal Data Breach under this Section is not and will not be construed as an acknowledgement by HoopAI of any fault or liability with respect to the Personal Data Breach.
***
## 9. Data Protection Assessments
HoopAI shall provide reasonable assistance to Customer with any data protection impact assessments and prior consultations with supervisory authorities or other competent data privacy authorities, to the extent required under Applicable Data Protection Laws, taking into account the nature of the Processing and information available to HoopAI.
Such assistance may include:
* Providing information about HoopAI's Processing activities, technical and organizational measures, and Sub-processors
* Assisting Customer in ensuring compliance with its obligations under Articles 35 and 36 of the GDPR (or equivalent provisions under other Applicable Data Protection Laws)
* Making available relevant documentation, including security certifications and audit reports
***
## 10. Deletion or Return of Customer Personal Data
HoopAI shall provide Customer with the technical means to retrieve and export Customer Personal Data during the term of the Agreement through the platform's built-in export functionality.
Upon cessation of the Services or upon Customer's written request, HoopAI shall, at Customer's election:
* Return a complete copy of all Customer Personal Data to Customer in a commonly used, machine-readable format, and/or
* Delete all Customer Personal Data, including all existing copies, unless applicable law requires storage of the Customer Personal Data
Upon termination of the Agreement, Customer data will be retained for a maximum of **30 days** to allow for data export. After this period, all Customer Personal Data will be permanently deleted from HoopAI systems, including backups, within **90 days** unless a longer retention period is required by law.
Any Customer Personal Data retained in archived backup systems shall be securely isolated and protected from any further Processing, except to the extent necessary to comply with applicable law. Such archived data shall be deleted in accordance with HoopAI's standard backup rotation schedules.
Upon request, HoopAI shall provide written confirmation of the deletion of Customer Personal Data.
***
## 11. Audit Rights
HoopAI shall make available to Customer all information reasonably necessary to demonstrate compliance with the obligations set forth in this DPA and shall allow for and contribute to audits, including inspections, conducted by Customer or an independent auditor mandated by Customer, subject to the terms of this Section.
Audits shall be:
* Conducted no more than once per calendar year, unless required by a supervisory authority or following a Personal Data Breach
* Carried out during normal business hours with reasonable advance notice (at least 30 days)
* Subject to reasonable confidentiality obligations
* Conducted in a manner that minimizes disruption to HoopAI's operations
* At Customer's expense, unless the audit reveals material non-compliance by HoopAI
HoopAI may satisfy audit requests by providing:
* SOC 2 Type II audit reports or equivalent third-party certifications
* Results of penetration tests (summary form)
* Written responses to reasonable audit questionnaires
* Remote access to relevant documentation and records
Where such reports or certifications are sufficient to address Customer's reasonable audit concerns, Customer agrees to accept them in lieu of an on-site audit.
***
## 12. Restricted Transfers
To the extent that the Processing of Customer Personal Data involves a Restricted Transfer, the parties shall comply with the obligations set forth in the applicable Standard Contractual Clauses (SCCs), which are hereby incorporated by reference into this DPA. For transfers from the EEA, the SCCs approved by the European Commission (Decision 2021/914) shall apply.
HoopAI may rely on its certification under the EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. Data Privacy Framework, and/or the Swiss-U.S. Data Privacy Framework (as applicable) as a valid transfer mechanism for Restricted Transfers to the United States.
Where neither SCCs nor the Data Privacy Framework provide an adequate basis for a Restricted Transfer, the parties shall cooperate in good faith to implement an alternative legally recognized transfer mechanism that provides adequate safeguards for Customer Personal Data.
HoopAI shall implement supplementary technical and organizational measures as may be necessary to ensure that the level of protection afforded to Customer Personal Data meets the requirements of Applicable Data Protection Laws, including encryption, pseudonymization, and access controls.
***
## 13. No Selling of Customer Personal Data
Customer retains all rights, title, and interest in and to Customer Personal Data. HoopAI shall not sell, rent, lease, or otherwise make available Customer Personal Data to any third party except as expressly authorized in the Agreement or as instructed by Customer. HoopAI shall not retain, use, or disclose Customer Personal Data for any purpose other than for the specific purpose of performing the Services specified in the Agreement, or as otherwise permitted by Applicable Data Protection Laws.
***
## 14. Amendment
HoopAI reserves the right to update or modify this DPA from time to time to reflect changes in Applicable Data Protection Laws or HoopAI's Processing activities. HoopAI shall provide Customer with at least **14 days' prior written notice** of any material changes to this DPA. Customer's continued use of the Services after the effective date of any changes constitutes acceptance of the updated DPA. If Customer does not agree to the changes, Customer may terminate the affected Services in accordance with the Agreement.
***
## Exhibit A -- Details of Processing
### Parties
| Role | Entity |
| ------------------------------- | ----------------------------------------------------------------------------------------------------------- |
| **Data Exporter (Controller)** | Customer, as identified in the Agreement |
| **Data Importer (Processor)** | HoopAI, Inc., a company incorporated in the State of Delaware, with offices in Dallas, Texas, United States |
| **Contact for Data Protection** | [privacy@hoopai.com](mailto:privacy@hoopai.com) |
### Processing Details
| Element | Description |
| --------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Subject Matter** | Provision of the Services as described in the Agreement, including CRM, marketing automation, AI-powered features, communications, payment processing, and related functionality |
| **Nature of Processing** | Collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure by transmission, combination, restriction, erasure, and destruction |
| **Purpose of Processing** | To provide, maintain, and improve the Services, including facilitating Customer's use of the HoopAI platform for customer relationship management, communications, marketing, automation, and payments |
| **Duration** | For the term of the Services Agreement, plus the post-termination data retention period specified in Section 10 |
| **Frequency of Processing** | Regular and repeating, on a continuous basis for the duration of the Agreement |
### Categories of Data Subjects
| Category | Description |
| ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Customer personnel** | Employees, agents, contractors, and representatives of Customer who access the HoopAI platform |
| **Businesses contracting with Customer** | Business entities and their representatives whose data Customer manages through the Services |
| **End users** | Individuals whose Personal Data is entered into, stored within, or transmitted through the platform by Customer, including contacts, leads, website visitors, calendar participants, payment payers, and AI agent interaction participants |
### Categories of Personal Data
| Category | Examples |
| --------------------------- | ------------------------------------------------------------------------------------------------ |
| **Identity data** | Full name, email address, phone number, mailing address, company name, job title |
| **Communication data** | Email content, SMS/MMS messages, chat transcripts, call recordings, voicemail |
| **Calendar data** | Appointment details, booking form responses, participant information |
| **Financial data** | Transaction amounts, billing information, last four digits of payment card, invoices |
| **Behavioral data** | Website activity, engagement metrics, workflow execution logs, consent records |
| **AI interaction data** | Conversation transcripts with AI agents, intent data, actions taken |
| **Any other Personal Data** | Any additional Customer Personal Data provided by Customer or its end users through the Services |
### Retention
Customer Personal Data is retained for the duration of the Services Agreement plus the post-termination period described in Section 10. Customer may delete Personal Data at any time using the platform's built-in tools.
***
## Appendix I -- Technical and Organizational Security Measures
HoopAI implements and maintains the following technical and organizational measures to protect Customer Personal Data:
### Encryption
| Measure | Details |
| ------------------------- | ------------------------------------------------------------ |
| **Encryption at rest** | AES-256 CBC encryption for all stored Customer Personal Data |
| **Encryption in transit** | TLS v1.2 or higher (SSL/HTTPS) for all data transmissions |
### Confidentiality
| Measure | Details |
| ------------------------ | --------------------------------------------------------------------------------------------- |
| **Endpoint protection** | Enterprise endpoint detection and response (EDR) deployed across all workstations and servers |
| **Access controls** | Role-based access control (RBAC) enforcing the principle of least privilege |
| **Cloud infrastructure** | Hosted on AWS and Google Cloud with SOC 2 and ISO 27001 certifications |
| **Personnel** | Confidentiality agreements, background checks, and regular security training |
### Availability and Resilience
| Measure | Details |
| ----------------------- | --------------------------------------------------------------------------- |
| **Backup granularity** | 5-minute backup granularity with point-in-time recovery capability |
| **Redundancy** | Geographically distributed data centers with automated failover |
| **Business continuity** | Documented disaster recovery and business continuity plans tested regularly |
### Testing and Evaluation
| Measure | Details |
| -------------------------- | ------------------------------------------------------------------------------ |
| **Penetration testing** | Annual third-party penetration testing |
| **Vulnerability scanning** | Regular automated vulnerability scans with timely remediation |
| **Patch management** | Structured patch management program for timely application of security updates |
### User Identification and Authentication
| Measure | Details |
| ------------------------- | ------------------------------------------------------------------ |
| **Authentication tokens** | Encrypted tokens for session management and API access |
| **RBAC** | Role-based access control at application and infrastructure levels |
| **Password policy** | Strong password requirements enforced across all accounts |
| **MFA** | Multi-factor authentication available for all user accounts |
### Data Transmission Protection
| Measure | Details |
| -------------------- | -------------------------------------------------- |
| **Protocol** | SSL/HTTPS enforced for all platform communications |
| **Minimum standard** | TLS v1.2 or higher required for all connections |
| **API security** | Authenticated and encrypted API endpoints |
### Data Storage Protection
| Measure | Details |
| -------------------- | -------------------------------------------------------------------- |
| **Encryption** | AES-256 CBC encryption for all data at rest |
| **Key management** | Hardware security modules (HSMs) for cryptographic key management |
| **Data segregation** | Logical separation of customer data within multi-tenant architecture |
### Physical Security
| Measure | Details |
| ---------------- | ------------------------------------------------------------------------------------------------- |
| **Data centers** | AWS and Google Cloud managed facilities with SOC 2, ISO 27001, and physical access controls |
| **Access** | Biometric access controls, 24/7 surveillance, and security personnel at all data center locations |
### Logging and Monitoring
| Measure | Details |
| ----------------- | -------------------------------------------------------------------------------- |
| **Cloud logging** | Google Cloud Operations Suite and AWS CloudWatch for infrastructure monitoring |
| **Audit logs** | Comprehensive audit logging of all administrative actions and data access events |
| **SIEM** | Security information and event management with 24/7 monitoring |
### Configuration Management
| Measure | Details |
| ----------------------- | --------------------------------------------------------------------------------- |
| **Version control** | All infrastructure and application configurations managed through version control |
| **Standardized images** | Hardened, standardized server images deployed across all environments |
| **Change management** | Documented change management procedures for all production changes |
### IT Governance
| Measure | Details |
| --------------------- | ------------------------------------------------------------------------------------- |
| **Internal security** | In-house security team responsible for security operations |
| **MSSP SOC** | Third-party managed security service provider (MSSP) Security Operations Center (SOC) |
| **Policy review** | Annual review and update of all information security policies |
### Certifications
| Certification | Details |
| ------------- | --------------------------------------------------------------- |
| **HIPAA** | HIPAA Seal of Compliance for healthcare-related data processing |
### Additional Measures
| Measure | Details |
| --------------------------- | ----------------------------------------------------------------------- |
| **Data minimization** | Processing limited to what is necessary for the specified purposes |
| **Data quality** | Mechanisms to ensure accuracy and currency of Customer Personal Data |
| **Data retention** | Automated retention policies with configurable deletion schedules |
| **Accountability** | Documented policies, procedures, and training to demonstrate compliance |
| **Portability and erasure** | Self-service export and deletion tools available to Customer |
***
## Exhibit B -- Jurisdiction-Specific Terms
The following jurisdiction-specific terms supplement this DPA and apply to the extent Customer Personal Data is subject to the data protection laws of the specified jurisdictions.
To the extent HoopAI Processes Customer Personal Data subject to the Australian Privacy Act 1988 (Cth) ("Australian Privacy Act"):
* References to "Personal Data" include "personal information" as defined in the Australian Privacy Act
* HoopAI shall comply with the Australian Privacy Principles (APPs) to the extent applicable to its role as a Processor
* HoopAI shall not transfer Customer Personal Data outside of Australia unless it has taken reasonable steps to ensure the recipient does not breach the APPs, or an exception under APP 8.2 applies
* In the event of a data breach that is likely to result in serious harm to any individual, HoopAI shall cooperate with Customer in complying with the Notifiable Data Breaches scheme under Part IIIC of the Australian Privacy Act
To the extent HoopAI Processes Customer Personal Data subject to the Brazilian General Data Protection Law (Lei Geral de Protecao de Dados -- "LGPD"), Law No. 13,709/2018:
* References to "Personal Data" include "dados pessoais" as defined in the LGPD
* HoopAI, as the "operador" (operator), shall Process Customer Personal Data only in accordance with Customer's documented instructions as the "controlador" (controller)
* HoopAI shall assist Customer in complying with Data Subject rights under Articles 17-22 of the LGPD
* HoopAI shall implement security measures in accordance with Article 46 of the LGPD
* International transfers of Customer Personal Data shall be conducted in compliance with Chapter V of the LGPD
To the extent HoopAI Processes Customer Personal Data subject to the Personal Information Protection and Electronic Documents Act ("PIPEDA") or substantially similar provincial legislation:
* References to "Personal Data" include "personal information" as defined in PIPEDA
* HoopAI shall implement safeguards that are appropriate to the sensitivity of the Customer Personal Data
* HoopAI shall assist Customer in responding to access requests from individuals under Principle 9 of Schedule 1 to PIPEDA
* Customer acknowledges that Customer Personal Data may be Processed in the United States and consents to such transfer, subject to HoopAI maintaining adequate protections as described in this DPA
* HoopAI shall notify Customer of any breach of security safeguards involving Customer Personal Data that creates a real risk of significant harm to an individual
To the extent HoopAI Processes Customer Personal Data subject to the GDPR:
* Where Customer Personal Data is transferred from the EEA to HoopAI in a jurisdiction not deemed to provide an adequate level of data protection by the European Commission, the parties agree that the EU Standard Contractual Clauses (Commission Implementing Decision (EU) 2021/914) shall apply as follows:
* **Module Two** (Controller to Processor) shall apply where Customer is a Controller and HoopAI is a Processor
* **Module Three** (Processor to Processor) shall apply where Customer is a Processor acting on behalf of a third-party Controller and HoopAI is a Sub-processor
* The SCCs shall be deemed completed as follows:
* Clause 7: The optional docking clause shall apply
* Clause 9(a): Option 2 (general written authorization) shall apply, with a prior notice period of 30 days
* Clause 11: The optional language shall not apply
* Clause 17: Option 1 shall apply, governed by the law of Ireland
* Clause 18(b): Disputes shall be resolved before the courts of Ireland
* Annex I of the SCCs shall be deemed completed with the information set out in Exhibit A of this DPA
* Annex II of the SCCs shall be deemed completed with the information set out in Appendix I of this DPA
To the extent HoopAI Processes Customer Personal Data subject to the Swiss Federal Act on Data Protection ("FADP"):
* References to "Personal Data" include "personal data" as defined in the FADP
* The SCCs (as set forth in the EEA section above) shall also apply to transfers of Customer Personal Data from Switzerland, with the following modifications:
* References to the "GDPR" shall be interpreted as references to the FADP
* References to "EU," "Union," and "Member State" shall be interpreted as references to Switzerland
* The competent supervisory authority shall be the Swiss Federal Data Protection and Information Commissioner (FDPIC)
* The governing law and forum shall be Switzerland
To the extent HoopAI Processes Customer Personal Data subject to the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018:
* References to the "GDPR" shall include the UK GDPR
* Where Customer Personal Data is transferred from the United Kingdom to HoopAI in a jurisdiction not deemed to provide an adequate level of data protection, the International Data Transfer Addendum to the EU Standard Contractual Clauses (as issued by the UK Information Commissioner's Office) shall apply
* The competent supervisory authority shall be the UK Information Commissioner's Office (ICO)
* References to applicable law shall include the laws of England and Wales
To the extent HoopAI Processes Customer Personal Data subject to U.S. state privacy laws:
**California (CCPA/CPRA)**
* For purposes of the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 ("CCPA"), HoopAI is a "service provider" and Customer is a "business"
* HoopAI shall not sell or share Customer Personal Data as those terms are defined under the CCPA
* HoopAI shall not retain, use, or disclose Customer Personal Data for any purpose other than providing the Services, or as otherwise permitted by the CCPA
* HoopAI shall not combine Customer Personal Data with Personal Data that HoopAI receives from or on behalf of another person or collects from its own interaction with the Data Subject, except as permitted by the CCPA
* HoopAI shall comply with applicable obligations under the CCPA and grant Customer the same level of privacy protection as required by the CCPA
* HoopAI shall notify Customer if it determines it can no longer meet its obligations under the CCPA
**Other U.S. State Privacy Laws**
* To the extent Customer Personal Data is subject to other U.S. state privacy laws (including but not limited to the Virginia Consumer Data Protection Act, Colorado Privacy Act, Connecticut Data Privacy Act, Utah Consumer Privacy Act, Texas Data Privacy and Security Act, Oregon Consumer Privacy Act, Montana Consumer Data Privacy Act, and other applicable state laws), HoopAI shall Process Customer Personal Data in accordance with the applicable requirements of such laws
* HoopAI shall assist Customer in responding to consumer rights requests under applicable state privacy laws
* HoopAI shall implement and maintain reasonable security practices and procedures appropriate to the nature of the Customer Personal Data
***
## Contact
For questions about this Data Processing Agreement, contact us at:
* **Email:** [privacy@hoopai.com](mailto:privacy@hoopai.com)
* **Address:** HoopAI, Inc., Attn: Data Protection, Dallas, Texas, United States
# Privacy Policy
Source: https://help.hoopai.com/legal/privacy-policy
How HoopAI collects, uses, shares, and protects your personal information across our Platform and Processor Services.
**Last Updated: January 2026**
***
## Overview
HoopAI, Inc. ("HoopAI," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website at hoopai.com, use the HoopAI platform, or interact with our services (collectively, the "Services").
### Platform Services vs. Processor Services
HoopAI provides two categories of services, and the way we handle your data differs depending on which applies:
| Service type | Description | HoopAI role |
| ---------------------- | ---------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------ |
| **Platform Services** | Services we provide directly to you as an account holder (account management, billing, support, marketing) | **Data Controller** — this Privacy Policy applies in full |
| **Processor Services** | Services where we process data on behalf of our customers (e.g., CRM contacts, customer communications, marketing campaigns) | **Data Processor** — our customer's privacy notice applies, not this one |
When HoopAI acts as a Data Processor on behalf of our customers, we process personal data only as instructed by the customer. If you are an end user whose data is processed through a HoopAI customer's account, please refer to that customer's privacy notice for information about how your data is handled.
By using the HoopAI platform, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree, please do not use the Services.
***
## 1. Information we collect
We collect information in three categories: directly from you, from third parties, and automatically.
### 1.1 Information you provide directly
When you create an account or interact with our Services, we may collect:
* Full name and display name
* Email address
* Phone number
* Company or organization name
* Job title and role
* Account credentials (username and password)
* Billing and shipping addresses
* Credit or debit card numbers
* Bank account details
* Transaction and purchase history
HoopAI does not store full credit card numbers on our servers. Payment information is processed through PCI-compliant third-party payment processors.
Data you input, upload, or transmit through the platform, including CRM contacts, conversation logs, calendar bookings, payment records, AI agent configurations, website content, and marketing campaign data.
When you contact our support team, submit feedback, participate in surveys, or communicate with us through any channel, we collect the content of those communications.
### 1.2 Information from third parties
| Source | Information collected |
| ------------------------------------ | --------------------------------------------------------------------------- |
| **Marketing partners** | Lead and referral information, campaign performance data |
| **Vendors and service providers** | Identity verification data, fraud screening results |
| **Public databases and directories** | Publicly available business information, professional profiles |
| **Events and conferences** | Contact information collected at trade shows, webinars, or sponsored events |
| **OAuth and social integrations** | Profile information from Google, Facebook, and other connected accounts |
| **Referral partners** | Name and contact information provided by partners who refer you to HoopAI |
### 1.3 Information collected automatically
* IP address
* Browser type and version
* Operating system and device type
* Device identifiers
* Screen resolution and language preferences
* Time zone settings
* Features accessed and actions taken on the platform
* Pages and screens viewed
* Clicks, scrolls, and navigation patterns
* Session duration and timestamps
* Referring URLs and exit pages
We use cookies, web beacons, pixel tags, and similar technologies to collect information about your interactions with our Services. See [Section 8](#8-cookies-and-tracking-technologies) for details on the types of cookies we use and how to manage them.
Server logs that record requests made to our servers, including URL, HTTP method, referring page, response status, and timestamps.
***
## 2. How we use information
### 2.1 Platform functionality and development
| Purpose | Data used |
| ------------------------------------------------- | -------------------------------------------- |
| Operating and maintaining the HoopAI platform | Account information, Customer Data |
| Processing CRM contacts and pipelines | CRM data, contact records |
| Managing conversations (email, SMS, chat, social) | Communication data, conversation logs |
| Scheduling and calendar bookings | Calendar data, contact information |
| Running marketing automation and campaigns | Marketing data, contact lists, email content |
| Processing payments and invoices | Payment data, transaction records |
| Generating reports and analytics | Usage data, reporting data |
| Hosting sites, funnels, and membership content | Site and content data |
| Developing, testing, and improving new features | Aggregated usage data, feedback |
### 2.2 AI features
HoopAI uses artificial intelligence to power features such as AI agents, content generation, conversation intelligence, and workflow automation.
HoopAI does **not** use your data to train publicly available AI models. AI features are powered by specialized AI subprocessors under strict data processing agreements. Your Customer Data is processed solely to deliver AI functionality within your account.
### 2.3 Customer support
* Responding to support tickets, live chat, and phone inquiries
* Diagnosing and resolving technical issues
* Providing onboarding assistance and training
### 2.4 Business operations
* Internal business analytics and reporting
* Capacity planning and infrastructure management
* Vendor and partner management
### 2.5 Communications
* Sending transactional messages (account confirmations, password resets, billing receipts)
* Product updates, feature announcements, and educational content
* Marketing communications (with your consent, where required by law)
* Event invitations and community updates
### 2.6 Protecting and securing the platform
* Detecting, preventing, and responding to fraud, abuse, and security threats
* Enforcing our Terms of Service and Acceptable Use Policy
* Monitoring for unauthorized access and suspicious activity
* Performing security audits and vulnerability assessments
### 2.7 Advertising and marketing
* Measuring the effectiveness of our advertising campaigns
* Delivering relevant advertisements on third-party platforms
* Personalizing marketing content based on your interests and interactions
### 2.8 Statistical purposes
* Aggregating and de-identifying data for statistical analysis
* Generating industry benchmarks and trend reports
* Conducting research to improve our Services
### 2.9 Legal, regulatory, and compliance
* Complying with applicable laws, regulations, and legal processes
* Responding to lawful requests from government authorities
* Establishing, exercising, or defending legal claims
* Meeting tax, accounting, and financial reporting obligations
***
## 3. Legal basis for processing
For users located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process personal data under the following legal bases as required by the General Data Protection Regulation (GDPR):
| Legal basis | When it applies | Examples |
| ------------------------ | ------------------------------------------------------------------------------------------ | --------------------------------------------------------------- |
| **Consent** | When you have given clear, affirmative consent for a specific purpose | Marketing emails, optional cookies, certain AI features |
| **Contract performance** | When processing is necessary to fulfill our contractual obligations to you | Providing the platform, processing payments, account management |
| **Legal obligation** | When processing is required to comply with applicable laws | Tax records, regulatory reporting, law enforcement requests |
| **Legitimate interests** | When processing serves our legitimate business interests and does not override your rights | Security, fraud prevention, service improvement, analytics |
**Data Controller vs. Data Processor:** HoopAI acts as a Data Controller when processing your data for Platform Services (account management, billing, marketing to you). HoopAI acts as a Data Processor when processing data on behalf of our customers through Processor Services (customer CRM data, end-user communications). For Processor Services, the customer is the Data Controller.
***
## 4. How we protect information
HoopAI implements comprehensive administrative, technical, and organizational security measures to protect the confidentiality, integrity, and availability of your information.
### Technical safeguards
* **Encryption at rest:** All Customer Data is encrypted using AES-256 encryption
* **Encryption in transit:** All data transmitted between your browser and our servers is encrypted using TLS v1.2 or higher
* **Access controls:** Role-based access controls, multi-factor authentication, and least-privilege principles
* **Infrastructure security:** SOC 2 Type II compliant hosting infrastructure with regular security audits
* **Network security:** Firewalls, intrusion detection and prevention systems, DDoS mitigation
### Administrative safeguards
* Regular security awareness training for all employees
* Background checks for personnel with access to personal data
* Documented security policies and procedures
* Regular security risk assessments
* Vendor security assessments for all subprocessors
### Organizational safeguards
* Dedicated security team with 24/7 monitoring
* Documented incident response procedures with defined escalation paths
* Regular penetration testing and vulnerability scanning
* Business continuity and disaster recovery planning
### Data breach notification
In the event of a data breach affecting your personal information, HoopAI will:
* Notify affected individuals without undue delay and within 72 hours of discovery where required by law
* Provide details about the nature of the breach, data affected, and remediation steps
* Notify relevant supervisory authorities as required by applicable law
* Cooperate fully with any resulting investigations
While we implement robust security measures, no method of transmission or storage is 100% secure. You are responsible for maintaining the security of your account credentials and controlling access to your account.
***
## 5. When we share information
We share information only in the following circumstances:
### 5.1 Affiliates and subsidiaries
We may share information with HoopAI affiliates and subsidiaries for internal business purposes, including shared infrastructure, support services, and corporate operations.
### 5.2 Service providers
We share information with trusted third-party service providers who perform services on our behalf:
| Provider category | Purpose | Data shared |
| --------------------------- | ------------------------------------------ | ---------------------------------- |
| **Cloud hosting** | Infrastructure and data storage | Customer Data (encrypted) |
| **Payment processing** | Billing and payment collection | Payment information |
| **Email delivery** | Transactional and marketing emails | Email addresses, email content |
| **SMS and voice providers** | Text message and call delivery | Phone numbers, message content |
| **AI subprocessors** | Powering AI features | Interaction data under strict DPAs |
| **Analytics** | Usage analytics and performance monitoring | Aggregated usage data |
| **Customer support** | Help desk and support ticket management | Account and communication data |
All service providers are bound by data processing agreements and are prohibited from using your data for any purpose other than providing services to HoopAI.
### 5.3 Partners
We may share limited information with technology partners, resellers, and integration partners as necessary to provide joint services or enable integrations you have authorized.
### 5.4 Advertising and marketing
We may share de-identified or aggregated information with advertising partners to measure campaign effectiveness and deliver relevant advertisements. We do not share personally identifiable information with advertisers without your consent.
### 5.5 Third-party integrations
When you connect third-party services to your HoopAI account (e.g., payment processors, email services, social media platforms, calendar apps), information may be shared with those services as necessary to enable the integration. Each third-party service is governed by its own privacy policy.
### 5.6 Sales, mergers, and acquisitions
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such transfer and any changes to this Privacy Policy.
### 5.7 Legal and regulatory
We may disclose information when we believe in good faith that disclosure is necessary to:
* Comply with applicable law, regulation, or legal process
* Respond to lawful requests from public authorities
* Protect the rights, property, or safety of HoopAI, our customers, or the public
* Enforce our Terms of Service
### 5.8 With your consent
We may share your information with third parties when you give us explicit consent to do so.
**Phone number consent:** We do NOT share your phone number or opt-in consent with third parties for marketing purposes unless we have received your express written consent.
***
## 6. Data retention
We retain your information only as long as reasonably necessary to fulfill the purposes for which it was collected, taking into account the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, and the purposes for which we process it.
### Retention periods
| Data category | Retention period |
| ------------------------------- | ----------------------------------------------------------------------------- |
| **Account information** | Duration of account plus 30 days after termination |
| **Customer Data** | Duration of account plus 30 days (available for export prior to deletion) |
| **Billing and payment records** | 7 years (as required for tax and accounting compliance) |
| **Usage and log data** | 24 months |
| **Support communications** | 3 years after resolution |
| **Marketing interaction data** | 24 months from last interaction |
| **Cookie data** | Varies by cookie type (see [Section 8](#8-cookies-and-tracking-technologies)) |
| **AI agent interaction logs** | Duration of account plus 30 days |
### Requesting deletion
You may request deletion of your personal information at any time by contacting [privacy@hoopai.com](mailto:privacy@hoopai.com). We will process your request subject to any legal retention obligations.
Customer Data stored within the HoopAI platform (CRM contacts, conversations, etc.) can be deleted by you at any time through the platform's built-in tools. After the applicable retention period, remaining data is permanently deleted or irreversibly anonymized.
***
## 7. Children's privacy
The HoopAI platform is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will promptly delete that information and terminate any associated account.
If you believe a child under 16 has provided us with personal information, please contact us immediately at [privacy@hoopai.com](mailto:privacy@hoopai.com).
***
## 8. Cookies and tracking technologies
### Types of cookies
| Cookie type | Purpose | Duration | Can you opt out? |
| ---------------------- | ---------------------------------------------------------------------------- | ----------------------- | ---------------- |
| **Strictly necessary** | Essential for platform functionality (authentication, security, preferences) | Session or up to 1 year | No |
| **Performance** | Analytics and performance monitoring (page load times, error rates) | Up to 2 years | Yes |
| **Functional** | Remember your preferences and settings | Up to 1 year | Yes |
| **Marketing** | Track advertising effectiveness and deliver relevant advertisements | Up to 2 years | Yes |
### Cookie management
You can manage your cookie preferences through:
* **Browser settings:** Most browsers allow you to block or delete cookies
* **Cookie consent banner:** Use our cookie banner to set your preferences when you first visit hoopai.com
* **Opt-out links:** Use industry opt-out tools such as the [Digital Advertising Alliance](https://optout.aboutads.info/) or [Network Advertising Initiative](https://optout.networkadvertising.org/)
For more information about the specific cookies we use, please see our [Cookie Policy](/legal/cookie-policy).
***
## 9. Links to other services
The HoopAI platform and website may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through links on our platform.
***
## 10. Do Not Track
The HoopAI platform does not currently respond to "Do Not Track" (DNT) browser signals, as there is no industry-standard technology for recognizing or honoring DNT signals. If a standard is adopted in the future, we will update this Privacy Policy accordingly.
***
## 11. Your legal rights
### 11.1 European privacy rights (GDPR)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation:
You have the right to request a copy of the personal data we hold about you and information about how we process it.
You have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit it to another controller.
You have the right to request correction of inaccurate or incomplete personal data.
You have the right to request deletion of your personal data where there is no compelling reason for its continued processing.
You have the right to object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
You have the right to request that we restrict processing of your personal data in certain circumstances (e.g., while we verify accuracy of data you have contested).
Where processing is based on consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out prior to withdrawal.
You have the right to lodge a complaint with your local data protection supervisory authority if you believe your rights have been violated.
### 11.2 U.S. privacy rights
Residents of states with comprehensive privacy laws (including California, Virginia, Colorado, Connecticut, Utah, and others) have the following rights:
You have the right to opt out of:
* The sale of your personal information
* Sharing of your personal information for targeted advertising
* Profiling in furtherance of decisions that produce legal or similarly significant effects
HoopAI does **not** sell personal information. To submit an opt-out request, contact [privacy@hoopai.com](mailto:privacy@hoopai.com).
You have the right to:
* Request disclosure of the categories and specific pieces of personal information we have collected
* Request correction of inaccurate personal information
* Request deletion of your personal information, subject to certain exceptions
We will not discriminate against you for exercising your privacy rights. You will not receive different pricing, service quality, or access levels.
If we deny your privacy request, you have the right to appeal our decision. To appeal, contact [privacy@hoopai.com](mailto:privacy@hoopai.com) with "Privacy Appeal" in the subject line.
You may designate an authorized agent to exercise your privacy rights on your behalf. We may require the agent to provide proof of authorization and may verify your identity directly.
We collect certain categories of sensitive personal data (e.g., account credentials, payment information) only as necessary to provide the Services. We do not use sensitive data for purposes beyond what is reasonably necessary.
| Category | Examples | Collected |
| ------------------------------------------ | ------------------------------------------------------------------- | --------- |
| **Identifiers** | Name, email, phone, IP address, account ID | Yes |
| **Personal information** | Billing address, payment details, phone number | Yes |
| **Commercial information** | Subscription plan, transaction and purchase history | Yes |
| **Internet or network activity** | Usage data, browsing activity on hoopai.com, feature interactions | Yes |
| **Geolocation data** | IP-based approximate location | Yes |
| **Professional or employment information** | Job title, company name, industry | Yes |
| **Inferences** | User preferences, feature usage patterns, account health indicators | Yes |
### 11.3 Australian privacy rights
If you are located in Australia, your personal information is protected under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). You have the right to:
* Access your personal information held by HoopAI
* Request correction of inaccurate, out-of-date, or incomplete information
* Lodge a complaint about our handling of your personal information with the Office of the Australian Information Commissioner (OAIC)
### 11.4 Canadian privacy rights
If you are located in Canada, your personal information is protected under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. You have the right to:
* Access your personal information held by HoopAI
* Challenge the accuracy and completeness of your information and request amendments
* Withdraw consent to the collection, use, or disclosure of your personal information (subject to legal or contractual restrictions)
* Lodge a complaint with the Office of the Privacy Commissioner of Canada
### 11.5 Exercising your rights
To exercise any of your privacy rights, contact us at:
* **Email:** [privacy@hoopai.com](mailto:privacy@hoopai.com)
* **Subject line:** "Privacy Rights Request"
We will verify your identity before processing any request and respond within the timeframe required by applicable law (typically 30 days for GDPR, 45 days for U.S. state privacy laws).
***
## 12. International data transfers
HoopAI, Inc. is based in the United States. If you access the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States or other countries where our service providers maintain facilities.
For transfers of personal data from the EEA, UK, or Switzerland to the United States, we rely on:
* **EU-U.S. Data Privacy Framework (DPF)** — HoopAI is certified under the EU-U.S. Data Privacy Framework
* **UK Extension to the EU-U.S. DPF** — for transfers from the United Kingdom
* **Swiss-U.S. Data Privacy Framework** — for transfers from Switzerland
* **Standard Contractual Clauses (SCCs)** approved by the European Commission, as a supplementary transfer mechanism
* Additional safeguards such as encryption and access controls
***
## 13. Data Privacy Framework
HoopAI, Inc. and HoopAI Communications LLC comply with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce.
HoopAI has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles with regard to the processing of personal data received from the European Union in reliance on the EU-U.S. DPF.
HoopAI has certified to the U.S. Department of Commerce that it adheres to the UK Extension to the EU-U.S. DPF Principles with regard to the processing of personal data received from the United Kingdom (and Gibraltar) in reliance on the UK Extension.
HoopAI has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF.
The Federal Trade Commission has jurisdiction over HoopAI compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF. In certain situations, HoopAI may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, you may contact our U.S.-based third-party dispute resolution provider (free of charge). Under certain conditions, you may invoke binding arbitration when other dispute resolution procedures have been exhausted.
HoopAI is responsible for the processing of personal data it receives under each Data Privacy Framework and subsequently transfers to a third party acting as an agent on its behalf. HoopAI remains liable under the DPF Principles if its agent processes such personal data in a manner inconsistent with the Principles, unless HoopAI proves it is not responsible for the event giving rise to the damage.
***
## 14. Privacy Policy updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes:
* We will post the updated Privacy Policy on hoopai.com with a new "Last Updated" date
* We will notify you via email or in-platform notification for material changes
* We will obtain your consent where required by law
Your continued use of the Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
We recommend reviewing this Privacy Policy periodically. Prior versions are available upon request by contacting [privacy@hoopai.com](mailto:privacy@hoopai.com).
***
## 15. Contact us
If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:
| Contact method | Details |
| --------------------- | ----------------------------------------------- |
| **Privacy inquiries** | [privacy@hoopai.com](mailto:privacy@hoopai.com) |
| **Legal department** | [legal@hoopai.com](mailto:legal@hoopai.com) |
| **General support** | [support@hoopai.com](mailto:support@hoopai.com) |
| **Mailing address** | HoopAI, Inc., Dallas, Texas, United States |
| **Website** | [hoopai.com](https://hoopai.com) |
### UK representative
For individuals located in the United Kingdom, you may contact our UK representative for data protection matters. Please email [privacy@hoopai.com](mailto:privacy@hoopai.com) with "UK Representative" in the subject line for current representative contact details.
### EU representative
For individuals located in the European Economic Area, you may contact our EU representative for data protection matters. Please email [privacy@hoopai.com](mailto:privacy@hoopai.com) with "EU Representative" in the subject line for current representative contact details.
For GDPR-related complaints, you also have the right to lodge a complaint with your local data protection supervisory authority.
# Product-Specific Terms
Source: https://help.hoopai.com/legal/product-specific-terms
Additional terms governing the use of specific HoopAI products and services.
**Last updated:** January 2026
These Product-Specific Terms supplement the HoopAI [Terms of Service](/legal/terms-of-service) and are incorporated therein. They outline additional terms, responsibilities, and limitations applicable to specific products and features within the HoopAI platform.
Capitalized terms not defined here have the meanings given in the [Terms of Service](/legal/terms-of-service).
***
### Contact management, pipelines, and deals
HoopAI's CRM includes contact management, pipeline management, deals, smart lists, custom fields, tags, and company records.
**Data handling:**
* All CRM data is **Customer Data** — you own it and control it at all times
* HoopAI processes CRM data strictly as directed by you and in accordance with our [Data Processing Agreement](/legal/data-processing-agreement)
* You may export your CRM data at any time during your subscription term
* Upon termination, CRM data is retained for 30 days before permanent deletion unless otherwise required by law
**Usage limits:**
| Feature | Details |
| ------------- | --------------------------------------------------------- |
| Contacts | Varies by plan tier; additional contacts may be purchased |
| Custom fields | Varies by plan tier |
| Pipelines | Varies by plan tier |
| Smart lists | Varies by plan tier |
### Email, SMS, social media, forms, and surveys
HoopAI's marketing tools include email campaigns, SMS/MMS messaging, social media posting and scheduling, forms, surveys, and funnel/landing page builders.
**Messaging compliance:**
* SMS and MMS messaging is subject to **HoopAI Communications Terms** (see Section 10 below)
* **A2P 10DLC registration** is required for all US-based SMS/MMS messaging campaigns
* You must comply with **CAN-SPAM Act** requirements for all commercial email, including providing a valid physical address and functioning unsubscribe mechanism
* You must comply with the **Telephone Consumer Protection Act (TCPA)** for all SMS/MMS communications, including obtaining prior express written consent
* Bulk messaging is subject to sending limits based on your plan tier and sender reputation
Failure to comply with CAN-SPAM, TCPA, or A2P 10DLC requirements may result in suspension of messaging capabilities and may expose you to legal liability.
**Social media:**
* You are responsible for complying with each social platform's terms of service and advertising policies
* HoopAI is not responsible for changes to third-party platform APIs that may affect functionality
### Live chat, SMS, email, social DMs, phone, and voicemail
HoopAI Conversations provides a unified inbox for live chat, SMS conversations, email inbox, Facebook Messenger, Instagram DMs, Google Business Messages, WhatsApp, phone calls, and voicemail.
**Recording and consent:**
* Call recording features are available but **you are responsible** for complying with all applicable recording consent laws
* Many jurisdictions require **two-party consent** for call recording — you must disclose recording to all participants where required
* Recorded calls are stored as Customer Data and subject to your data retention settings
**Channel-specific terms:**
* SMS conversations are subject to HoopAI Communications Terms (Section 10)
* Social media messaging is subject to each platform's terms and policies
* Email conversations are processed through HoopAI's email infrastructure and subject to our [Acceptable Use Policy](/legal/acceptable-use)
### Chatbots, voice AI, and agent actions
HoopAI's AI features include conversational chatbots, voice AI agents, AI-powered content generation, conversation intelligence, and automated agent actions.
**Data usage:**
* **HoopAI does not use your Customer Data to train AI models** for public or cross-customer use
* Your inputs and outputs may be processed by specialized AI subprocessors as listed in our [Data Processing Agreement](/legal/data-processing-agreement)
* AI-generated content is provided "as is" without warranty of accuracy
**Disclosure requirements:**
* You must **disclose the use of AI to end users** where required by applicable law or regulation
* Certain jurisdictions require explicit notice when consumers interact with automated systems — you are responsible for compliance
**Responsible use:**
* You agree to use AI features in compliance with our [Acceptable Use Policy](/legal/acceptable-use) and all applicable laws governing automated decision-making
* You are responsible for reviewing and validating all AI-generated outputs before use
AI capabilities and available models may change over time. HoopAI reserves the right to update, replace, or discontinue specific AI features with reasonable notice.
### Booking widgets, scheduling, and round-robin
HoopAI Calendars includes booking widgets, appointment scheduling, round-robin distribution, group calendars, and calendar sync with Google Calendar and Outlook.
**Data classification:**
* All calendar data — including appointment details, attendee information, and scheduling preferences — is **Customer Data**
* Calendar sync operates through authorized OAuth connections to your calendar providers
* HoopAI does not access calendar data beyond what is necessary to provide the scheduling service
### Funnels, websites, blogs, memberships, communities, and courses
HoopAI's Sites and Content tools allow you to build and host websites, funnels, landing pages, blogs, membership sites, communities, and online courses.
**Content responsibility:**
* You are solely responsible for all content published on sites built with HoopAI, including compliance with applicable laws, intellectual property rights, and our [Acceptable Use Policy](/legal/acceptable-use)
* HoopAI provides the hosting infrastructure but does not review, approve, or endorse customer-published content
**Hosting:**
* Standard SSL certificates are provided on all HoopAI-hosted content at no additional charge
* Custom domains are supported and configured through your DNS provider
* HoopAI may remove or disable content that violates our Acceptable Use Policy or applicable law
**Memberships and communities:**
* Access control for membership content is managed through the platform's built-in authentication
* You are responsible for managing member access, billing, and content delivery
### Invoicing, subscriptions, payment processing, and order forms
HoopAI's payment tools include invoicing, recurring subscriptions, one-time payments, order forms, and payment link generation.
**Payment processing:**
* HoopAI integrates with third-party payment processors (e.g., Stripe). You must maintain your own account with the payment processor and agree to their terms
* **HoopAI facilitates payment workflows but does not act as a payment processor** — we do not directly handle, store, or process payment card data
* You are responsible for **PCI DSS compliance** as it relates to your use of payment features and your handling of cardholder data
**Transaction fees:**
* Certain payment features may be subject to transaction fees in addition to your subscription fees
* Current fee schedules are available in your account settings
You are responsible for ensuring compliance with applicable tax laws, billing regulations, and consumer protection requirements in your jurisdiction.
### Workflows, triggers, actions, and if/else logic
HoopAI's automation tools include visual workflow builders, event-based triggers, multi-step actions, conditional if/else branching, wait steps, and webhook integrations.
**Customer responsibility:**
* You are solely responsible for the design, configuration, and outcomes of your automated workflows
* **HoopAI is not liable for actions taken by automated workflows**, including but not limited to messages sent, records modified, deals moved, or contacts added/removed
* You should thoroughly test all workflows before activating them in production
**Usage limits:**
* Workflow execution is subject to fair use limits based on your plan tier
* HoopAI may throttle or pause workflows that consume excessive resources or negatively impact platform performance
We recommend using workflow error handling and notification steps to monitor automated processes and catch issues early.
### Dashboards, attribution, and call tracking
HoopAI's reporting tools include customizable dashboards, marketing attribution, call tracking, conversion reporting, and revenue analytics.
**Data usage:**
* Reporting data is derived from your Customer Data and presented solely within your account
* HoopAI may aggregate and **anonymize** reporting data across the platform for the purpose of improving product features, benchmarking, and platform optimization
* Anonymized, aggregated data cannot be traced back to any individual customer or end user
**Call tracking:**
* Call tracking numbers are provisioned through HoopAI Communications (see Section 10)
* Call recordings and transcriptions are Customer Data and subject to your data retention settings
### Phone numbers, messaging, and voice services
HoopAI Communications provides phone number provisioning, SMS/MMS messaging, voice calls, and related telecommunications services.
**Phone numbers:**
* Phone numbers provisioned through HoopAI are released **14 days after account termination** — you must port numbers before this deadline to retain them
* Number availability varies by region and type (local, toll-free, etc.)
**Messaging requirements:**
* **A2P 10DLC registration** is required for all US-based business messaging. You must complete registration and campaign verification before sending SMS/MMS
* All messaging must comply with carrier policies, TCPA, and applicable telecommunications regulations
* Message throughput limits vary based on your 10DLC trust score and campaign type
**Surcharges:**
* Carrier surcharges, regulatory fees, and per-message/per-minute rates apply to all communication services
* Current rate schedules are available in your account settings and are subject to change with notice
| Service | Billing basis |
| ------------------- | ------------------- |
| Local phone numbers | Monthly per number |
| Toll-free numbers | Monthly per number |
| Outbound SMS | Per message segment |
| Outbound MMS | Per message |
| Inbound SMS/MMS | Per message |
| Outbound voice | Per minute |
| Inbound voice | Per minute |
Failure to complete A2P 10DLC registration will result in degraded messaging throughput and may lead to message filtering or blocking by carriers.
### Rate limits, fair use, and third-party data handling
HoopAI provides RESTful APIs and webhook integrations for extending platform functionality and connecting with third-party applications.
**Rate limits:**
* API access is subject to rate limits based on your plan tier. Current rate limits are published in our [API documentation](/api-reference/introduction)
* HoopAI reserves the right to modify rate limits at any time to ensure platform stability
**Fair use:**
* API usage is subject to a fair use policy. Excessive API calls, bulk data extraction, or patterns that negatively impact platform performance may be throttled or restricted
* Automated scraping of the HoopAI platform or API is prohibited
**Third-party integrations:**
* You are solely responsible for the security and data handling practices of third-party applications you connect to HoopAI
* HoopAI is not responsible for data breaches, data loss, or privacy violations caused by third-party integrations
* You should review the privacy policies and security practices of all third-party applications before granting them access to your HoopAI data
OAuth-based integrations are recommended over API key-based authentication for improved security and granular permission control.
***
## Contact us
If you have questions about these Product-Specific Terms, please contact us at [legal@hoopai.com](mailto:legal@hoopai.com).
# Terms of Service
Source: https://help.hoopai.com/legal/terms-of-service
The terms and conditions governing your use of the HoopAI platform and services, including mandatory arbitration and class action waiver.
**Last Updated: January 2026**
**IMPORTANT: PLEASE READ THESE TERMS OF SERVICE CAREFULLY. THEY CONTAIN A MANDATORY ARBITRATION PROVISION AND A CLASS ACTION WAIVER THAT AFFECT YOUR LEGAL RIGHTS. BY USING THE HOOPAI PLATFORM, YOU AGREE TO RESOLVE DISPUTES THROUGH BINDING INDIVIDUAL ARBITRATION AND WAIVE YOUR RIGHT TO PARTICIPATE IN CLASS ACTIONS OR CLASS ARBITRATIONS. SEE SECTION 13 (DISPUTE RESOLUTION) FOR DETAILS.**
These Customer Terms of Service ("**Terms**" or "**Agreement**") constitute a legally binding agreement between you ("**Customer**," "**you**," or "**your**") and HoopAI, Inc. ("**HoopAI**," "**Company**," "**we**," "**us**," or "**our**"), a Delaware corporation with offices in Dallas, Texas. These Terms govern your access to and use of the HoopAI platform, including all associated services, features, applications, APIs, and related websites (collectively, the "**Platform**" or "**Services**").
By creating an Account, accessing, or using the Services in any manner, you acknowledge that you have read, understood, and agree to be bound by these Terms, our [Privacy Policy](/legal/privacy-policy), and any applicable Order Forms. If you are entering into these Terms on behalf of a company or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms, in which case "you" refers to that entity.
If you do not agree to these Terms, you must not access or use the Services.
Once accepted, these Terms of Service, in combination with our [Privacy Policy](/legal/privacy-policy), [Data Processing Agreement](/legal/data-processing-agreement), and any applicable Order Forms (collectively, the "Agreement"), become a binding legal commitment between you (or the business entity that you represent) and HoopAI, Inc.
HoopAI reserves the right to make changes to these Terms at any time. Material changes will be communicated via email or in-platform notification at least 30 days before taking effect. Your continued use of the Platform following the effective date constitutes your acceptance of the updated Terms.
***
## Definitions
| Term | Definition |
| ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Account** | Your registered HoopAI account, including all sub-accounts, users, and configurations associated with it. |
| **Authorized Users** | Individuals you authorize to access the Services under your Account, including employees, contractors, and team members. |
| **Confidential Information** | All non-public information disclosed by one party to the other, whether orally, in writing, or electronically, that is designated as confidential or that a reasonable person would understand to be confidential given the circumstances. |
| **Customer Data** | All data, content, and information you or your Authorized Users input, upload, store, or transmit through the Services, including contacts, conversations, calendar bookings, payment records, AI agent configurations, website content, and workflow data. |
| **Documentation** | All user guides, help articles, API documentation, and training materials made available by HoopAI at help.hoopai.com. |
| **HoopAI Communications** | The communication services provided through the Platform, including SMS, MMS, email, voice calling, and related telephony features, subject to additional HoopAI Communications Terms. |
| **Intellectual Property** | Patents, copyrights, trademarks, trade secrets, moral rights, and all other proprietary or intellectual property rights. |
| **Order Form** | Any ordering document, online subscription page, or checkout flow through which you subscribe to a specific plan and pricing tier. |
| **Services** | The HoopAI platform and all features, including CRM, marketing automation, AI agents, calendars, conversations, sites and content, payments, reporting, workflows, and all related tools and APIs. |
| **Sub-Account** | An additional account created under your primary Account for organizing separate businesses, locations, or teams. |
| **Subscription Period** | The duration of your paid subscription as specified in your Order Form or selected billing cycle. |
| **Third-Party Services** | External applications, integrations, marketplace apps, or services not owned or operated by HoopAI that may interact with the Platform. |
***
### 1.1 Eligibility and restrictions
You must be at least 18 years of age to create an Account and use the Services. By creating an Account, you represent and warrant that you meet this age requirement. The Services are intended for business use or in connection with an individual's trade, craft, or profession. HoopAI reserves the right to refuse service to any person or entity for any reason.
You may not use the Services if you are a direct competitor of HoopAI, or an employee, partner, or director of a competitor, or if you intend to use the Services for the purpose of building, improving, or marketing a competing product or service. HoopAI reserves the right to terminate any Account that it determines, in its sole discretion, is being used by or on behalf of a competitor.
### 1.2 Account ownership
Your Account is owned by the individual who accepts these Terms, unless you are acting on behalf of a business entity, in which case the business entity is the owner. If you accept these Terms on behalf of a business entity, you represent and warrant that you have the authority to bind that entity.
In the event of a dispute regarding Account ownership, HoopAI reserves the right to request documentation and will determine the rightful owner based on the following factors, weighed in its sole discretion:
| Factor | Description |
| -------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **Payment history** | Identity of the individual or entity that has consistently paid fees via the payment method on file |
| **Account creator** | Identity of the individual who created the Platform Account |
| **Business documentation** | Verifiable, government-issued documentation demonstrating ownership (articles of incorporation, business license, partnership agreement) |
| **Court orders** | A court order or other binding legal settlement agreement |
| **Other evidence** | Any other documentation HoopAI deems relevant |
HoopAI reserves the right to suspend or terminate the Account until the parties have reached a mutual written agreement or a court of competent jurisdiction has issued a resolution. HoopAI's determination of Account ownership shall be final and binding.
### 1.3 Intended use — representations and warranties
By using the Services, you represent and warrant that:
* You and your customers will maintain all licenses, permissions, authorizations, consents, and permits necessary to carry out obligations under these Terms
* You are fully responsible for your actions and those of your employees, agents, and customers who use the Platform
* You will ensure that your employees with access are bound by these Terms and require that your customers accept terms at least as restrictive
* You own or control all rights in content you provide to HoopAI, including any customization code
* You will not give access to the Platform to a direct competitor of HoopAI
* You will not reverse engineer, decompile, disassemble, or attempt to uncover source code, object code, or underlying structure of the Platform
* You will not modify, translate, or create derivative works based on the Platform
* You will not remove any proprietary notices or labels
* All information you provide to HoopAI is accurate, complete, and current
* You are authorized to act on behalf of any business or entity for which you create an Account
### 1.4 Compliance obligations
You are solely responsible for ensuring that your use of the Services complies with all applicable laws, regulations, and industry standards, including but not limited to:
| Regulation | Area |
| ----------------------------------------------- | ---------------------------------------------------------------------------------------------- |
| **HIPAA** | Healthcare data privacy — you must enter into a separate BAA with HoopAI before processing PHI |
| **GDPR** | EU/EEA data protection |
| **CCPA / CPRA** | California consumer privacy |
| **VCDPA, CPA, UCPA, CTDPA** | US state privacy laws |
| **PCI DSS** | Payment card security |
| **Gramm-Leach-Bliley Act** | Financial data protection |
| **CAN-SPAM, TCPA** | Electronic communications and telemarketing |
| **A2P 10DLC** | US business messaging registration |
| **Accessibility laws (ADA, Section 508, WCAG)** | Website and application accessibility |
| **Tax laws** | Sales tax, VAT/GST, reporting and remittance |
You are also responsible for:
* The quality and integrity of any data made available through the Platform
* Securing and maintaining proper insurance coverage as required by applicable law
* Ensuring that your use of the Platform does not violate any contractual obligations to third parties
HoopAI provides technology tools only and is not engaged in providing tax, accounting, legal, or professional services advice. HoopAI does not provide legal advice and makes no representations that the Services satisfy any particular legal requirements. Compliance is ultimately YOUR responsibility.
### 1.5 Privacy — sub-account obligations
If you use the Platform to provide services to your own clients through Sub-Accounts, you are required to:
* Implement and maintain your own Terms of Service and Privacy Policy providing protection at least equal to that provided by HoopAI's policies
* Obtain consent from your customers acknowledging they agree to your privacy policy
* Represent and warrant that you have provided adequate notices and obtained all necessary permissions for data collection, processing, and communication
* Act as the data controller (or equivalent) for all personal data processed through your Sub-Accounts
HoopAI acts as a data processor on your behalf. You remain the data controller and are responsible for the lawfulness of your data processing activities.
### 1.6 Data subject rights management
You are solely responsible for managing and responding to all data subject rights requests from your customers and end users, including requests for access, deletion, correction, portability, restriction of processing, and objection to processing. HoopAI will provide reasonable assistance in responding to such requests, but the primary obligation to respond lies with you.
### 1.7 Data breach notification
You are solely responsible for complying with all applicable data breach notification laws. In the event of a security incident affecting Customer Data:
* HoopAI will notify you without undue delay (and in any event within 72 hours of becoming aware of the breach)
* HoopAI will provide information about the nature of the breach, the categories of data affected, and the measures taken or proposed to address the breach
* You shall promptly investigate and take remedial measures
* You shall determine your notification obligations under applicable law
* You shall make all legally required notifications to affected individuals and regulatory authorities within applicable timeframes
* You shall bear all costs associated with notifications
* You shall promptly inform HoopAI of any notifications made
### 1.8 Data retention and deletion
You are solely responsible for establishing appropriate data retention periods and deletion procedures in compliance with applicable privacy laws. HoopAI retains Customer Data for the duration of your Account and for a reasonable period thereafter as described in our [Privacy Policy](/legal/privacy-policy). Upon Account termination, you may export your Customer Data for 30 days. After this period, HoopAI will delete your Customer Data in accordance with our data retention policies, except as required by law.
### 1.9 Login credentials and security
You are responsible for maintaining the confidentiality of all login credentials associated with your Account and all Sub-Accounts. You are responsible for all uses of your Account, whether or not authorized by you. You must:
* Use strong, unique passwords for all accounts
* Enable **two-factor authentication (2FA)** on your account and all associated user accounts — HoopAI strongly recommends and may require 2FA
* Immediately notify HoopAI of any unauthorized access, use, or suspected security breach
* Not share login credentials with unauthorized individuals
* Ensure that Authorized Users comply with these security requirements
You consent to HoopAI accessing and monitoring your account and your customer accounts for support and security purposes.
HoopAI shall not be liable for any damages, losses, or liabilities arising from any security breach or unauthorized access that results from your failure to implement recommended security measures, including two-factor authentication.
### 1.10 Communication services
The Platform includes HoopAI Communications features such as SMS, MMS, email sending, and voice calling. By using these features:
* You agree that separate Communication Surcharges for these services may apply and will be charged to your invoice, as published on our pricing page or communicated to you
* Communication Surcharges are subject to the HoopAI Communications Terms, which are incorporated by reference into these Terms
* You acknowledge that upon cancellation or termination of your Platform Account, all phone numbers procured through the Platform on your behalf will be released within **fourteen (14) days** — you must port out any numbers you wish to retain before this deadline
* You are solely responsible for compliance with all telecommunications laws and regulations, including obtaining proper consent before sending communications
* You must comply with A2P 10DLC registration requirements for US messaging
Phone numbers cannot be recovered after the 14-day release window following termination. If you need to retain your numbers, initiate a port-out request before canceling your Account.
You may not use the Platform or Services, or permit or encourage any third party to use the Platform or Services, for any of the following purposes:
**Illegal and harmful activities:**
* Violating any applicable law, contract, intellectual property right, or other third-party right
* Engaging in harassing, threatening, intimidating, predatory, or stalking conduct
* Facilitating illegal activities including fraud, money laundering, terrorist financing, or other financial crimes
* Trafficking in illegal goods or services
* Distribution of child sexual abuse material or exploitation of minors in any form
* Identity theft or impersonation of any person or entity, including HoopAI officials or employees
**Spam and unauthorized communications:**
* Sending unsolicited bulk communications (spam), including bulk email, SMS, or voice calls without proper consent
* Purchasing, renting, or harvesting contact lists for unsolicited messaging
* Sending communications that violate CAN-SPAM, TCPA, CASL, GDPR, or other applicable laws
* Using deceptive subject lines, headers, or sender information
* Failing to honor unsubscribe or opt-out requests promptly
* Exceeding messaging rate limits or engaging in practices that could harm deliverability for other users
* Failing to comply with A2P 10DLC registration requirements for US messaging
**Platform abuse:**
* Attempting to gain unauthorized access to the Services, other customer accounts, or HoopAI systems or networks
* Introducing malware, viruses, worms, Trojan horses, or other harmful code
* Interfering with or disrupting the integrity, performance, or availability of the Services or servers
* Accessing the Platform by any means other than standard industry-accepted interfaces
* Using automated means (bots, scrapers, crawlers) to access the Services except through our published API
* Exceeding API rate limits or abusing the API in a manner that degrades service for other customers
* Circumventing any security measures, content-filtering techniques, usage limits, or access controls
* Reverse engineering, decompiling, disassembling, or otherwise attempting to derive the source code of the Services
* Developing third-party applications that interact with the Platform without HoopAI's written consent
* Bypassing or ignoring instructions in our robots.txt file
**Competitive use:**
* Using the Services to build, improve, or market a product or service that competes with HoopAI
* Benchmarking or competitive analysis of the Services without HoopAI's prior written consent
* Reselling access to the Services except as expressly permitted under your subscription plan
**Content violations:**
* Uploading, transmitting, or storing content that infringes any third-party intellectual property rights
* Deleting or revising content posted by another person or entity
* Deleting or modifying author attributions, legal notices, or proprietary labels
* Distributing defamatory, obscene, or objectionable content
* Publishing content that promotes discrimination or harm against any individual or group
* Using AI agents to impersonate real individuals without their explicit consent
* Creating deepfakes or synthetic media intended to deceive
* Processing payment transactions for illegal goods or services
**Data protection violations:**
* Collecting or processing personal data without proper legal basis or consent
* Transferring personal data in violation of applicable data protection laws
* Failing to implement appropriate security measures for sensitive data
* Processing sensitive categories of personal data (health, biometric, genetic data) without required safeguards
HoopAI reserves the right to investigate suspected violations and take appropriate action, including suspending or terminating your Account, removing content, and reporting conduct to law enforcement authorities.
If you believe a HoopAI user is violating these terms, please report it to [abuse@hoopai.com](mailto:abuse@hoopai.com). See the [Acceptable Use Policy](/legal/acceptable-use) for detailed messaging guidelines.
### 3.1 Creating and managing Sub-Accounts
You may create Sub-Accounts under your primary Account to organize separate businesses, locations, or teams. If you create Sub-Accounts:
* You are the contracting party with HoopAI and remain fully responsible for all Sub-Accounts
* You are responsible for all activities conducted through your Sub-Accounts, including compliance with all applicable laws
* You must ensure Sub-Account users do not engage in any Prohibited Uses
* You may not misrepresent the Platform or Services to Sub-Account users
### 3.2 Sub-Account responsibilities
As the Account holder with Sub-Accounts, you agree to:
* Monitor Sub-Account activity for compliance with applicable laws
* Respond promptly to any complaints, abuse reports, or legal requests related to your Sub-Accounts
* Remove or disable Sub-Accounts that violate these Terms
* Indemnify HoopAI for any claims arising from Sub-Account activities
### 3.3 HoopAI's rights regarding Sub-Accounts
If HoopAI determines that a Sub-Account is engaging in suspicious activity, violating applicable law, or is otherwise in breach of these Terms, HoopAI may request that you suspend or terminate the Sub-Account access. You agree to promptly comply. Failure to do so may result in the suspension or termination of your Platform Account.
HoopAI also reserves the right to:
* Suspend or terminate individual Sub-Accounts that violate these Terms, even without your consent
* Contact Sub-Account holders directly if required by law or to address imminent harm
* Require you to provide information about Sub-Account holders in response to legal process
* Modify or limit Sub-Account features or capabilities at any time
### 4.1 Subscription plans and pricing
HoopAI offers multiple subscription plans with varying features, usage limits, and pricing tiers. The specific terms of your subscription are set forth in your Order Form or the plan selected at checkout. By subscribing to a plan, you agree to pay all fees associated with your selected plan.
HoopAI reserves the right to modify pricing with at least 30 days' prior notice. Price changes will apply at the start of your next billing cycle after the notice period.
### 4.2 Billing cycles
Subscription fees are billed in advance on a monthly or annual basis, depending on your selected billing cycle. Annual subscriptions are billed as a single payment at the beginning of each annual period. All fees are quoted and payable in U.S. dollars unless otherwise stated.
### 4.3 Surcharges and usage-based fees
In addition to your subscription fee, the following charges may apply:
* **Communication surcharges** — SMS, MMS, voice calling, and email sending fees based on volume and destination, subject to HoopAI Communications Terms
* **AI usage fees** — charges for AI agent interactions, AI content generation, or other AI-powered features exceeding your plan allocation
* **Overage charges** — fees for exceeding plan limits on contacts, users, workflows, storage, or other metered resources
* **Add-on features** — charges for optional features or premium capabilities not included in your base plan
* **Marketplace purchases** — fees for third-party apps, templates, or services purchased through the HoopAI Marketplace
Surcharges and usage-based fees are billed in arrears, typically on a monthly basis.
### 4.4 Taxes
All fees are exclusive of applicable taxes. You are solely responsible for all sales, use, value-added (VAT), goods and services (GST), withholding, and other taxes imposed by any government authority in connection with your use of the Services, excluding taxes based solely on HoopAI's net income. If HoopAI is required to collect or remit taxes on your behalf, such taxes will be added to your invoice.
### 4.5 Payment methods and authorization
You must provide a valid payment method (credit card, debit card, ACH, or other accepted method) and authorize HoopAI to charge your payment method for all fees due. You are responsible for keeping your payment information current.
### 4.6 Failed payments and late fees
If any payment fails or is not received when due:
* HoopAI will attempt to process the payment using the payment method on file
* You will be notified of the failed payment and given an opportunity to update your payment information
* If payment is not received within 7 days, HoopAI may restrict access to certain features
* If payment is not received within 15 days, HoopAI may suspend your Account
* Late payments may accrue interest at the rate of 1.5% per month (or the maximum rate permitted by applicable law, whichever is lower)
* You remain responsible for all unpaid fees, including collection costs and reasonable attorneys' fees
### 4.7 Refund policy
All fees paid are non-refundable except as expressly stated below or where required by applicable law:
* **Annual subscriptions** — If you cancel within the first 30 days, you may be eligible for a prorated refund at HoopAI's sole discretion
* **Billing errors** — HoopAI will correct any billing errors and issue refunds or credits for overcharges upon verification
* **Service credits** — If the Services experience material downtime exceeding any applicable SLA commitments, you may be eligible for service credits as described in the SLA
* **Communication surcharges** — SMS, voice, and email usage charges are non-refundable once consumed
No refunds will be issued for partial months of service, downgrades, or unused features. If you initiate a chargeback or payment dispute, HoopAI reserves the right to immediately suspend your Account pending resolution.
Failure to pay fees when due may result in suspension or termination of your Account. All Customer Data remains subject to HoopAI's data retention policies upon Account suspension or termination.
### 5.1 HoopAI platform IP
The Platform, including all software, source code, object code, algorithms, APIs, interfaces, user interfaces, designs, documentation, trademarks, service marks, logos, trade dress, and all other visual design and functional elements, are the exclusive property of HoopAI, Inc. and its licensors and are protected by intellectual property laws. These Terms do not grant you any right, title, or interest in the HoopAI Intellectual Property except for the limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Services during your Subscription Period in accordance with these Terms and solely for your internal business purposes.
### 5.2 Customer Data ownership
You retain all rights, title, and interest in and to your Customer Data. HoopAI does not claim any ownership rights in your Customer Data. You grant HoopAI a limited, non-exclusive, worldwide, royalty-free license to use, process, store, reproduce, and transmit your Customer Data solely as necessary to provide, maintain, and improve the Services. This license terminates when you delete your Customer Data or close your Account, except that HoopAI may retain anonymized and aggregated data that does not identify you or any individual.
Upon termination, you may export your Customer Data using the Platform's built-in export tools or via the HoopAI API.
### 5.3 Feedback
If you provide HoopAI with suggestions, enhancement requests, recommendations, or other feedback regarding the Services ("**Feedback**"), you grant HoopAI a perpetual, irrevocable, worldwide, royalty-free, fully paid-up, non-exclusive, sublicensable license to use, reproduce, modify, distribute, and incorporate such Feedback into the Services or any HoopAI product or service without restriction, attribution, or compensation to you.
### 5.4 Customer branding
HoopAI may use your company name and logo on our website, marketing materials, and customer lists as a reference, unless you opt out by providing written notice to [legal@hoopai.com](mailto:legal@hoopai.com).
### 6.1 Definition
"**Confidential Information**" means all non-public information disclosed by one party (the "**Disclosing Party**") to the other party (the "**Receiving Party**"), whether orally, in writing, or electronically, that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes, but is not limited to: Customer Data, business plans, pricing, financial information, product roadmaps, technical specifications, customer lists, marketing strategies, and proprietary technology.
### 6.2 Obligations
Each party agrees to:
* Protect the other party's Confidential Information using at least the same degree of care it uses for its own confidential information, but no less than reasonable care
* Use Confidential Information only for the purpose of performing obligations or exercising rights under these Terms
* Limit access to Confidential Information to employees, contractors, and agents who have a need to know and who are bound by confidentiality obligations at least as protective as those in this section
* Not disclose Confidential Information to any third party without the Disclosing Party's prior written consent
### 6.3 Exclusions
Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the Receiving Party; (b) was known to the Receiving Party before disclosure by the Disclosing Party without any obligation of confidentiality; (c) is received from a third party without breach of any obligation of confidentiality; or (d) is independently developed by the Receiving Party without use of or reference to the Disclosing Party's Confidential Information.
### 6.4 Required disclosures
The Receiving Party may disclose Confidential Information to the extent required by law, regulation, or court order, provided that the Receiving Party gives the Disclosing Party prompt written notice (to the extent legally permitted) and reasonable assistance in seeking a protective order or other appropriate remedy.
### 6.5 Duration
The confidentiality obligations in this section survive termination of these Terms for a period of three (3) years.
### 7.1 Integrations and marketplace
The Platform may integrate with or provide access to Third-Party Services, including applications available through the HoopAI Marketplace. Your use of any Third-Party Service is subject to the third party's own terms of service and privacy policy. HoopAI does not control, endorse, or assume any responsibility for Third-Party Services.
### 7.2 No warranty or liability
HoopAI makes no representations or warranties regarding Third-Party Services and shall not be liable for any damages, losses, or issues arising from your use of Third-Party Services, including:
* Service interruptions, outages, or discontinuation of Third-Party Services
* Data loss, corruption, or security breaches caused by Third-Party Services
* Changes to Third-Party Service features, pricing, or APIs
* Inaccurate or misleading information provided by Third-Party Services
### 7.3 Data sharing with third parties
If you enable integrations or install marketplace apps, you may be authorizing the sharing of Customer Data with third parties. You are responsible for reviewing the privacy practices and terms of any Third-Party Service before enabling data sharing. HoopAI is not responsible for how third parties use, store, or process your data.
### 7.4 Marketplace app terms
Apps and services available through the HoopAI Marketplace may be provided by HoopAI or by third-party developers. Third-party marketplace apps are subject to the developer's own terms, and HoopAI does not guarantee the quality, reliability, security, or suitability of third-party apps. HoopAI may remove marketplace apps at any time without notice.
### 8.1 AI tools and services
The Platform includes AI-powered features such as AI agents, AI-assisted content generation, conversation intelligence, workflow automation suggestions, and other machine learning capabilities (collectively, "**AI Features**"). By using AI Features, you agree to the following terms.
### 8.2 AI data handling
* AI Features are designed to provide direct services to you and are not guaranteed to be error-free
* **HoopAI does not use your Customer Data to train generalized, public AI models** unless you explicitly opt in
* HoopAI works with specialized AI subprocessors whose use of your data is limited to providing the specific service you are using
* AI-generated content and outputs may be imprecise, inaccurate, or incomplete — you are solely responsible for reviewing and verifying all AI outputs before use
* You retain ownership of content you create using AI Features, subject to the underlying intellectual property rights of any third-party materials incorporated into the output
### 8.3 AI usage responsibilities
You agree that:
* You will not use AI Features to generate content that is unlawful, harmful, deceptive, or that infringes on third-party rights
* You will not use AI agents to impersonate real individuals without their explicit consent
* You will not rely on AI Features as a substitute for professional advice (legal, medical, financial, or otherwise)
* You are solely responsible for the content generated through AI Features and for any decisions made based on AI outputs
* You will comply with all applicable laws regarding the use of AI, including disclosure requirements to your end users
* AI-generated content is subject to the same content standards and restrictions as user-generated content
### 8.4 AI limitations
HoopAI does not guarantee the accuracy, completeness, or reliability of AI-generated content. AI Features are provided "as is" and may produce errors, biases, or hallucinations. HoopAI shall not be liable for any damages arising from your reliance on AI-generated outputs.
See the [Product-Specific Terms](/legal/product-specific-terms) for additional AI-related terms.
### 9.1 HoopAI limited warranties
HoopAI warrants that:
* The Services will perform materially in accordance with the Documentation during your Subscription Period
* HoopAI will use commercially reasonable efforts to maintain the availability of the Services
* HoopAI will implement and maintain industry-standard security measures to protect Customer Data
* HoopAI will provide the Services in compliance with applicable laws
### 9.2 Customer warranties
You warrant and represent that:
* You have the legal authority and capacity to enter into these Terms
* Your use of the Services will comply with all applicable laws, regulations, and industry standards
* You have obtained all necessary rights, licenses, and consents to provide Customer Data to HoopAI and to authorize HoopAI to process such data as contemplated by these Terms
* Your Content and Customer Data do not and will not infringe, violate, or misappropriate any third-party rights
* All information you provide to HoopAI is accurate, complete, and not misleading
### 9.3 Disclaimer of warranties
EXCEPT AS EXPRESSLY SET FORTH IN SECTION 9.1, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND. HOOPAI EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING, USAGE, OR TRADE PRACTICE.
HOOPAI DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, COMPLETELY SECURE, OR FREE FROM VIRUSES OR OTHER HARMFUL COMPONENTS. HOOPAI DOES NOT WARRANT THAT THE SERVICES WILL MEET YOUR SPECIFIC REQUIREMENTS OR THAT ANY ERRORS OR DEFECTS WILL BE CORRECTED.
YOUR USE OF THE SERVICES IS AT YOUR OWN RISK. NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN, OBTAINED FROM HOOPAI OR THROUGH THE SERVICES SHALL CREATE ANY WARRANTY NOT EXPRESSLY STATED IN THESE TERMS.
### 10.1 Exclusion of consequential damages
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL EITHER PARTY, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE TO THE OTHER PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, BUSINESS OPPORTUNITY, OR ANTICIPATED SAVINGS, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES, REGARDLESS OF THE THEORY OF LIABILITY (WHETHER IN CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) AND EVEN IF THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
### 10.2 Aggregate liability cap
HOOPAI'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS, WHETHER IN CONTRACT, TORT, OR OTHERWISE, SHALL NOT EXCEED THE TOTAL AMOUNTS ACTUALLY PAID BY YOU TO HOOPAI DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. IF NO AMOUNTS HAVE BEEN PAID, HOOPAI'S MAXIMUM LIABILITY SHALL BE ONE HUNDRED DOLLARS (\$100).
### 10.3 Exceptions
The limitations in Sections 10.1 and 10.2 shall not apply to: (a) either party's indemnification obligations under Section 11; (b) either party's breach of confidentiality obligations under Section 6; (c) your obligation to pay all fees due under Section 4; (d) claims arising from your violation of Section 2 (Prohibited Uses); (e) HoopAI's liability for willful misconduct or gross negligence; or (f) claims that cannot be limited by applicable law.
### 10.4 Basis of the bargain
The parties acknowledge that the limitations of liability in this section reflect a reasonable allocation of risk and are a fundamental element of the basis of the bargain between the parties. The Services would not be provided without these limitations.
SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES, SO SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.
### 11.1 Indemnification by HoopAI
HoopAI will defend, indemnify, and hold you harmless from and against any third-party claims, actions, suits, or proceedings ("**Claims**") alleging that your authorized use of the Services in accordance with these Terms infringes or misappropriates a third party's intellectual property rights, and HoopAI will pay any damages finally awarded or settlement amounts approved in writing by HoopAI. This obligation does not apply if the Claim arises from: (a) your Content or Customer Data; (b) your modification of the Services; (c) your use of the Services in combination with products, services, or technology not provided by HoopAI; (d) your use of the Services in violation of these Terms; or (e) your use of a version of the Services other than the most current version made available by HoopAI.
### 11.2 Indemnification by Customer
You will defend, indemnify, and hold HoopAI and its affiliates, officers, directors, employees, and agents harmless from and against any and all Claims, damages, obligations, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or related to: (a) your Content or Customer Data; (b) your use of the Platform or Services; (c) your violation of these Terms, including any Prohibited Uses; (d) your violation of applicable law, regulation, or third-party rights, including intellectual property, privacy, or publicity rights; (e) your use of the Services in a manner not authorized by these Terms; (f) your Sub-Accounts and Sub-Account holder activities; (g) your use of AI Features and any AI-generated content; (h) any dispute between you and your customers; (i) your failure to properly respond to data subject rights requests; or (j) your failure to comply with data breach notification requirements.
### 11.3 Indemnification procedure
The indemnified party must: (a) promptly notify the indemnifying party in writing of the Claim (provided that failure to provide prompt notice shall not relieve the indemnifying party of its obligations except to the extent it is materially prejudiced); (b) give the indemnifying party sole control of the defense and settlement of the Claim; and (c) provide reasonable cooperation and assistance to the indemnifying party in connection with the defense and settlement, at the indemnifying party's expense. The indemnifying party shall not settle any Claim in a manner that imposes obligations on the indemnified party without the indemnified party's prior written consent.
### 12.1 Term
These Terms commence on the date you first create an Account or access the Services and continue until terminated in accordance with this section. Each Subscription Period automatically renews for successive periods of the same length (e.g., monthly subscriptions renew monthly; annual subscriptions renew annually) unless either party provides written notice of non-renewal at least 30 days before the end of the current Subscription Period.
### 12.2 Termination for cause
Either party may terminate these Terms immediately upon written notice if the other party:
* Materially breaches these Terms and fails to cure the breach within 30 days of receiving written notice specifying the breach
* Becomes subject to bankruptcy, insolvency, receivership, liquidation, or similar proceedings
* Ceases to operate in the ordinary course of business
* Makes an assignment for the benefit of creditors
HoopAI may also terminate or suspend your Account immediately, with or without notice, if:
* Your use of the Services poses a security risk to the Platform or other customers
* Your Account is being used for illegal activities
* You fail to pay fees when due
* Required by law or regulatory authority
* HoopAI elects to discontinue the Platform or Services
* Your Account has been inactive for an extended period
### 12.3 Cancellation by Customer
You may cancel your subscription at any time through your Account settings or by contacting [support@hoopai.com](mailto:support@hoopai.com). Cancellation takes effect at the end of your current billing period. No refunds will be issued for the remaining portion of a billing period after cancellation. You remain responsible for all fees incurred through the date of termination.
### 12.4 Effect of termination
Upon termination or expiration of these Terms:
* Your license to use the Platform and right to access the Services shall cease immediately (or at the end of your current billing period for voluntary cancellation)
* You must immediately cease all use of the Services and any HoopAI Intellectual Property
* You may export your Customer Data for a period of 30 days following termination
* After 30 days, HoopAI will delete your Customer Data in accordance with our data retention policies, unless retention is required by law
* All phone numbers procured through HoopAI Communications will be released within **14 days** of termination — you must initiate port-out requests before this deadline
* All unpaid fees become immediately due and payable
* The following sections survive termination: Definitions, Section 5 (Intellectual Property), Section 6 (Confidentiality), Section 9.3 (Disclaimer), Section 10 (Limitation of Liability), Section 11 (Indemnification), Section 13 (Dispute Resolution), and Section 14 (General Provisions)
We strongly recommend exporting all Customer Data before your Account termination takes effect. After the 30-day grace period, data deletion is permanent and irreversible.
**MANDATORY ARBITRATION AND CLASS ACTION WAIVER — THIS SECTION AFFECTS YOUR LEGAL RIGHTS, INCLUDING YOUR RIGHT TO FILE A LAWSUIT IN COURT AND TO HAVE A JURY TRIAL. PLEASE READ IT CAREFULLY.**
### 13.1 Informal dispute resolution
Before initiating any formal dispute resolution proceeding, the parties agree to first attempt to resolve disputes through good-faith informal negotiation. A party seeking to resolve a dispute must send a written notice to the other party (to [legal@hoopai.com](mailto:legal@hoopai.com) for notices to HoopAI) describing the dispute and proposed resolution. The parties shall negotiate in good faith for at least 30 days from the date of the notice before initiating arbitration.
### 13.2 Mandatory binding arbitration
**If informal negotiation does not resolve the dispute within 30 days, either party may initiate binding arbitration.** Any dispute, claim, or controversy arising out of or relating to these Terms, the Services, or the relationship between the parties (including claims arising before these Terms were entered into) shall be resolved exclusively through final and binding arbitration administered by the American Arbitration Association ("**AAA**") under its Commercial Arbitration Rules and, where applicable, its Supplementary Procedures for Consumer-Related Disputes.
The arbitration shall be conducted by a single arbitrator selected in accordance with the AAA rules. The arbitration shall take place in Dallas, Texas, unless the parties mutually agree to a different location or to virtual proceedings. The arbitrator shall apply Texas substantive law (without regard to conflict-of-laws principles) and shall have the authority to award any remedy that would be available in court, including injunctive or declaratory relief.
The arbitrator's decision shall be final and binding, and judgment on the award may be entered in any court of competent jurisdiction. The arbitrator shall issue a reasoned written decision sufficient to explain the findings and conclusions on which the award is based.
### 13.3 Class action waiver
**YOU AND HOOPAI AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS ACTION, COLLECTIVE ACTION, CONSOLIDATED ACTION, PRIVATE ATTORNEY GENERAL ACTION, OR OTHER REPRESENTATIVE PROCEEDING.** The arbitrator may not consolidate more than one person's claims and may not preside over any form of representative or class proceeding. If this class action waiver is found to be unenforceable, then the entirety of this arbitration provision shall be null and void, and the dispute shall be resolved in court.
### 13.4 Exceptions to arbitration
Notwithstanding the foregoing, the following claims are not subject to mandatory arbitration:
* Claims that may be brought in small claims court, provided the claim is within the court's jurisdictional limits
* Claims for injunctive or equitable relief to protect a party's intellectual property rights or confidential information
* Claims that applicable law requires to be resolved in court
### 13.5 Governing law
These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of laws provisions. For any claims not subject to arbitration, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Dallas County, Texas.
### 13.6 Arbitration fees and costs
Each party shall bear its own attorneys' fees and costs in connection with arbitration, unless the arbitrator determines otherwise. HoopAI will pay arbitration filing fees and arbitrator compensation for claims involving amounts of \$10,000 or less, provided the arbitrator does not find the claim to be frivolous.
### 13.7 Opt-out right
You may opt out of this arbitration provision by sending written notice to [legal@hoopai.com](mailto:legal@hoopai.com) within 30 days of creating your Account. The opt-out notice must include your name, Account information, and a clear statement that you wish to opt out of arbitration. If you opt out, the class action waiver in Section 13.3 shall still apply.
### 13.8 Statute of limitations
Any claim arising out of or related to these Terms must be filed within one (1) year after the cause of action accrues, or such claim is permanently barred. This limitation applies regardless of whether arbitration or litigation is the appropriate forum.
### 14.1 Severability
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court or arbitrator of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it valid, legal, and enforceable while preserving the parties' original intent. If modification is not possible, the provision shall be severed, and the remaining provisions shall continue in full force and effect.
### 14.2 Entire agreement
These Terms, together with the Privacy Policy, Data Processing Agreement, Acceptable Use Policy, any Order Forms, and any other policies or agreements incorporated by reference herein, constitute the entire agreement between the parties regarding the subject matter hereof and supersede all prior and contemporaneous agreements, representations, and understandings, whether written or oral.
### 14.3 Assignment
You may not assign or transfer these Terms or any rights or obligations hereunder without HoopAI's prior written consent. HoopAI may assign these Terms without restriction, including in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets. Any attempted assignment in violation of this section shall be void.
### 14.4 Force majeure
Neither party shall be liable for any failure or delay in performing its obligations under these Terms (other than payment obligations) due to events beyond its reasonable control, including but not limited to: natural disasters, pandemics, epidemics, acts of war or terrorism, government actions, internet or telecommunications failures, power outages, third-party service provider failures, labor disputes, or cyberattacks. The affected party shall promptly notify the other party and use reasonable efforts to mitigate the impact.
### 14.5 Notices
All notices under these Terms must be in writing and shall be deemed given when:
* **To you:** Sent to the email address associated with your Account, or by in-platform notification, or posted on the HoopAI website
* **To HoopAI:** Sent to [legal@hoopai.com](mailto:legal@hoopai.com)
Notices are deemed received when delivered electronically with confirmation of delivery. For formal legal notices, notices may also be sent by certified mail, return receipt requested, to:
HoopAI, Inc.
Dallas, Texas
Attn: Legal Department
### 14.6 Waiver
No failure or delay by either party in exercising any right, power, or privilege under these Terms shall operate as a waiver thereof, nor shall any single or partial exercise of any right, power, or privilege preclude any other or further exercise thereof or the exercise of any other right, power, or privilege. Any waiver must be in writing and signed by the waiving party.
### 14.7 Independent contractors
The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, franchise, or employment relationship between the parties.
### 14.8 Third-party beneficiaries
These Terms do not confer any rights or remedies on any third party, except as expressly provided herein.
### 14.9 Headings
The headings in these Terms are for convenience only and shall not affect the interpretation of these Terms.
### 14.10 Modifications to Terms
HoopAI reserves the right to modify these Terms at any time by posting updated Terms on hoopai.com. Material changes will be communicated to you via email or in-platform notification at least 30 days before taking effect. Your continued use of the Services after the effective date of any modification constitutes your acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Services and cancel your Account before the effective date.
### 14.11 Electronic communications
By using the Services, you consent to receiving electronic communications from HoopAI, including emails, in-platform notifications, and other electronic messages. You agree that all agreements, notices, disclosures, and other communications provided electronically satisfy any legal requirement that such communications be in writing.
### 14.12 Export compliance
You agree to comply with all applicable export and re-export control laws and regulations, including the U.S. Export Administration Regulations, and shall not use the Services in any country or territory subject to comprehensive U.S. sanctions.
### 14.13 Sub-processors
HoopAI uses sub-processors to provide certain aspects of the Services. A current list of sub-processors is available at [hoopai.com/sub-processors](https://hoopai.com/sub-processors). HoopAI will provide notice of new sub-processors and allow you to object within a reasonable period.
***
## Contact us
If you have questions about these Terms of Service, please contact us:
| | |
| ------------------- | ----------------------------------------------- |
| **Legal inquiries** | [legal@hoopai.com](mailto:legal@hoopai.com) |
| **General support** | [support@hoopai.com](mailto:support@hoopai.com) |
| **Abuse reports** | [abuse@hoopai.com](mailto:abuse@hoopai.com) |
| **Website** | [hoopai.com](https://hoopai.com) |
| **Help center** | [help.hoopai.com](https://help.hoopai.com) |
These Terms were last updated in January 2026. You can review prior versions by contacting [legal@hoopai.com](mailto:legal@hoopai.com).
# Automation triggers for opportunities
Source: https://help.hoopai.com/opportunities/automation-triggers
Use opportunity-based workflow triggers to automate follow-ups, notifications, task creation, and deal updates based on pipeline stage changes, status changes, and more.
Workflow automations connected to your opportunities eliminate the manual, repetitive work of sales pipeline management. Instead of remembering to follow up when a deal changes stage, send a proposal after a qualification call, or notify a manager about a high-value win — you define those actions once and the HoopAI platform executes them automatically every time the conditions are met.
This page covers the opportunity-specific triggers available in the Workflow builder and the actions you can take with them.
***
## Accessing the Workflow builder
Navigate to **Automations > Workflows** to create or edit workflows. Click **+ New Workflow** to start from scratch, or use a template if one matches your use case.
Each workflow starts with a **trigger** — the event that starts the automation — followed by one or more **actions** that run in sequence.
***
## Opportunity-based triggers
### Opportunity created
**Trigger:** Fires when a new opportunity record is created, whether manually, via import, or by another automation.
**Use this trigger to:**
* Send an immediate introduction or welcome email to the new lead
* Create an initial follow-up task for the assigned owner
* Add the opportunity to a nurture sequence
* Notify the team when a new deal enters the pipeline
**Available filter conditions:**
* Pipeline (limit to specific pipeline)
* Stage (only trigger for opportunities starting in a particular stage)
* Assigned user
* Lead value (trigger only for deals above a threshold)
* Tags
* Source
**Example:** When a new opportunity is created in the "Enterprise Sales" pipeline → send an automated discovery call booking email to the contact → create a task for the assigned rep to follow up within 24 hours.
***
### Opportunity status changed
**Trigger:** Fires when an opportunity's status changes — from Open to Won, Lost, or Abandoned, or any combination.
**Use this trigger to:**
* Send a win notification to the team when a deal is marked Won
* Start a customer onboarding sequence immediately after a Won status
* Trigger a re-engagement sequence when a deal is marked Lost (after a delay)
* Notify the manager when a high-value deal is abandoned
* Remove the contact from a sales sequence when the deal closes
**Available filter conditions:**
* Status (specify which status change to respond to: Won, Lost, Abandoned)
* Pipeline
* Lead value
* Lost reason (trigger specific workflows based on why the deal was lost)
* Tags
* Assigned user
**Example:** When status changes to Won → send a "Welcome aboard" email to the contact → create an onboarding task for the customer success team → add a "Customer" tag to the contact record.
**Example:** When status changes to Lost AND lost reason = "Timing not right" → wait 60 days → send a re-engagement email → create a task to follow up by phone.
***
### Pipeline stage changed
**Trigger:** Fires when an opportunity moves from one pipeline stage to another, in either direction.
This is one of the most powerful triggers because it lets you respond in real time to every meaningful step in your sales process.
**Use this trigger to:**
* Send stage-specific content (proposal template, case studies, pricing sheet) when a deal enters a stage
* Create tasks for the next steps that should happen at each stage
* Notify team members when a deal advances to a stage they care about
* Update contact records based on pipeline progression
* Start or stop time-based follow-up sequences
**Available filter conditions:**
* Pipeline (limit to a specific pipeline)
* Pipeline stage (specific stage transitions — which stage the opportunity moved into)
* Assigned user
* Lead value
* Tags
* Lost reason (when the stage change includes a move to Lost)
* Status
Both manual stage changes (drag-and-drop, dropdown in detail panel) and automated stage changes (from a workflow action) will trigger this workflow if the conditions match. Moving a deal backward through stages also triggers the workflow if it matches the configured stage condition.
**Example:** When stage changes to "Proposal Sent" → send an automated email containing your proposal template link → create a task for the rep to follow up in 3 days if no reply.
**Example:** When stage changes to "Negotiation" AND lead value > \$10,000 → add the sales manager as a follower → create a high-priority task for manager review.
***
### Stale opportunities
**Trigger:** Fires when an opportunity has had no activity (no stage change, status change, or field edit) for a defined number of days.
**Use this trigger to:**
* Remind the assigned owner that a deal needs attention
* Escalate stale high-value deals to a manager
* Automatically close or abandon deals that have been inactive too long
* Re-engage the contact with an automated outreach attempt
**Configuration:**
Set the inactivity threshold — the number of days without a change that must pass before the trigger fires. Common thresholds: 7 days (weekly check-in), 14 days (bi-weekly escalation), 30 days (monthly clean-up).
**Available filter conditions:**
* Pipeline
* Stage
* Assigned user
* Lead value
* Tags
**Example:** When opportunity has no activity for 14 days AND status = Open → create a task for the assigned owner with the message "Follow up on stale deal" → send a light re-engagement email to the contact.
***
## Opportunity-based workflow actions
Once a trigger fires, you can take actions that operate on opportunity records.
### Create opportunity
Creates a new opportunity record with specified values. Use this in non-opportunity-triggered workflows (such as form submissions or tag additions) to automatically generate a deal when a contact enters your pipeline.
**Configurable fields:**
* Pipeline and stage
* Opportunity name (supports dynamic merge tags)
* Status
* Opportunity value (fixed amount or dynamic value from a contact field or form response)
* Source
* Assigned user
### Update opportunity
Modifies fields on an existing opportunity. Requires the workflow to have opportunity context — either triggered by an opportunity event or preceded by a Find Opportunity step.
**Configurable fields:**
* Pipeline
* Stage (with optional allow-backward-movement toggle)
* Status (Open, Won, Lost)
* Opportunity value
* Opportunity name
* Source
### Add follower(s) to opportunity
Adds one or more users as followers on the opportunity. Followers gain view and edit access to the record. Duplicate followers are not added. Maximum of 10 followers per opportunity.
### Remove followers from opportunity
Removes specified users from the follower list on the opportunity.
### Remove opportunity from pipeline
Removes the opportunity from the pipeline it is in. Use with caution — this does not delete the record but removes its pipeline association.
### IF/ELSE conditions
Not an opportunity-specific action, but essential for building branching logic. Use IF/ELSE steps after an opportunity trigger to fork the workflow based on opportunity field values — for example, routing high-value deals differently from low-value ones, or handling different lost reasons with separate follow-up paths.
***
## Building an opportunity workflow: step-by-step
Be specific about what you want the automation to do. "Follow up on stale deals" is a goal. "Create a task for the assigned rep after 14 days of no activity on any open deal in the Main Sales pipeline" is a workflow specification.
Go to **Automations > Workflows** and click **+ New Workflow**.
Choose the appropriate opportunity trigger: Opportunity Created, Opportunity Status Changed, Pipeline Stage Changed, or Stale Opportunities.
Add filter conditions to limit the trigger to the right opportunities — specific pipeline, stage, value range, or status.
Click **+ Add Action** after the trigger and build your action sequence. Common patterns:
* Send email → Wait → Create task → Send SMS
* Add follower → Update opportunity field → Notify via internal notification
* IF/ELSE on value → branch to different action paths
Use the test mode to trigger the workflow manually with a test opportunity and verify each action fires correctly.
Toggle the workflow to **Active**. It will now fire automatically whenever the trigger conditions are met.
***
## Common automation examples
| Goal | Trigger | Key actions |
| ------------------------- | ---------------------------------- | ----------------------------------------------------- |
| Welcome new deal | Opportunity Created | Send email, create task |
| Proposal follow-up | Stage changed → Proposal Sent | Send email after 3-day wait |
| Win celebration | Status changed → Won | Send internal notification, start onboarding sequence |
| Lost re-engagement | Status changed → Lost | Wait 60 days, send email |
| Manager alert on big deal | Opportunity Created, value > \$10k | Add follower (manager), create priority task |
| Stale deal reminder | No activity for 14 days | Create task for rep, send nudge email |
| Competitor loss response | Status → Lost, reason = Competitor | Add competitor tag, enroll in comparison sequence |
***
## Multiple opportunities toggle in workflows
When a contact has more than one opportunity, workflow triggers need to know which opportunity to act on. The **Multiple Opportunities** toggle controls this behavior:
* **Off (default)** — the workflow uses the most recently created or updated opportunity for the contact
* **On** — the workflow creates a separate execution for each matching opportunity
Enable the toggle in the trigger configuration when you want the automation to run independently for each of a contact's opportunities. For example, if a contact has three open deals and you enable the toggle on a "Stale Opportunity" trigger, the workflow will fire three times — once for each deal that meets the inactivity threshold.
Enabling the multiple opportunities toggle can significantly increase workflow execution volume for contacts with many open deals. Monitor your workflow statistics after enabling to ensure the behavior matches your intent.
***
## FAQs
Yes. Moving an opportunity backward through stages (from a later stage to an earlier one) will trigger the Pipeline Stage Changed workflow if the destination stage matches the workflow's filter conditions.
Yes. If a workflow action changes an opportunity's stage and another workflow is configured to trigger on that stage, the second workflow will fire. Be mindful of creating loops.
If the workflow was not triggered by an opportunity event and no Find Opportunity step precedes the action, the Update Opportunity action is skipped. Ensure opportunity context exists earlier in the workflow.
Yes. Custom fields on opportunity records are available as filter conditions in all opportunity-based triggers. You can trigger or branch workflows based on any custom field value.
Yes. The Opportunity Status Changed and Pipeline Stage Changed triggers both support a Lost Reason filter condition. Use this to trigger different follow-up sequences based on why specific deals were lost.
Add an Opportunity Status Changed trigger (status = Won) that removes the contact from any active nurture or follow-up sequences. Use the Remove from Workflow action to stop other running automations for that contact.
# Import, export, and bulk edit opportunities in HoopAI
Source: https://help.hoopai.com/opportunities/bulk-actions
Import, export, bulk edit, and delete multiple HoopAI opportunities at once to save time when managing large deal volumes.
Bulk actions let you operate on multiple opportunities simultaneously, saving time when managing large deal volumes.
## Available bulk actions
* **Import opportunities** — create opportunities in bulk from a CSV file
* **Export opportunities** — download a filtered set of opportunities as CSV
* **Bulk edit** — update fields (stage, assigned user, close date, value) across many opportunities at once
* **Bulk delete** — permanently remove multiple opportunities
* **Bulk restore** — recover recently deleted opportunities
***
## Importing opportunities
Your file must:
* Be in CSV format
* Contain only one sheet
* Be under 30 MB
* Have a header row with columns matching opportunity fields (e.g., Contact Name, Pipeline, Stage, Value, Close Date)
In the Opportunities section, click the **Import** button.
Upload your CSV and map each column to the appropriate Hoop opportunity field.
Review the preview and click **Confirm** to import.
Opportunity imports cannot be reversed. Verify your field mapping carefully before confirming.
***
## Importing contacts and opportunities together
You can import contacts and their associated opportunities in a single CSV file. Structure your CSV to include both contact fields and opportunity fields in each row. Hoop will create the contact record and the linked opportunity simultaneously.
***
## Filtering before bulk actions
Use the filter controls to narrow down the opportunities you want to act on before selecting them.
***
## Bulk editing opportunities
In list view, check the checkboxes next to the opportunities you want to edit. Use the **select all** option to select all visible opportunities.
Click the **Bulk Edit** button that appears in the toolbar.
Select which fields to update — such as pipeline stage, assigned user, close date, or tags. Enter the new values.
Click **Apply** to update all selected opportunities.
***
## Bulk deleting and restoring opportunities
Check the opportunities you want to delete.
Click **Delete** from the bulk actions menu. Confirm the deletion in the dialog that appears.
To restore deleted opportunities, open **Opportunity Settings > Deleted Opportunities** and select the records you want to recover. Click **Restore**.
Deleted opportunities are retained for recovery for a limited period. After that period, they are permanently removed.
***
## FAQs
Your file must be in CSV format, contain only one sheet, be under 30 MB, and include a header row with columns matching opportunity fields (for example: Contact Name, Pipeline, Stage, Value, Close Date).
The required fields are Contact ID, Opportunity Name, and Pipeline ID. Fields like Stage ID, Opportunity Value, and Opportunity Status have default values if not provided.
Export your existing opportunities to get Opportunity ID, Pipeline ID, and Stage ID. Export your contacts to get Contact ID.
Yes. Select the **Create and Update Opportunities** option during import to add new records and update existing ones in a single operation.
No. Opportunity imports cannot be reversed. Always review your field mapping carefully in the preview step before confirming.
# Custom fields for HoopAI opportunity records
Source: https://help.hoopai.com/opportunities/custom-fields
Create custom fields on HoopAI opportunity records to capture deal-specific data like contract length, product type, and referral source.
Custom fields allow you to capture any business-specific data on opportunity records that goes beyond the standard fields. Use them to track deal-specific attributes like product type, contract length, referral source, or any other metric important to your sales process.
## Creating custom fields
Custom fields for opportunities are created in **Settings > Custom Fields** (or through **Opportunity Settings**).
Go to **Settings** and find the **Custom Fields** section. Select **Opportunities** as the object type.
Click **"+ Add Field"** and configure:
* **Field name** — a clear label for the field
* **Field type** — choose from text, number, date, dropdown, checkbox, multi-select, or file upload
* **Required** — optionally make the field required when creating an opportunity
Click **Save**. The field will now appear on all opportunity records and in the opportunity creation form.
***
## Organizing fields into groups
You can organize custom fields into named groups to keep the opportunity record panel clean and logical.
To create a group:
1. In **Settings > Custom Fields**, click **+ Add Group**
2. Name the group and assign fields to it
3. Save — the group will appear as a collapsible section on opportunity records
***
## Using custom fields on opportunity records
Custom fields appear on the opportunity record detail panel. You can:
* **Filter by custom fields** — use custom field values as filter criteria in the Opportunities view
* **Sort by custom fields** — in list view, click a custom field column header to sort
* **Export custom fields** — custom field values are included in CSV exports
* **Use in automations** — reference custom field values as triggers or conditions in workflows
***
## Hiding empty fields
To reduce clutter, enable the **Hide Empty Fields** option to automatically collapse custom field sections that have no values entered.
***
## Custom fields in dashboard widgets
Custom field values from opportunities can be used as filters in dashboard widgets. For example, you can create an opportunity widget that only shows deals where a custom "Product Type" field equals "Enterprise". See the Dashboard documentation for setup details.
Use custom fields to track the data most important to your business — contract lengths, product lines, deal sources, or any other metric you need to report on. The more consistently fields are filled in, the more valuable your reporting becomes.
***
## FAQs
You can create custom fields with the following types: text, number, date, dropdown, checkbox, multi-select, and file upload.
Yes. When creating or editing a custom field, enable the **Required** toggle. The field will then be mandatory when creating or editing an opportunity.
Yes. Custom field values on opportunity records can be used as trigger conditions or action values in Workflows. Reference the field in any automation step that supports opportunity data.
Yes. In both board and list view, use the filter toolbar to filter by any custom field value. In list view, click a custom field column header to sort by that field.
Yes. When you export opportunities, all custom field values are included as additional columns in the CSV file.
# Followers
Source: https://help.hoopai.com/opportunities/followers
Add team members as followers on opportunity records so they can view and collaborate on deals without being the assigned owner.
Followers are team members you add to an opportunity (or contact) record to give them visibility and access. Unlike the assigned owner — who is responsible for the deal — followers are stakeholders who need to stay informed and contribute without being the primary point of accountability.
This is especially useful for complex deals where multiple people are involved: a sales manager reviewing high-value opportunities, a product specialist consulted during technical evaluations, or a support lead preparing for onboarding once the deal closes.
***
## How followers work
When a user is added as a follower on an opportunity:
* They can **view and edit** the opportunity record, even if they normally have restricted data access under the "Only Assigned Data" permission setting
* They can see the opportunity's notes, tasks, activity timeline, and all associated information
* They cannot change the **owner** of the record — ownership management stays with the assigned user or an administrator
* They can add notes, create tasks, update fields, and take other actions on the record
Followers inherit the same level of access as the record owner for that specific record. No additional permission adjustments are needed.
The follower feature is particularly valuable in accounts where "Only Assigned Data" is enabled — followers give you a precise way to extend access to specific records without granting broader data permissions.
***
## Adding followers manually
You can add followers when creating an opportunity or at any time by editing an existing one.
**When creating an opportunity:**
1. Open the opportunity creation form (**+ Add Opportunity**)
2. Locate the **Followers** field — it is a multi-select dropdown
3. Search for and select the team members you want to follow this opportunity
4. Complete the remaining fields and click **Save**
**On an existing opportunity:**
1. Open the opportunity detail panel (click the card on the board or the name in list view)
2. Find the **Followers** field in the core information section
3. Click the field and select one or more users from your account's user list
4. The selection saves automatically
Up to **10 followers** can be added per opportunity.
***
## Removing followers
To remove a follower from an opportunity:
1. Open the opportunity detail panel
2. Locate the **Followers** field
3. Click the X next to the user you want to remove
4. The change saves immediately
Removing a follower revokes their follower-based access to that record. They may still have access through other permissions (e.g., if they are an administrator or if "Only Assigned Data" is not enabled).
***
## Adding followers automatically with workflows
Manual follower management works well for individual deals, but workflows let you add followers automatically based on deal characteristics — saving time and ensuring the right people are always looped in.
### Workflow action: Add follower(s) to opportunity
Navigate to **Automations > Workflows** and open or create the relevant workflow.
Click **+ Add Action** and search for **Add Follower(s) to Opportunity**. Select it.
* Give the action a descriptive name
* Select one or more users to add as followers when this action runs
If you only want followers added for certain deals (e.g., value over \$10,000), add a condition step before this action using the relevant filter.
Save the workflow and activate it.
Combine the **Add Follower(s) to Opportunity** action with a value condition to automatically notify your sales manager whenever a high-value deal enters the pipeline. No manual checking required.
The action will not add a user who is already following the opportunity — duplicate followers are prevented automatically.
### Workflow action: Remove followers from opportunity
A corresponding **Remove Followers from Opportunity** action lets you remove followers automatically — for example, removing a product specialist as a follower once the deal leaves the technical evaluation stage.
***
## Follower limits and requirements
| Parameter | Limit |
| --------------------------------- | ------------------------------- |
| Maximum followers per opportunity | 10 |
| Minimum followers | 0 |
| Users selectable as followers | Any active user in your account |
The Add Follower(s) workflow action requires that the workflow is triggered by an opportunity-based event, or that a **Find Opportunity** step precedes it. If no opportunity context exists in the workflow, the action does nothing.
***
## Use cases
**High-value deal visibility**
Automatically add the sales manager and a senior account executive as followers on any opportunity created with a value over \$15,000. Both receive visibility into the deal's progress without needing to search for it.
**Multi-department coordination**
When a deal enters the "Contract Sent" stage, add the legal contact and onboarding manager as followers. They gain early visibility and can start preparing before the deal officially closes.
**Manager review**
Add a team lead as a follower on every deal where the assigned owner has been inactive for 14+ days, triggered by a stale opportunities workflow. The team lead can then step in without a formal reassignment.
**Temporary collaboration**
Add a technical specialist as a follower when a "Technical Evaluation" tag is applied, then remove them automatically when the tag is removed. This keeps their view clean without permanent access to every deal.
***
## Followers on contact records
The followers feature also works on contact records, not just opportunities. Adding a follower to a contact gives them access to that contact's profile, conversation history, and linked opportunities (subject to your account's permission settings).
This is useful for shared accounts, key clients, or contacts that multiple team members need to stay on top of.
***
## FAQs
Up to 10 followers per opportunity.
No. Followers can view and edit the opportunity record, but they cannot transfer ownership to a different user.
No additional permissions are needed beyond being added as a follower. Followers gain access to the specific record regardless of whether "Only Assigned Data" is enabled for their role.
No. The Add Follower(s) action checks whether the user is already a follower before adding them. Existing followers are not duplicated.
Yes. The Followers field in the opportunity detail panel lists all current followers by name.
Followers receive access to the record but notification behavior depends on your account's notification settings. Check your notification preferences in your user profile for details on which activity generates alerts.
# Sales Forecasting
Source: https://help.hoopai.com/opportunities/forecasting
Predict revenue, track weighted pipeline values, and compare forecast accuracy against actual results.
Sales forecasting in the HoopAI platform helps you predict future revenue based on your current pipeline. By assigning forecast categories and weighting opportunity values by stage probability, you get a realistic view of expected income — not just a list of open deals.
Forecasting works with your existing pipeline data. No additional setup is required beyond having opportunities with values and stages configured.
## Pipeline forecasting overview
Pipeline forecasting calculates expected revenue by combining two data points for each opportunity:
* **Opportunity value** — the dollar amount of the deal
* **Stage probability** — the likelihood of closing based on the current pipeline stage
The platform multiplies these together to produce a **weighted value** for each opportunity, then rolls up totals by time period, pipeline, rep, or forecast category.
## Weighted pipeline values
Each pipeline stage has an associated close probability. As opportunities advance through stages, their weighted value increases:
| Stage | Probability | Deal value | Weighted value |
| ------------- | ----------- | ---------- | -------------- |
| Qualification | 10% | \$50,000 | \$5,000 |
| Discovery | 25% | \$50,000 | \$12,500 |
| Proposal | 50% | \$50,000 | \$25,000 |
| Negotiation | 75% | \$50,000 | \$37,500 |
| Closed Won | 100% | \$50,000 | \$50,000 |
Set stage probabilities in **Settings > Opportunities > Pipeline Stages**. Base them on historical conversion rates for the most accurate forecasts.
## Forecast categories
Beyond stage-based weighting, you can assign a forecast category to each opportunity for manual override:
Deals the rep is confident will close this period. These should be in late stages with verbal or written agreement. Commit deals form the floor of your revenue forecast.
Deals that are progressing well and have a realistic chance of closing this period, but are not yet committed. These are typically in mid-to-late stages with engaged stakeholders.
Early-stage opportunities that may close this period but are still being qualified. These deals add upside to the forecast but should not be counted on for planning.
Deals that will not close this period, regardless of stage. Use this category for stalled deals, long-term projects, or opportunities that have been deprioritized.
## Revenue prediction
The forecasting dashboard provides three revenue views:
Total expected revenue based on stage probabilities. This is the most common forecast metric and updates automatically as deals move through stages.
Revenue broken down by forecast category (Commit, Best Case, Pipeline). Gives managers a rep-level view of deal confidence.
Raw sum of all open opportunity values without probability weighting. Useful for understanding total addressable pipeline but not for revenue planning.
### Viewing your forecast
Navigate to **Opportunities > Sales Forecasting** in the left sidebar.
Use the date range selector to choose the forecast period — weekly, monthly, quarterly, or custom range. The forecast shows only opportunities with an expected close date within this window.
Use the filter controls to narrow the view to a specific pipeline, sales rep, or team. This lets managers drill into individual performance.
The top of the page shows total weighted forecast, category breakdown, and trend compared to the previous period.
## Forecast vs actual comparison
After a period closes, the platform compares your forecast to actual results:
| Metric | Description |
| --------------------- | ------------------------------------------------------------------------------------------------ |
| **Forecast accuracy** | Percentage match between predicted and actual closed revenue |
| **Commit accuracy** | How often Commit-category deals actually closed |
| **Slip rate** | Percentage of deals that pushed to a future period |
| **Upside wins** | Deals that closed but were not in the Commit category |
| **Coverage ratio** | Total pipeline value divided by quota — indicates whether there is enough pipeline to hit target |
A coverage ratio below 3x is a red flag. Most sales organizations need 3-4x pipeline coverage to reliably hit their number, since not all deals will close.
## Using forecasting data for decision-making
Forecasting is not just a reporting exercise. Use the data to drive action:
If the weighted forecast is below target with two weeks left in the quarter, you need to generate more pipeline or accelerate existing deals. Do not wait until the period closes to react.
Compare each rep's Commit accuracy over time. Reps who consistently over-commit need coaching on realistic deal assessment. Reps who under-commit may be sandbagging.
Sort opportunities by weighted value to see which deals will have the biggest revenue impact if they close. Focus team energy on moving these deals forward.
Use the category forecast to anticipate workload. If a large number of Best Case deals are expected to close next month, ensure your onboarding and delivery teams are prepared.
Use historical forecast accuracy and coverage ratios to set quotas that are ambitious but achievable. Quotas disconnected from pipeline reality damage team morale.
# Kanban board
Source: https://help.hoopai.com/opportunities/kanban-board
Use the visual kanban board to manage opportunities by pipeline stage, drag cards to advance deals, and customize what you see at a glance.
The kanban board is the default view for Opportunities. It displays your pipeline as a set of columns — one for each stage — with opportunity cards arranged inside them. This visual layout makes it easy to see where every deal stands, identify bottlenecks, and move opportunities forward by dragging cards between columns.
## Switching to board view
If you are currently in list view, switch back to the kanban board by clicking the **Board** view icon in the view toggle at the top right of the Opportunities section.
***
## Reading the board
Each column on the board represents a pipeline stage. At the top of each column, the platform displays:
* The **stage name**
* A **count** of opportunities currently in that stage
* The **total value** of all opportunities in that stage (sum of opportunity values)
This gives you an instant snapshot of pipeline health — how many deals are at each step and how much revenue is at stake.
### Opportunity cards
Each opportunity appears as a card within its stage column. Cards display the key details you choose to show (see [Customizing cards](#customizing-cards) below). By default, a card shows:
* Opportunity name
* Contact name
* Opportunity value
* Close date or days until close
* Assigned owner
* Quick-action counters (tasks, notes, calls, appointments)
### Smart tags
If smart tags are configured for your pipeline, they appear as colored labels on the cards they match. Tags help you instantly spot high-priority deals, at-risk opportunities, or specific deal types without opening the record.
***
## Switching between pipelines
Use the **pipeline dropdown** at the top left of the Opportunities section to switch between different pipelines. Only one pipeline is displayed at a time on the board. Changing the pipeline refreshes the board to show that pipeline's stages and opportunities.
***
## Dragging cards between stages
To advance — or revert — an opportunity through your pipeline, drag its card from one column and drop it into another.
Find the opportunity card in its current stage column. Cards are sorted by most recently updated by default.
Click and hold the card, then drag it horizontally to the target stage column.
Release the card in the new column. The opportunity's stage updates immediately and the column totals recalculate.
When you drag a card to the **Won** or **Lost** stage, the platform will prompt you to confirm the status change. For Lost, you will also be asked to select a lost reason before the move is completed.
If your pipeline is wide (many stages), scroll horizontally within the board to reveal all columns.
***
## Moving a card using the edit panel
If dragging is not practical — for example, when the target stage is far to the right — you can also change the stage from inside the opportunity record:
1. Click the card to open the opportunity detail panel
2. Click the **Stage** dropdown
3. Select the new stage and save
***
## Customizing cards
You can control which fields appear on every card in the board view. Customizations can be applied to the current pipeline or to all pipelines at once.
Click **Manage Fields** in the top-right area of the Opportunities board.
Choose from three categories:
* **Standard opportunity fields** — name, status, lost reason, value, owner, source
* **Custom opportunity fields** — any custom fields you have created
* **Primary contact information** — contact name, phone, email, business name, engagement score, task due dates
* **Opportunity activity** — creation date, last updated date, days since status change, days since stage change
Select one of three display styles:
| Layout | Description |
| ------------- | ----------------------------------------- |
| **Default** | Shows field labels alongside values |
| **Compact** | Shows values only; labels appear on hover |
| **Unlabeled** | One line per field, values only |
Switch to the **Quick Actions** tab to enable or disable the icon counters shown at the bottom of each card — conversations, tasks, notes, tags, calls, and appointments.
Click **Apply** to save. Choose whether to apply to the current pipeline or all pipelines.
***
## Filtering the board
Use the filter toolbar to narrow down which opportunities appear on the board without changing your pipeline:
* **Assigned user** — show only deals owned by a specific team member
* **Date range** — filter by created date, close date, or last activity date
* **Opportunity value** — filter to a minimum, maximum, or range of values
* **Status** — show Open, Won, Lost, or Abandoned opportunities
* **Tags** — include or exclude specific tags (including smart tags)
* **Lead source** — filter by where the deal originated
Filters stack, so you can combine multiple criteria. Save a filter combination as a preset for quick reuse.
***
## Bulk actions on the board
You can select multiple cards directly on the kanban board and act on them without switching to list view.
Click the **Select** button or check the checkbox that appears when hovering over a card. The board enters selection mode — dragging and clicking to open cards is temporarily disabled.
Check additional cards you want to include. Use **Select All** to select every card visible on the current board.
With cards selected, choose an action from the bulk actions toolbar: edit fields, change stage, reassign owner, add tags, or delete.
Click **Cancel** or deselect all cards to return to normal board mode.
***
## Board performance tips
If your pipeline has hundreds of opportunities, apply a date range or assigned-user filter before working on the board. This improves load time and keeps the board focused on the deals most relevant to you right now.
* Use **smart tags** to surface the deals that need attention without manually reading every card
* Set a consistent field layout on cards so your whole team sees the same information at a glance
* Stage columns show a running total — use that number during team check-ins to review pipeline value at a glance
* Boards are per-pipeline; create separate pipelines for different products or regions rather than cramming everything into one long pipeline
***
## FAQs
Cards are ordered by last-updated date by default. There is no manual drag-to-reorder within a single column, but you can sort and filter to surface the most important cards.
Deals marked Won or Lost are removed from the open stage columns. The Won and Lost stage columns (if visible) will show those deals and their values separately. The total at the top of each column reflects only the deals currently in that stage.
Stage visibility is controlled in Pipeline Settings. You can hide a stage from the funnel chart and pie chart widgets, but all stages defined in your pipeline will appear as columns on the board.
Drag-and-drop is disabled while the board is in selection mode. Click Cancel or deselect all cards to exit selection mode and re-enable drag-and-drop.
Card field settings are per-user and per-pipeline by default. When you apply changes, you can choose to apply them to the current pipeline or all pipelines, but other team members manage their own card display preferences independently.
# List view
Source: https://help.hoopai.com/opportunities/list-view
Switch to list view to see opportunities in a sortable table, manage visible columns, apply advanced filters, and bulk-edit deals efficiently.
List view displays your opportunities as rows in a table rather than cards on a kanban board. It is especially useful when you have a large number of deals, need to compare values across many records at once, or want to sort and filter with precision before taking bulk actions.
## Switching to list view
Click the **List** view icon in the view toggle at the top right of the Opportunities section. The board remembers your last-used view, so list view will be the default next time you open Opportunities until you switch back.
***
## Reading the table
Each row in list view represents a single opportunity. Columns display the fields you have chosen to show (see [Managing columns](#managing-columns) below). Standard columns include:
| Column | Description |
| -------------------- | --------------------------------------------------------- |
| **Opportunity name** | The deal name; click to open the opportunity detail panel |
| **Contact** | The primary contact linked to this opportunity |
| **Pipeline** | The pipeline this deal belongs to |
| **Stage** | Current pipeline stage |
| **Status** | Open, Won, Lost, or Abandoned |
| **Value** | Estimated deal value |
| **Close date** | Expected date the deal will close |
| **Assigned to** | The team member who owns this deal |
| **Last activity** | Date of the most recent change or interaction |
| **Created** | Date the opportunity was created |
***
## Sorting
Click any column header to sort the table by that field in ascending order. Click the same header again to reverse the sort to descending. An arrow indicator shows the active sort column and direction.
You can sort by:
* Opportunity value (highest to lowest, or lowest to highest)
* Close date (soonest or farthest away)
* Stage (alphabetical)
* Last activity (most or least recently active)
* Created date
* Contact name
* Any custom field column you have added
Sort by **Close date ascending** to surface deals closing soonest and prioritize your follow-up accordingly.
***
## Filtering
Use the filter toolbar above the table to narrow down which opportunities appear. All the same filters available on the kanban board apply in list view:
* **Pipeline** — filter to a specific pipeline (you can view multiple pipelines at once in list view)
* **Stage** — show only opportunities in selected stages
* **Status** — Open, Won, Lost, Abandoned, or any combination
* **Assigned user** — filter to a specific team member's deals
* **Date range** — filter by created date, close date, or last activity date
* **Opportunity value** — filter to a numeric range
* **Tags** — include or exclude specific tags
* **Lead source** — filter by origin
* **Custom fields** — filter by any custom field value
Combine multiple filters to create precise views. For example, filter to **Open** status + **Close date this month** + **Value over \$5,000** to see your highest-priority deals closing soon.
### Saving filter presets
After configuring a useful filter combination, save it as a preset so you can re-apply it with one click:
1. Apply your filters
2. Click **Save Filter** (or the bookmark icon)
3. Name the preset and save
Saved presets appear in the filter menu and are personal to your user account.
***
## Managing columns
You control which fields appear as columns in list view and in what order.
Click the **Manage Fields** button (or the columns icon) at the top right of the list view table.
Check the fields you want to show. Available fields include all standard opportunity fields, custom fields you have created, and key contact information fields (contact name, email, phone).
Drag fields up or down in the column manager to change their left-to-right order in the table.
Click **Apply** to update the table. Your column layout is saved per user.
You can also resize columns directly in the table by dragging the column border left or right.
***
## Inline stage changes
In list view you can change an opportunity's stage without opening the full detail panel:
1. Locate the opportunity row
2. Click the **Stage** cell — a dropdown appears
3. Select the new stage from the list
The row updates immediately. This makes it fast to process a batch of opportunities that need to advance to the next stage.
***
## Bulk actions in list view
List view is the most efficient place to perform bulk edits because you can see all opportunities at once and select precisely the ones you need.
Check the checkbox on the left side of each row you want to include. Click the checkbox in the column header to select all visible rows. Use filters first to narrow down the set.
Once records are selected, the bulk actions toolbar appears above the table showing available operations.
Available bulk actions include:
* **Edit** — update stage, owner, close date, tags, value, or custom fields across all selected opportunities
* **Delete** — permanently remove selected opportunities (requires confirmation)
* **Export** — download selected opportunities as a CSV file
Configure the action, click **Apply**, and confirm if prompted.
***
## Exporting from list view
To export your current filtered view as a CSV file:
1. Apply any filters you need to target the right set of opportunities
2. Click the three-dot menu (or **Export** button) in the top-right corner
3. Select **Export Opportunities**
4. The file downloads to your browser's default download folder
The export includes all opportunity fields — including custom fields — regardless of which columns are currently visible in the table.
Exports are limited to your current filter selection. If no filters are active, all opportunities in the selected pipeline(s) are exported.
***
## Viewing multiple pipelines
Unlike the kanban board (which shows one pipeline at a time), list view can display opportunities across multiple pipelines simultaneously. Use the pipeline filter to select multiple pipelines, or clear the pipeline filter to see all pipelines at once. The **Pipeline** column shows which pipeline each deal belongs to.
***
## FAQs
The table supports single-column sorting at a time. To effectively multi-sort, apply filters to narrow the data first, then sort by the most important column.
Yes. Column selections, column widths, and saved filter presets are stored per user. They persist between sessions so you see the same layout every time you return to list view.
Yes. Click the Stage cell on any row to open an inline dropdown and select a new stage without opening the full detail panel.
Yes. All custom field values are included in the exported CSV as additional columns, regardless of whether those columns are visible in your current table layout.
By default, list view shows all pipelines unless you filter to a specific one. Use the pipeline filter in the filter toolbar to limit the view to a single pipeline if needed.
Bulk edits cannot be undone automatically. Review your selection and the changes carefully before confirming. To recover deleted opportunities, go to Opportunity Settings > Deleted Opportunities.
# Lost reasons
Source: https://help.hoopai.com/opportunities/lost-reasons
Configure a standardized list of lost reasons so your team consistently records why deals are not won, enabling pattern analysis and process improvement.
When a deal does not close, recording why is one of the most valuable things your team can do. Lost reasons give you a standardized vocabulary for capturing that information, turning individual deal outcomes into aggregate data you can analyze and act on.
Without lost reasons, every closed-lost deal is just a number. With them, you can answer questions like: Are we losing to price? Are prospects ghosting after the proposal stage? Is a specific competitor winning in a particular segment? That data drives real improvements to your sales process.
***
## How lost reasons work
When a team member marks an opportunity as **Lost** — either by dragging it to the Lost column on the kanban board, changing the status dropdown, or updating the stage to a lost stage — the platform prompts them to select a lost reason before the change is saved.
The lost reason selected is then:
* Stored on the opportunity record
* Visible on the opportunity card and detail panel
* Available as a filter in the Opportunities view
* Included in CSV exports
* Usable as a trigger or filter condition in workflow automations
***
## Setting up lost reasons
Lost reasons are managed in **Opportunities > Opportunity Settings > Lost Reasons**.
Go to **Opportunities**, then click **Opportunity Settings** (the gear icon). Select the **Lost Reasons** tab.
Click **+ Add Lost Reason** and enter a name for the reason. Keep names concise and specific enough to be distinct from one another.
Examples of well-defined lost reasons:
* Price too high
* Chose a competitor
* No budget at this time
* No response after follow-up
* Timing not right
* Feature not available
* Decided not to proceed
Click **Save**. The reason is now available in the lost reason prompt and in filters throughout the platform.
Repeat to add as many reasons as you need. Most teams find 6 to 10 well-defined reasons is the right range — enough to be meaningful without being so granular that selecting one becomes a decision in itself.
***
## Editing lost reasons
To rename an existing lost reason:
1. Go to **Opportunities > Opportunity Settings > Lost Reasons**
2. Click the reason you want to edit
3. Update the name and save
Editing a lost reason name updates it everywhere — on existing opportunity records, in filters, and in exports. If you need to track both the old and new names separately, create a new reason instead of renaming.
If you need to bulk-update lost reason values across many existing opportunities, go to **Settings > Custom Fields**, find the Lost Reason field, and use **Bulk Actions > Edit** to update the values.
***
## Deleting lost reasons
To delete a lost reason:
1. Go to **Opportunities > Opportunity Settings > Lost Reasons**
2. Click the delete icon next to the reason
3. Confirm the deletion
Deleting a lost reason does not remove it from opportunity records where it has already been selected. Historical data is preserved. The reason will simply no longer appear as an option for new lost opportunities.
***
## Requiring a lost reason
By default, the lost reason prompt appears when a deal is marked Lost, but team members can dismiss it without selecting one. If you want to enforce consistent data entry, you can make the lost reason field required:
1. Go to **Settings > Custom Fields**
2. Find the **Lost Reason** field under Opportunity fields
3. Enable the **Required** toggle
4. Save
With this setting on, team members must select a lost reason before they can save a Lost status change.
***
## Using lost reasons in filters
Once opportunities have lost reasons recorded, you can filter by them across the platform:
* **Opportunities view** — add a Lost Reason filter to see all deals lost for a specific reason
* **List view** — add Lost Reason as a column and sort or filter by it
* **Dashboard widgets** — build opportunity widgets that show counts or values broken down by lost reason
For example: filter to Status = Lost + Lost Reason = "Price too high" to see all price-objection losses, then look at their values and stages to identify whether this is happening early (qualifying problem) or late (negotiation problem).
***
## Using lost reasons in automations
Lost reasons can trigger or filter workflows, making it possible to respond automatically based on why a deal was lost.
**Examples:**
* When Lost Reason = "Timing not right" → wait 90 days → send a re-engagement email to the contact
* When Lost Reason = "Chose a competitor" → add a "Competitor Loss" tag to the contact → enroll in a competitor-comparison nurture sequence
* When Lost Reason = "No response after follow-up" → create a task for the manager to review after 30 days
To set this up, use the **Opportunity Status Changed** or **Pipeline Stage Changed** trigger in Workflows, then add a condition filter for the Lost Reason field.
***
## Analyzing lost reason data
Review your lost reasons regularly to identify patterns:
Export your opportunities filtered to Lost status and sort by lost reason. Group the data in a spreadsheet to count occurrences and total deal value lost per reason. The highest-value lost reason category is usually worth addressing first.
Key questions to ask during review:
* Which lost reason appears most often? Is it controllable (like pricing or feature gaps) or external (like timing)?
* Are deals being lost at a particular stage? That might indicate a problem with the sales conversation or materials at that step.
* Has the distribution of lost reasons changed over time? A sudden spike in "Chose a competitor" losses might signal a competitive shift worth investigating.
* Are high-value deals being lost for different reasons than lower-value ones?
***
## FAQs
By default, the prompt appears but can be skipped. To enforce it, make the Lost Reason field required in Settings > Custom Fields.
Yes. Lost reason is available as a filter in the Opportunities view, as a column in list view, and as a filter in dashboard widgets and CSV exports.
The new name updates everywhere, including on existing opportunity records. If you need to distinguish between the old name and the new name historically, create a new reason rather than renaming.
Yes. Use the Opportunity Status Changed or Pipeline Stage Changed workflow trigger with a Lost Reason filter condition to trigger automations for specific reasons.
There is no hard limit. Most teams use between 6 and 10 to keep selection fast and data meaningful.
Yes. Lost reasons are global — the same list is available when marking deals lost in any pipeline.
# Managing opportunities
Source: https://help.hoopai.com/opportunities/managing-opportunities
Create, sort, filter, customize, and track opportunities through your sales pipeline in the HoopAI Platform.
Once your pipelines are set up, you can create and manage individual opportunities to track deals through your sales process.
## Creating an opportunity
From the Opportunities section, click the **"+ Add Opportunity"** button.
Complete the opportunity form with the core fields:
* **Contact** — the person or company associated with this deal
* **Pipeline** — which pipeline this opportunity belongs to
* **Stage** — the current stage in your sales process
* **Opportunity value** — the estimated deal value
* **Close date** — the expected close date
* **Assigned to** — the team member responsible
Add additional information:
* **Opportunity name** — displayed on the card in the board view
* **Source** — where this lead came from
* **Tags** — apply relevant tags for segmentation
Review the opportunity card preview, then click **Save** to create the opportunity. It will appear on the board in the selected stage.
***
## Adding appointments and tasks to an opportunity
You can link appointments and tasks directly to an opportunity:
1. Open the opportunity detail panel
2. Click **+ Add Appointment** or **+ Add Task**
3. Fill in the details and save
***
## Opportunity management view
The opportunity management view shows the full detail of an opportunity including all associated data.
### Opportunity ID
Every opportunity has a unique Opportunity ID for tracking and reference.
### Restoring deleted opportunities
To recover a deleted opportunity:
Navigate to **Opportunities > Opportunity Settings**.
Click the **Deleted Opportunities** tab to see recently deleted records.
Check the opportunities to recover and click **Restore**.
### Audit logs
All changes to an opportunity are logged in the audit trail.
***
## List view
Switch to **List View** using the view toggle at the top of the Opportunities section.
In list view you can:
* Sort by any column (value, close date, stage, etc.)
* Select and bulk-edit multiple opportunities
* Export the filtered list as a CSV file
* Manage visible columns
***
## Sorting and filtering opportunities
Use the filter toolbar to narrow down the opportunities visible on your board or list view:
* Filter by **pipeline**
* Filter by **stage**
* Filter by **assigned user**
* Filter by **date range** (created, close date, last activity)
* Filter by **opportunity value** range
* Filter by **tags** (including smart tags)
* Filter by **status** (Open, Won, Lost, Abandoned)
Save frequently used filter combinations for quick access.
***
## Customizing opportunity cards
You can control which fields appear on opportunity cards in the board view:
Click the **Settings** or **Customize Cards** option in the Opportunities toolbar.
Choose which data fields to display on each card — such as value, close date, assigned user, or custom fields.
Click **Save** to apply the card layout.
You can also show additional detail directly on a card by enabling the **Show Additional Information** option, which surfaces secondary fields without opening the full detail panel.
***
## Sending an invoice or estimate from an opportunity
You can generate and send invoices or estimates directly from an opportunity record:
Click on an opportunity card to open it.
In the opportunity details panel, click **"Send Invoice"** or **"Send Estimate"**.
Complete the invoice or estimate form — line items, amounts, due date, and send options.
Click **Send** to deliver the invoice or estimate to the contact.
***
## Opportunity value tracking
The **Opportunity Value** field records the estimated monetary value of a deal. Values appear on opportunity cards (board view), in list view columns, and roll up into pipeline totals visible at the top of each stage column.
Use value data to:
* Prioritize high-value deals for follow-up
* Report on total pipeline value by stage
* Build dashboard widgets showing weighted or total pipeline revenue
***
## Lost reasons
When marking an opportunity as lost, Hoop prompts you to select a **Lost Reason**. These reasons are customizable and help you track why deals are not closing — enabling you to identify patterns and improve your sales approach over time.
### Configuring lost reasons
Go to **Opportunities > Opportunity Settings > Lost Reasons** to add, edit, or remove the options that appear when closing a deal as lost.
***
## Decoupling owners for contacts and opportunities
By default, the owner assigned to an opportunity can be different from the owner of the associated contact. This decoupled ownership model allows:
* A **contact owner** (e.g., the account manager) to maintain the overall relationship
* An **opportunity owner** (e.g., a sales rep) to manage a specific deal through the pipeline
When a new opportunity is created, the opportunity owner defaults to the contact owner but can be changed independently. Changing the opportunity owner does not change the contact owner, and vice versa.
**When to decouple owners:**
* Your account manager differs from the salesperson working the deal
* Different team members handle different pipelines for the same contact
* A contact has multiple active opportunities assigned to different reps
Workflow filters and smart list filters can reference both contact owner and opportunity owner independently, allowing you to build automations and segments based on either ownership context.
***
## Maximizing your sales pipeline
Review your pipeline regularly by filtering for stale opportunities (no activity in 14+ days). Use bulk actions to update stages, reassign ownership, or trigger automations to re-engage contacts.
Best practices for pipeline health:
* **Set close dates** on every opportunity so you can filter by urgency
* **Use smart tags** to automatically flag high-value or at-risk deals
* **Track lost reasons** consistently to spot trends
* **Automate follow-ups** using the Automations section to trigger actions based on stage changes
***
## FAQs
Double-check the filter criteria and operators used. Ensure that the conditions set are not contradictory or too narrow. Try clearing all filters and re-applying them one at a time to identify the conflicting condition.
Yes. In list view, click **Manage Fields** (or the columns icon) to choose which fields appear as columns. You can also resize and reorder columns to suit your workflow.
Yes. In list view, click any column header to sort by that field. All features available in board view — including advanced filters and search — are also available in list view.
The Opportunity ID is located at the bottom left of the opportunity detail panel. Clicking on it redirects you to the audit logs for that specific opportunity.
Audit logs record every change made to an opportunity, including who made the change and when. You can filter audit logs by change type to find specific updates quickly.
Open the opportunity card, locate the **Owners** section in the detail panel, and select the team member from the dropdown. Tasks can also be created and assigned to any team member regardless of lead ownership.
# Opportunity notes
Source: https://help.hoopai.com/opportunities/notes
Add, view, and manage notes on opportunity records to track deal context and team communication in the HoopAI platform.
Notes on opportunity records let you capture context, decisions, and updates that do not fit neatly into structured fields. Every note is timestamped and attributed to the user who created it, creating a running log of deal intelligence.
## Creating a note
Navigate to **Opportunities** and click an opportunity card to open its detail panel.
In the detail panel, click the **Notes** tab.
Click **+ Add** to create a new note.
Type your note in the text field. Notes support basic formatting — bold, italic, and bullet points.
Click **Save**. The note appears in the notes timeline with your name and the current timestamp.
## Viewing note history
All notes are displayed in reverse chronological order in the Notes tab. Each note shows:
* The content of the note
* The user who created it
* The date and time it was added
Use the search bar at the top of the Notes tab to find specific notes by keyword.
## Adding notes via workflow
Use the **Add Note to Opportunity** workflow action to automatically create notes based on triggers:
1. In the Workflow builder, add an action step after your trigger
2. Select **Add Note** and choose **Opportunity** as the target
3. Enter the note content — use merge tags like `{{contact.name}}` or `{{opportunity.value}}` for dynamic content
4. Save the workflow
This is useful for logging automated events — for example, "Follow-up email sent on " or "Stage changed to Negotiation by automation."
## Linking notes to contacts
Notes on an opportunity are specific to that opportunity record. The linked contact's own notes (in the contact record's Notes tab) are separate. To cross-reference:
* Mention the opportunity name in a contact note
* Mention the contact name in an opportunity note
* Use workflows to add notes to both records simultaneously when an event occurs
## Searching notes
In the Notes tab of any opportunity:
1. Click the **search icon** or use the search bar
2. Enter a keyword or phrase
3. Matching notes are highlighted in the timeline
For account-wide note searching, use the global search in the top navigation bar.
Establish a team convention for note formatting — for example, always start with a category tag like "\[CALL]", "\[EMAIL]", or "\[MEETING]" so notes are easy to scan and filter visually.
# Opportunity details
Source: https://help.hoopai.com/opportunities/opportunity-details
Everything inside an opportunity record — contact info, notes, tasks, products, followers, custom fields, audit logs, and how to update each section.
Opening an opportunity record gives you a comprehensive view of a deal — all the information, communication history, linked tasks, and activity in one place. This page explains every section of the opportunity detail panel and how to work with it.
## Opening an opportunity
* **Board view** — click any opportunity card to open the detail panel as a side drawer
* **List view** — click the opportunity name in any row to open it
The detail panel slides in from the right without leaving the board or list view, so you can make updates and return to your pipeline immediately.
***
## Core fields
The top section of the detail panel contains the primary deal information. All fields can be edited by clicking them.
| Field | Description |
| ----------------------- | --------------------------------------------------------------------------------------------- |
| **Opportunity name** | The name displayed on the kanban card. Defaults to the contact name if not customized. |
| **Contact** | The primary contact linked to this deal. Click the contact name to open their contact record. |
| **Pipeline** | The pipeline this opportunity belongs to. |
| **Stage** | The current pipeline stage. Change via dropdown to advance or revert the deal. |
| **Status** | Open, Won, Lost, or Abandoned. Changing to Lost will prompt for a lost reason. |
| **Value** | The estimated monetary value of the deal. Rolls up into column and pipeline totals. |
| **Close date** | The expected date the deal will close. Used for filtering by urgency and forecasting. |
| **Assigned to (owner)** | The team member responsible for this deal. |
| **Followers** | Additional team members with visibility into this record. Up to 10 followers per opportunity. |
| **Source** | Where this lead originated (e.g., web form, referral, paid ad). |
| **Tags** | Labels for segmenting and filtering opportunities. |
***
## Additional contacts
A single opportunity can be linked to up to **10 additional contacts** beyond the primary contact. This is useful for deals with multiple stakeholders — for example, a B2B sale involving both a decision-maker and a procurement contact.
To add additional contacts:
1. Open the opportunity detail panel
2. Scroll to the **Additional Contacts** section
3. Click **+ Add Contact** and search for the contact record
Workflow automations associated with this opportunity operate on the primary contact's details only. Additional contacts provide visibility but do not currently trigger separate automation actions.
***
## Notes
The **Notes** section lets you record free-text context about the deal — conversation summaries, key objections, next steps, or any information your team needs.
* Click **+ Add Note** to create a new note
* Notes are timestamped and attributed to the user who wrote them
* Notes added on the opportunity also appear on the linked contact's record, and vice versa
* Notes support basic formatting (bold, bullet points, links)
Use notes consistently after every call or meeting. A well-maintained notes trail means any team member can pick up a deal and immediately understand the context.
***
## Tasks
The **Tasks** section lets you create and manage action items tied to this opportunity.
To add a task:
1. Click **+ Add Task** in the Tasks section
2. Set the task title, due date, and assigned team member
3. Optionally set a priority level
4. Click **Save**
Tasks created on an opportunity also appear in the assigned user's task list and on the linked contact's record. When a task is due, the assigned user receives a notification.
Mark tasks complete by clicking the checkbox next to them. Completed tasks remain visible in the history but are struck through.
***
## Appointments
You can view and create appointments linked to this opportunity directly from the detail panel.
1. Click **+ Add Appointment**
2. Select the calendar, date, and time
3. Assign the appointment to a team member if needed
4. Click **Save**
Booked appointments appear in the opportunity's activity timeline and are also reflected in the linked contact's record and your calendar.
***
## Products
If you are using HoopAI's Products feature, you can add one or more products to an opportunity to itemize what the deal includes. This is separate from the opportunity value field and lets you track specific line items.
To add a product:
1. Scroll to the **Products** section of the detail panel
2. Click **+ Add Product**
3. Search for or select a product from your product catalog
4. Confirm the quantity and price
The sum of product prices does not automatically update the opportunity value field — they are managed independently.
***
## Invoices and estimates
From the opportunity detail panel, you can generate and send invoices or estimates to the linked contact:
1. Click **Send Invoice** or **Send Estimate** in the detail panel actions
2. Complete the form — line items, amounts, and due date
3. Click **Send**
The invoice or estimate is then tracked under the contact's billing records and linked to this opportunity.
***
## Activity timeline
The activity timeline at the bottom of the detail panel shows a chronological log of everything that has happened on this opportunity:
* Stage changes (with timestamps and who moved the deal)
* Status changes
* Notes added
* Tasks created or completed
* Appointments booked
* Emails and SMS sent to the linked contact
* Workflow actions triggered by this opportunity
* Field edits
Use the activity timeline during deal reviews to understand the full history without needing to ask the deal owner.
***
## Audit logs
Every change made to an opportunity is recorded in the audit log. Unlike the activity timeline (which shows the full context), audit logs focus specifically on field-level edits — recording what changed, who changed it, and when.
To access audit logs:
1. Open the opportunity detail panel
2. Locate the **Opportunity ID** at the bottom left of the panel
3. Click the Opportunity ID — this opens the audit log for that specific record
Audit logs retain data for **60 days**.
***
## Opportunity ID
Every opportunity has a unique Opportunity ID automatically assigned when the record is created. This ID is used for:
* Referencing the opportunity in API calls
* Looking up a specific record in bulk import/export files
* Accessing the audit log directly
The Opportunity ID is displayed at the bottom left of the detail panel.
***
## Custom fields
Custom fields you have configured for opportunities appear in their own section of the detail panel, organized into any groups you have set up. Click any field to edit it.
If the **Hide Empty Fields** option is enabled, custom field sections with no values will be hidden automatically to keep the panel clean. Toggle this setting in the detail panel or in Opportunity Settings.
***
## FAQs
Yes. An opportunity has one primary contact plus up to 10 additional contacts. Workflow automations act on the primary contact only.
Yes. Notes are shared between the opportunity record and the linked contact's record. Adding a note in either place makes it visible in both.
Yes. Open the opportunity detail panel, click the Contact field, and search for a different contact to reassign.
Audit logs are available for 60 days from the date of the change.
The activity timeline shows a full contextual history of all actions and interactions (notes, calls, stage changes, emails). The audit log records specific field-level edits — what value changed, who changed it, and when.
Yes, if the Products feature is enabled in your account. Add products from the Products section of the opportunity detail panel. Product line items are tracked separately from the opportunity value field.
# Opportunity reporting
Source: https://help.hoopai.com/opportunities/opportunity-reporting
Track pipeline value, conversion rates, stage distribution, and deal velocity using dashboards, funnel charts, and the opportunity reporting tools in HoopAI.
Opportunity reporting gives you the metrics you need to understand the health of your pipeline, identify where deals stall, and forecast revenue with confidence. The HoopAI platform provides several reporting tools for opportunities — from at-a-glance dashboard widgets to detailed filtered views you can export for deeper analysis.
***
## Reporting overview
Opportunity data flows into your reporting through three main surfaces:
1. **Dashboard widgets** — configurable tiles on your main dashboard showing pipeline metrics at a glance
2. **Funnel chart** — a sequential visualization of how opportunities progress through your stages
3. **Stage distribution chart** — a snapshot of how many open deals currently sit in each stage
4. **Filtered list views** — use filters and sorting in list view to create ad hoc reports and export them to CSV
***
## Key metrics explained
### Conversion rate
The conversion rate measures how many opportunities result in a Won outcome as a percentage of all opportunities created.
**Formula:** Won opportunities ÷ Total opportunities × 100
For example, if you created 50 opportunities in a month and 10 were marked Won, your conversion rate is 20%.
The Won stage is automatically included in conversion rate calculations. Use the date range filter on your dashboard to limit the calculation to a specific time period.
### Pipeline value
Pipeline value is the sum of the monetary values of all currently open opportunities. You can view this:
* **By stage** — the total at the top of each column on the kanban board
* **Across all stages** — as a single pipeline value widget on your dashboard
* **Filtered** — by pipeline, assigned user, tag, or any other filter
Use pipeline value to understand how much potential revenue is in play and where it is concentrated.
### Stage-to-stage conversion
Stage-to-stage conversion measures the percentage of opportunities that advance from one stage to the next (rather than stalling or falling out of the pipeline). This identifies bottlenecks — stages where deals drop off at a disproportionate rate.
If 100 deals enter your Proposal stage but only 40 advance to Negotiation, you have a 40% stage-to-stage conversion at that point. That is a signal to investigate: is the proposal the problem, is pricing an issue, or are deals simply not the right fit by that stage?
### Deal velocity
Deal velocity tracks how quickly opportunities move through your pipeline — the average number of days deals spend in each stage or from creation to close. Slow-moving deals are visible through the "days since stage change" field, which appears on opportunity cards and in list view.
Use velocity data to:
* Identify which stages cause the most delay
* Set follow-up task triggers for deals that have been inactive for too long
* Compare velocity across team members to surface coaching opportunities
### Won vs. Lost value
Tracking the total value of Won and Lost opportunities over time reveals revenue trends and the cost of losing deals. A spike in Lost value in a given period warrants investigation — was it one large deal or many small ones? Were they lost to a competitor or for pricing reasons?
***
## Dashboard widgets for opportunities
To add an opportunity widget to your dashboard:
Navigate to **Dashboards** from the sidebar. Select an existing dashboard or create a new one.
Click **+ Add Widget** and select **Opportunities** as the widget type.
Set the parameters for the widget:
* **Pipeline** — which pipeline(s) to include
* **Date range** — the period the data covers (today, this week, this month, custom range)
* **Metric** — the specific value to display (see options below)
* **Assigned user** — optionally filter to a specific team member's opportunities
Click **Save** to add the widget to your dashboard.
### Available opportunity widget metrics
| Metric | Description |
| ------------------------ | ----------------------------------------------------- |
| **Total opportunities** | Count of opportunities created in the selected period |
| **Won opportunities** | Count of Won deals in the selected period |
| **Lost opportunities** | Count of Lost deals in the selected period |
| **Conversion rate** | Won ÷ Total as a percentage |
| **Total pipeline value** | Sum of all open deal values |
| **Won revenue** | Sum of values for Won opportunities |
| **Lost value** | Sum of values for Lost opportunities |
| **Average deal value** | Mean value across selected opportunities |
***
## Funnel chart
The funnel chart visualizes how opportunities flow sequentially through your pipeline stages — showing cumulative counts from each stage through to Won.
**How it works:**
Each bar in the funnel represents a stage. The value shown is the cumulative count of opportunities that reached that stage and every subsequent stage (including Won). This gives you a true funnel view — where did deals enter and how many made it all the way through?
The conversion rate shown in the funnel widget is the percentage of opportunities that advanced from each stage to the next.
**Requirements to show a stage in the funnel:**
* The stage must have **Visible in Funnel Chart** enabled in Pipeline Settings
* The widget requires **Dashboard stats** permission
**Configuration:**
The funnel widget includes a dropdown to switch between different pipelines. The date range is based on the `last_status_change_date` of opportunities rather than the created date — this reflects when deals actually moved through stages.
If you have a holding stage (like "Nurture" or "On Hold") that is not part of the linear sales path, disable its funnel chart visibility in Pipeline Settings so it does not distort the sequential funnel visualization.
***
## Stage distribution chart
The stage distribution chart shows the **current count** of open opportunities in each stage. Unlike the funnel chart, it is not cumulative — it is a snapshot of where deals are right now.
This chart is useful for monitoring live pipeline health: how many deals are in each stage at this moment, and is the distribution healthy or is everything piling up in one place?
Won and Lost opportunities are displayed separately rather than alongside open stage counts.
**Requirements to show a stage in the distribution:**
* The stage must have **Visible in Pie Chart** enabled in Pipeline Settings
* The widget requires **Dashboard stats** permission
The stage distribution widget also shows a per-stage conversion rate: the percentage of opportunities that have been converted to each specific stage out of all opportunities created.
***
## Reporting with filters and exports
For detailed, ad hoc reporting, use list view with filters and the CSV export:
**Common reports you can build:**
* **Lost deal analysis** — filter to Status = Lost + date range → export → analyze lost reasons, values, and stages in a spreadsheet
* **Stale pipeline review** — filter to Status = Open + last activity older than 14 days → see which deals need follow-up
* **Rep performance** — filter to a specific Assigned User + Won status + date range → compare total Won value across team members
* **Close date urgency** — filter to Close date this month + Status = Open → surface deals that should be prioritizing this week
* **Source analysis** — filter by lead source to compare conversion rates and values across acquisition channels
After applying filters:
1. Review the results in list view
2. Click the three-dot menu → **Export Opportunities**
3. The CSV downloads with all fields including custom fields
***
## Reviewing your pipeline regularly
Schedule a weekly pipeline review using the filters you use most often as saved presets. Look at deals by close date, value, and last activity in sequence to identify the right priorities for the week.
A structured review cadence:
* **Weekly** — filter for deals closing this month + open status. Review velocity and follow-up tasks.
* **Monthly** — review conversion rate trends, Won/Lost ratios, and which lost reasons dominate. Adjust process or messaging if patterns emerge.
* **Quarterly** — review average deal value trends, stage-to-stage conversion, and compare performance across team members or lead sources.
***
## FAQs
The conversion rate is Won opportunities divided by total opportunities (all statuses) in the selected period, expressed as a percentage.
The funnel widget uses the last\_status\_change\_date of opportunities — not the created date. This means the funnel reflects when deals actually moved through stages.
Yes. When configuring an opportunity widget, you can restrict it to show data for a specific team member. This makes it easy to build individual or team performance dashboards.
In Pipeline Settings, enable or disable the Visible in Funnel Chart toggle for each stage. Stages marked invisible are excluded from the funnel visualization but are still available on the board and in filters.
Yes. Use list view with the relevant filters, then click the three-dot menu and select Export Opportunities. The CSV includes all fields including custom fields.
Yes. All reporting widgets and exports support filtering by status, including Won and Lost. The funnel chart includes Won opportunities in its final cumulative count.
# Opportunity value
Source: https://help.hoopai.com/opportunities/opportunity-value
Assign monetary value to deals, understand how pipeline totals are calculated, and use value data for forecasting, prioritization, and reporting.
The opportunity value field records the estimated monetary worth of a deal. It is one of the most important data points in your pipeline because it feeds into every financial view of your sales process — column totals on the board, pipeline value summaries, forecast reports, and dashboard widgets.
Keeping values up to date and accurate is the foundation of reliable pipeline reporting.
***
## Setting opportunity value
The value field is available when creating or editing an opportunity.
**When creating:**
1. Click **+ Add Opportunity**
2. Fill in the **Opportunity Value** field with the estimated deal amount
3. Complete the remaining fields and click **Save**
**When editing:**
1. Open the opportunity detail panel (click any card)
2. Click the **Value** field
3. Enter the new amount
4. The change saves automatically or click **Save** depending on your interface
Value is stored as a currency amount. You can enter whole numbers or decimals (e.g., 5000 or 4999.99). There is no upper limit.
***
## Where value appears
Once set, the opportunity value is visible in multiple places:
| Location | What you see |
| ---------------------------- | --------------------------------------------------------------------- |
| **Kanban card** | Value displayed on the opportunity card (if enabled in card settings) |
| **Stage column header** | Sum of all open opportunity values in that stage |
| **List view** | Value as a sortable/filterable column |
| **Opportunity detail panel** | Value field in the core information section |
| **Dashboard widgets** | Totals, averages, and filtered value metrics |
| **CSV export** | Value included as a column in all exports |
***
## Pipeline value totals
At the top of each stage column on the kanban board, the platform displays the **total value** of all opportunities currently in that stage. This gives your team an instant read on how much revenue is at each step of your process.
For example:
* **Proposal Sent** column shows \$48,000 → that is the combined value of all open deals currently at the proposal stage
* **Negotiation** column shows \$22,500 → revenue that is close to closing but not yet won
Monitoring these totals during team meetings lets you quickly identify where revenue is concentrated and whether your pipeline is healthy.
***
## Updating value as a deal progresses
Deal values often change over the course of a sales process. Update the value at each stage transition to keep totals accurate:
* A deal that starts as a $10,000 opportunity might grow to $15,000 after the discovery call reveals a larger scope
* Conversely, a deal might shrink if the contact opts for a smaller package during negotiation
Build the habit of reviewing and updating the opportunity value whenever you move a deal to a new stage.
Accurate stage-level values make your pipeline totals meaningful for forecasting.
***
## Value in list view
In list view, the value column is sortable and filterable:
* **Sort** — click the Value column header to rank opportunities from highest to lowest (or reverse). Use this to quickly surface your highest-value deals for prioritization.
* **Filter** — add a value range filter to see only deals above a minimum threshold (e.g., value greater than \$5,000) or within a specific range.
Combining a value filter with a close date filter (close date this month + value greater than \$2,000) quickly shows you which deals need attention to hit this month's revenue target.
***
## Using value in automations
Opportunity value can be used as a filter condition in workflow automations. This lets you trigger different actions based on deal size.
**Example use cases:**
* When a new opportunity is created with value over \$10,000 → automatically add the sales manager as a follower
* When an opportunity enters the Proposal stage with value over \$25,000 → create a task for executive review
* When a deal is marked Lost with value over \$5,000 → notify the team lead for a win/loss debrief
To set this up, use any opportunity-based workflow trigger (such as Opportunity Created or Pipeline Stage Changed) and add a **Lead Value** filter condition specifying the amount threshold.
***
## Weighted revenue forecasting
Raw pipeline value (the sum of all open deal values) overstates your likely revenue because not all deals will close. Weighted forecasting accounts for the probability of each deal closing based on its current stage.
**How weighted value works:**
Each pipeline stage has an implied close probability based on where it sits in your process. A deal in your very first stage might have a 10% chance of closing, while a deal in the final negotiation stage might have a 90% chance.
Weighted value = Opportunity Value × Stage Close Probability
| Stage | Deal Value | Close Probability | Weighted Value |
| --------------- | ---------- | ----------------- | -------------- |
| New Lead | \$10,000 | 10% | \$1,000 |
| Proposal Sent | \$10,000 | 40% | \$4,000 |
| Negotiation | \$10,000 | 75% | \$7,500 |
| Contract Signed | \$10,000 | 95% | \$9,500 |
By summing weighted values across your pipeline, you get a more realistic revenue forecast than adding up raw values alone.
Weighted probability percentages are not set on individual stages in the HoopAI platform — they are applied through reporting tools and dashboard configurations. Work with your account manager to set up weighted pipeline reporting for your team.
***
## Value in dashboard widgets
The Opportunities section of your dashboard can display value-based metrics as widgets:
* **Total pipeline value** — sum of all open opportunity values across selected pipelines or stages
* **Average deal value** — mean value of open opportunities, segmented by stage, pipeline, or assigned user
* **Won revenue** — total value of opportunities marked Won within a date range
* **Lost value** — total value of opportunities marked Lost (useful for understanding revenue at risk)
* **Value by stage** — bar or funnel chart showing value concentration at each stage
To add these, go to **Dashboards**, click **+ Add Widget**, and select the Opportunities widget type. Configure the pipeline, date range, and metric you want to display.
***
## Setting value automatically with automations
If deal value can be derived from information collected elsewhere — such as a form submission, survey response, or payment — you can set the opportunity value automatically through workflows.
**Example:** A contact submits a quote request form with a "Budget" field. A workflow triggers on form submission, creates an opportunity, and maps the Budget field value to the opportunity value using a dynamic merge tag.
To do this:
1. Create or edit a workflow with an opportunity trigger or the Create Opportunity action
2. In the **Opportunity Value** field within the action, use a dynamic value merge tag (e.g., `{{contact.budget}}` or `{{form.budget_field}}`)
3. The workflow populates the value automatically when the trigger fires
***
## FAQs
Opportunity values use the currency configured for your account. Contact your account administrator to confirm or change the default currency.
Yes. In both board view and list view, use the filter toolbar to add a Lead Value filter specifying a minimum, maximum, or range.
No. The value field does not change automatically when a deal moves stages. Update it manually as the deal scope changes, or use a workflow automation to set it based on trigger data.
Yes. The value field is always included in CSV exports regardless of whether it is shown as a visible column in your current list view layout.
Yes. Any opportunity-based workflow trigger supports a Lead Value filter condition. You can also reference opportunity value in workflow actions using dynamic merge tags.
Won and Lost opportunities are removed from the open stage column totals. The column total at the top of each stage reflects only currently open opportunities in that stage.
# Opportunities overview — sales pipeline management in HoopAI
Source: https://help.hoopai.com/opportunities/overview
Track deals through custom pipelines, manage stages, view the kanban board or list view, capture lost reasons, measure opportunity value, and automate pipeline actions.
The Opportunities section lets you manage your entire sales pipeline from first contact to closed deal. Organize deals into pipelines and stages, view your board in kanban or list format, track value, and automate follow-up — all connected to contact records in the CRM.
Create and configure custom pipelines with named stages, permissions, and smart tags.
Create, edit, sort, filter, and track opportunities through your sales process.
Import, export, bulk edit, and delete multiple opportunities at once.
Add deal-specific data fields to opportunity records beyond the standard fields.
View and manage opportunities as draggable cards organized by pipeline stage.
Switch to a tabular view for sorting, filtering, and bulk editing large deal volumes.
Define the stages in each pipeline and configure stage-specific settings and automation.
View and edit the full detail record for any deal — contact, value, notes, tasks, and history.
Configure a list of selectable lost reasons to capture why deals are not won.
Set and track monetary value on each opportunity to measure pipeline revenue potential.
Follow an opportunity to receive notifications when it is updated or changes stage.
Analyze pipeline performance, conversion rates, and stage-by-stage deal velocity.
Trigger workflows when opportunities are created, move stages, or change status.
## Getting started
Go to **Opportunities → Pipelines** and click **+ Add Pipeline**. Name the pipeline for your sales process (for example, "New Leads" or "Service Proposals") and define the stages that deals move through.
Click **+ Add Opportunity**, link it to a contact record, assign it to a pipeline and stage, and enter the deal value. This creates the opportunity card on the kanban board.
Go to **Opportunities → Custom Fields** and add any deal-specific fields your team needs — such as source, service type, or close date — that are not in the standard form.
Under **Opportunities → Lost Reasons**, create a list of reasons why deals are typically not won. When a deal is marked Lost, your team will be prompted to pick from this list, giving you clean data for reporting.
In **Automation → Workflows**, create workflows that fire when an opportunity is created, moves to a specific stage, or is marked Won or Lost — for example, sending a follow-up email or assigning a task.
Every opportunity must be linked to a contact record. If the contact does not yet exist, create it first in the Contacts section before adding the opportunity.
## Frequently asked questions
A pipeline is the overall sales process — for example, "New Client Sales" or "Renewals." Stages are the individual steps within that pipeline — for example, "Contacted," "Proposal Sent," "Negotiation," "Closed Won." You can have multiple pipelines, each with their own stages, to represent different products, services, or sales teams.
The kanban board shows opportunities as cards in columns, one column per stage. It is best for visualizing deal flow and dragging cards between stages. The list view shows the same opportunities in a table with sortable and filterable columns — it is better for bulk editing, searching, and managing large volumes of deals.
Every opportunity is set to one of four statuses: Open (active deal in progress), Won (successfully closed), Lost (deal not won — a lost reason can be recorded), or Abandoned (deal discontinued without a formal outcome). Statuses are separate from pipeline stages — a deal can be in any stage and be marked Won or Lost.
Yes. Click **Import** from the Opportunities view to upload a CSV file. The file must be a single sheet under 30 MB with a header row. Note that opportunity imports cannot be reversed, so review your data carefully before importing.
Workflows can be triggered by opportunity events — for example, when an opportunity is created, when it moves to a specific stage, or when it is marked Won. Use these triggers to automate follow-up tasks, send emails, update contact fields, or notify team members without any manual steps.
Opportunity value is the monetary amount you assign to a deal — typically the expected revenue if the deal is won. The platform uses these values to calculate total pipeline value, average deal size, and revenue forecasts in the Opportunity Reporting section.
# Pipeline stages
Source: https://help.hoopai.com/opportunities/pipeline-stages
Create, configure, and manage the stages in your sales pipelines — including naming, ordering, dashboard visibility, and handling opportunities when stages are removed.
Pipeline stages are the steps an opportunity moves through from first contact to close. Every pipeline you create is made up of stages, and every opportunity always sits in exactly one stage. Well-designed stages reflect the real actions and decisions that happen in your sales process, making it easy for your team to know when a deal should move forward.
***
## How stages work
Stages are displayed as columns on the kanban board, arranged from left to right in the order you define. Opportunities move between stages by drag-and-drop on the board, by selecting a new stage in the opportunity detail panel, or automatically through workflow automations.
Every pipeline automatically includes two system stages that cannot be deleted:
* **Won** — for opportunities closed successfully
* **Lost** — for opportunities that did not close
These appear at the far right of your board and are special: moving an opportunity to Won or Lost changes its status (and prompts for a lost reason, in the case of Lost) in addition to changing its stage.
***
## Creating a pipeline and its stages
Stages are created as part of the pipeline setup. To add a new pipeline with stages:
Navigate to **Opportunities > Opportunity Settings** (the gear icon), then click **+ Add Pipeline**.
Enter a unique name for the pipeline. Pipeline names must be unique within your account.
Click **+ Add Stage** and enter a name for each stage in your process. Add as many stages as you need. Stage names must be unique within the same pipeline.
Drag stages up or down to set the order they appear on the board from left to right.
Click **Save** to create the pipeline. The kanban board will now show your new pipeline's stages as columns.
***
## Adding stages to an existing pipeline
To add a stage to an existing pipeline:
1. Go to **Opportunities > Opportunity Settings**
2. Select the pipeline you want to edit
3. Click **+ Add Stage**
4. Name the stage and position it by dragging it to the right place in the sequence
5. Click **Save**
The new stage appears immediately as a new column on the board. Any opportunities already in the pipeline remain in their current stages.
***
## Naming stages
Stage names should be action-oriented and unambiguous — your team should be able to tell at a glance exactly what it means for an opportunity to be in that stage.
**Effective stage names:**
* New Lead
* Qualification Call Booked
* Proposal Sent
* Negotiation
* Contract Signed
**Avoid vague names like:**
* Follow Up (what kind?)
* In Progress (relative to what?)
* Stage 1, Stage 2 (not descriptive)
Think about what specific action or outcome moves a deal into each stage and name the stage to reflect that state.
***
## Reordering stages
To change the order stages appear on the board:
1. Open **Opportunities > Opportunity Settings** and select the pipeline
2. Drag the stages into the order you want (left to right on the board)
3. Click **Save**
The board updates immediately to reflect the new order. Opportunities remain in their stages — the stage itself moves, not the opportunities within it.
***
## Dashboard visibility settings
Each stage has two visibility controls that determine whether it appears in reporting widgets:
| Control | Widget affected | Use case |
| --------------------------- | --------------------------- | ------------------------------------------------------ |
| **Visible in funnel chart** | Funnel widget on dashboards | Include a stage in the sequential funnel visualization |
| **Visible in pie chart** | Stage distribution widget | Include a stage in the current-distribution pie chart |
Toggle these settings per stage in Pipeline Settings. For example, you might exclude a "Nurture" holding stage from your funnel chart because it is not a linear step in the sales progression, while keeping it visible in the stage distribution to see how many deals are parked there.
***
## Editing a stage name
To rename an existing stage:
1. Open **Opportunities > Opportunity Settings** and select the pipeline
2. Click on the stage name to edit it
3. Enter the new name
4. Click **Save**
The new name appears immediately on the board and in all filters, reports, and dropdowns. All opportunities in that stage are unaffected.
***
## Deleting a stage
Before you can delete a stage, any opportunities currently in that stage must be moved. The platform will prompt you to select a destination stage when you attempt to delete.
Navigate to **Opportunities > Opportunity Settings** and select the pipeline.
Click the delete icon next to the stage you want to remove.
If there are opportunities in that stage, select the stage they should move to. The platform will move them automatically before removing the stage.
Click **Confirm** to complete the deletion.
Deleting a stage permanently removes it from your pipeline and from historical reporting. Consider renaming or reordering a stage before deleting it — especially if it appears in workflow conditions or saved filters.
***
## Designing effective pipelines
The stages in your pipeline should map to the real steps in your sales process — not an idealized version of it. A few principles:
**Keep it lean.** Most sales processes can be represented in 5 to 8 stages. More stages than that often reflect edge cases rather than the main path. If you have 15 stages, consider whether some could be merged.
**Each stage should have a clear entry criteria.** What has to be true for a deal to move into this stage? If the answer is "it depends," the stage may need to be redefined or split.
**Match automation to stages.** If a workflow triggers when a deal enters a stage (e.g., send a proposal template when entering "Proposal Sent"), the stage name becomes a critical system reference — keep names stable once automations are attached.
**Use separate pipelines for different processes.** If you have meaningfully different sales motions (e.g., one for inbound leads and one for enterprise outbound), use separate pipelines with stages tailored to each. Trying to handle both in one pipeline usually results in awkward stage names that don't quite fit either process.
***
## Example stage configurations
**Service business:**
1. New Inquiry
2. Discovery Call Booked
3. Discovery Call Completed
4. Proposal Sent
5. Contract Signed
6. Won / Lost
**E-commerce / product sales:**
1. Lead
2. Contacted
3. Demo Scheduled
4. Demo Completed
5. Negotiation
6. Won / Lost
**Appointment-based business:**
1. New Lead
2. Appointment Booked
3. No Show
4. Showed — Not Ready
5. Ready to Buy
6. Won / Lost
***
## FAQs
There is no hard limit on the number of stages per pipeline. Practically, most teams find 5 to 8 stages provides a useful structure without being unwieldy on the board.
Yes. Reordering stages changes the column order on the board but does not change which stage any opportunity is in.
Yes. Stage names must be unique within a single pipeline, but the same name can appear in multiple different pipelines.
Workflow conditions that reference a stage by name will need to be updated to use the new name. Review any automations that filter or trigger on that stage after renaming.
No. Won and Lost are system stages and cannot be deleted or renamed. Every pipeline includes them automatically.
Yes. Every time an opportunity moves to a different stage, the change is recorded in the activity timeline and the audit log with a timestamp and the user who made the change.
# Pipelines
Source: https://help.hoopai.com/opportunities/pipelines
Create and manage sales pipelines, set stage permissions, and use smart tags to organize opportunities in the HoopAI Platform.
Pipelines are the backbone of the Opportunities section. Each pipeline represents a sales process with a defined set of stages that opportunities move through from open to close.
## Creating a pipeline
To create a new pipeline, navigate to **Opportunities** and open **Pipeline Settings** (or **Opportunity Settings**). Click **"+ Add Pipeline"** and configure:
* **Pipeline name** — a clear name describing the sales process
* **Stages** — the steps an opportunity moves through (e.g., Lead, Qualified, Proposal, Closed Won, Closed Lost)
* **Stage colors** — optional color coding for visual clarity on the board
***
## Pipeline permissions
Pipeline permissions control which team members can view, create, edit, or delete opportunities within a pipeline.
Navigate to **Opportunities > Opportunity Settings** and select the pipeline you want to configure.
Assign permission levels to roles or individual users:
* **Full access** — can view, create, edit, and delete opportunities
* **Edit** — can edit existing opportunities but cannot delete them
* **View only** — read-only access to opportunities in this pipeline
* **No access** — pipeline is hidden from this user or role
Click **Save** to apply the permission changes.
***
## Smart tags in pipelines
Smart tags are automatically applied to opportunities based on conditions you define. They appear as labels on opportunity cards and help your team quickly identify deal characteristics at a glance.
### Setting up smart tags
Go to **Opportunities > Opportunity Settings** and select your pipeline.
Click the **Smart Tags** tab.
Click **"+ Add Smart Tag"**. Define:
* **Tag name** — what the tag is called
* **Color** — visual indicator
* **Conditions** — the criteria an opportunity must meet for the tag to be applied automatically
Click **Save**. The tag will now appear automatically on matching opportunities.
***
## Managing pipelines
From the **Opportunity Settings** screen you can:
* **Reorder pipelines** — drag and drop to change the order they appear in the pipeline dropdown
* **Rename a pipeline** — click the pipeline name to edit it
* **Archive a pipeline** — hide a pipeline without deleting historical data
* **Delete a pipeline** — permanently remove a pipeline (use with caution; this affects historical reporting)
Deleting a pipeline removes all associated opportunity records. Archive instead of delete when you want to preserve historical data.
***
## Opportunity settings
The **Opportunity Settings** page (accessed via **Opportunities > Opportunity Settings**) controls global behaviour for the Opportunities section, including:
* **Separate contact and opportunity ownership** — enable this to allow contacts and opportunities to have different assigned owners. When off, the same user is the owner of both. Changes apply only to new records created after the setting is enabled.
* **Lost reasons** — manage the list of reasons available when marking a deal as lost
* **Deleted opportunities** — view and restore recently deleted opportunity records
If you enable separate ownership, review any automations that update ownership to ensure they address both contact and opportunity owners independently.
***
## FAQs
There is no hard limit on the number of pipelines. Create as many as your sales processes require — for example, separate pipelines for different product lines, regions, or deal types.
Yes. In Pipeline Settings, drag and drop stages to reorder them. Cards on the board rearrange to reflect the new order.
You will be prompted to move any existing opportunities in that stage to another stage before deletion can proceed.
Yes. Toggle the setting off in Opportunity Settings. New opportunities and contacts created after disabling will revert to shared ownership. Existing records are not affected.
No. The separate ownership setting only applies to opportunities and contacts created after the setting is enabled. Existing records retain their current ownership.
Four levels are available: **Full access** (view, create, edit, delete), **Edit** (edit existing but cannot delete), **View only** (read-only), and **No access** (pipeline hidden from this user or role).
# Sales Playbooks
Source: https://help.hoopai.com/opportunities/playbooks
Create guided scripts, battlecards, and call guides to help your sales reps close more deals consistently.
Sales playbooks give your sales team structured, repeatable guidance for every stage of the sales process. Instead of improvising on calls, reps follow proven scripts, handle objections with pre-written responses, and reference competitive battlecards — all from within the HoopAI platform.
Playbooks are accessible directly from the opportunity detail view, so reps can pull up the right guide mid-call without switching tabs.
## What are sales playbooks
A playbook is a collection of guided content designed for a specific sales scenario. Each playbook contains:
* **Talk tracks** — scripted language reps can use or adapt during calls
* **Qualification questions** — structured questions to assess fit and urgency
* **Objection responses** — pre-approved answers to common pushbacks
* **Competitive positioning** — side-by-side comparisons with alternatives
* **Next steps** — clear actions to move the deal forward
## Playbook types
A structured guide for initial qualification calls. Includes open-ended questions to uncover pain points, budget range, decision timeline, and stakeholder mapping. Helps reps gather consistent information across every first call.
A reference guide listing common objections (price, timing, competitor preference, internal buy-in) with recommended responses. Organized by objection category so reps can find the right response quickly during a live conversation.
A side-by-side comparison between your offering and a specific competitor. Includes feature differences, pricing positioning, win themes, and landmine questions to ask prospects who are evaluating alternatives.
A step-by-step guide for the final stages of a deal. Covers trial close questions, proposal presentation tips, contract walkthrough talking points, and urgency-building techniques.
## Create a playbook
Go to **Opportunities > Sales Playbooks** in the left sidebar.
Click the **Create Playbook** button. Choose a playbook type or start from a blank template.
Give the playbook a descriptive name (e.g., "Enterprise Discovery Call Guide" or "Competitor X Battlecard"). Assign it to a pipeline stage so it surfaces at the right time.
Build out the playbook using sections. Each section can include:
* **Text blocks** for scripts and instructions
* **Question lists** for qualification frameworks
* **Tables** for feature comparisons
* **Checklists** for required call outcomes
Link the playbook to one or more pipeline stages. When a rep opens an opportunity in that stage, the playbook appears in the sidebar for quick reference.
Click **Publish** to make the playbook available to your team. Draft playbooks are only visible to the creator.
## Using playbooks during calls
Once a playbook is assigned to a pipeline stage, reps can access it directly from the opportunity detail view:
1. Open any opportunity in the pipeline
2. Click the **Playbook** tab in the opportunity sidebar
3. The relevant playbook for the current stage loads automatically
4. Follow the talk track, check off completed sections, and log notes
Encourage reps to leave notes on each playbook section after a call. This creates a record of what was discussed and helps the next rep who touches the deal.
## Playbook analytics
Track how your playbooks impact sales performance:
| Metric | Description |
| ------------------------ | ------------------------------------------------------------- |
| **Usage rate** | Percentage of opportunities where the playbook was opened |
| **Completion rate** | Percentage of playbook sections completed per call |
| **Win rate by playbook** | Close rate for deals where the playbook was used vs. not used |
| **Stage velocity** | Average time in stage for deals where the playbook was used |
| **Top sections** | Most frequently referenced sections across all reps |
Access playbook analytics from **Opportunities > Sales Playbooks > Analytics**.
## Best practices
Reps will not read a 20-page document mid-call. Keep each section short — bullet points and short paragraphs work best. Aim for content that can be scanned in under 10 seconds.
Playbooks go stale fast. Review and update them monthly, especially competitor battlecards. Assign a playbook owner who is responsible for keeping content current.
Build playbooks from the language and techniques your best reps already use. Record top-performing calls, extract the patterns, and codify them into the playbook.
Do not create generic playbooks. Build stage-specific guides so the right content appears at the right time. A discovery call guide is useless during a negotiation.
Use playbook analytics to identify which guides drive results. If a playbook has low usage, it may need better content or better stage mapping. If usage is high but win rates are flat, the content itself may need revision.
Playbooks are guides, not rigid scripts. Train your team to adapt the content to each conversation. Prospects can tell when a rep is reading verbatim from a script.
# Account, billing, and support
Source: https://help.hoopai.com/resources/billing-and-support
Everything about your HoopAI subscription — plans, pricing, payments, cancellation, data retention, and how to get help.
This is your starting point for anything related to **your HoopAI account** — your subscription, pricing, payments, and policies.
Looking for the Payments feature (invoicing your own customers, subscriptions, refunds)? That lives under [Payments](/payments/overview) in the platform docs.
## Plans and pricing
Features, limits, and pricing for Starter, Pro, and Enterprise
14-day trial — what's included, limitations, and what happens when it ends
Usage-based billing, add-on catalog, and overage charges
Every stage from sign-up to cancellation — visual overview
## Manage your subscription
View your plan, update payment methods, download invoices
Payment failed? Retry schedule, how to fix it, and suspension timeline
Step-by-step cancellation, what you lose, data export, reactivation
Export contacts, conversations, files, and reports before making changes
## Common questions
Your websites and funnels go offline at the end of your billing period. Your custom domain DNS records are not modified — update them to avoid dead links. Your site content is retained for 90 days, then permanently deleted.
[Full details →](/settings/cancel-or-downgrade#what-happens-when-you-cancel)
Not immediately. After cancellation, your data is retained in read-only mode for **90 days**. After that, it is permanently deleted. Always [export your data](/settings/data-export) before cancelling.
[Account lifecycle →](/getting-started/account-lifecycle)
HoopAI does not register domains — you use your own domain registrar (GoDaddy, Namecheap, Cloudflare, etc.) and point DNS records to HoopAI. Your domain is always yours. If you cancel, simply update your DNS records to point elsewhere.
[Domain setup →](/settings/domains-url-redirects)
Yes. Go to **Settings → Phone Numbers**, select the number, and click **Request Port-Out**. Initiate the port with your new provider before your billing period ends and the number is released.
[Cancellation details →](/settings/cancel-or-downgrade#phone-number-release-timeline)
HoopAI offers three plans: **Starter** ($97/mo), **Pro** ($297/mo), and **Enterprise** (\$497/mo). All include a 14-day free trial with no credit card required.
[Compare all plans →](/settings/plan-comparison)
Communication costs (SMS, phone, WhatsApp) are usage-based and charged on top of your plan subscription. You add credits to your account and usage is deducted automatically.
[Usage and add-ons →](/settings/usage-and-addons)
Monthly plans have no minimum commitment — cancel anytime. Annual plans require a 12-month commitment with no partial refunds. Enterprise plans may have custom terms.
[Terms of service →](/legal/terms-of-service)
Use the live chat widget, email support from **Settings → Support**, or browse the help center. Enterprise plans include phone support and priority queue.
[Support options →](/settings/support)
## Policies and legal
Subscription terms, billing obligations, cancellation
How HoopAI handles your data
GDPR compliance and data processing terms
## Need help?
* **Live chat**: Click the chat icon on any help center page
* **Email**: Send a message from **Settings → Support** in your account
* **Phone**: Available on Enterprise plans — [support details →](/settings/support)
# A2P 10DLC registration — complete guide to SMS compliance
Source: https://help.hoopai.com/settings/a2p-10dlc
A2P 10DLC (Application-to-Person 10-Digit Long Code) is the industry standard for sending business text messages in the United States. Every business sending SMS through the HoopAI platform must complete A2P 10DLC registration to ensure reliable message delivery.
Without A2P registration, your SMS messages will be heavily filtered or completely blocked by US carriers. This is not optional — it is a federal carrier requirement enforced since 2023.
## What is A2P 10DLC?
A2P 10DLC is a system that allows businesses to send application-to-person (A2P) text messages through standard 10-digit local phone numbers. Before A2P 10DLC, businesses could send texts from local numbers without registration, but carriers had no way to distinguish legitimate business messages from spam.
The system was introduced by The Campaign Registry (TCR) in partnership with major US carriers (AT\&T, T-Mobile, Verizon) to:
* **Reduce spam** — only registered businesses can send at scale
* **Improve deliverability** — registered messages are trusted by carrier networks
* **Increase transparency** — carriers know who is sending and why
* **Protect consumers** — ensures businesses follow opt-in/opt-out rules
### How it works
A2P 10DLC registration is a **two-step process**:
1. **Brand registration** — register your business identity with The Campaign Registry
2. **Campaign registration** — register what type of messages you will send and why
Both steps must be completed before you can send SMS from a local 10-digit number.
***
## Registration fees
| Item | Cost | Notes |
| ------------------------------------- | --------------- | ------------------------------------ |
| Brand registration | \$4 (one-time) | Per business entity |
| Standard campaign registration | \$15 (one-time) | Per campaign use case |
| Sole proprietor brand registration | \$4 (one-time) | Limited to 1 campaign |
| Sole proprietor campaign registration | \$2/month | Monthly recurring fee |
| Enhanced brand vetting | \$40 (one-time) | Optional — increases trust score |
| Additional campaigns | \$15 each | Most businesses need only 1 campaign |
These fees are charged by The Campaign Registry (TCR) and passed through to your account. They are non-refundable once submitted.
***
## Step 1 — Brand registration
Brand registration verifies your business identity. The information you provide is checked against public business databases.
### Information required
| Field | Details |
| ------------------- | ----------------------------------------- |
| Legal business name | Must match your EIN/tax filing exactly |
| DBA (if applicable) | Doing-business-as name |
| EIN (Tax ID) | 9-digit Employer Identification Number |
| Business type | LLC, Corporation, Partnership, Non-profit |
| Business address | Must match IRS records |
| Business phone | Active phone number |
| Business website | Must be a live, working URL |
| Vertical/industry | Select the closest match |
| Contact email | Business email (not personal Gmail/Yahoo) |
| Field | Details |
| -------------------------------- | ---------------------------------- |
| First and last name | Legal name as filed with IRS |
| EIN or SSN | EIN preferred; SSN accepted |
| Business address | Can be home address |
| Business phone | Active phone number |
| Business website or social media | At least one web presence required |
| Vertical/industry | Select the closest match |
| Contact email | Any valid email |
Sole proprietors are limited to **1 campaign** and receive a lower trust score by default, resulting in lower message throughput. Consider forming an LLC for higher limits.
### How to register your brand
Go to **Settings** > **Phone Numbers** > **Trust Center** in your HoopAI account.
Select **A2P 10DLC** and click **Register Brand**. If you have already registered at the account level, your brand may already appear here.
Fill in all required fields. Double-check that your legal business name and EIN match your IRS records exactly — mismatches are the #1 cause of rejection.
After submitting, your brand will be reviewed. This typically takes **1-5 business days**. You will receive a trust score once approved.
### Trust score
After brand registration, TCR assigns a **trust score** that determines your SMS throughput (messages per second):
| Trust score | Tier | Daily SMS limit (per campaign) | Messages per second |
| ----------- | ---------- | ------------------------------ | ----------------------- |
| 0-24 | Low | 2,000 | 0.2 (1 msg every 5 sec) |
| 25-49 | Medium-low | 10,000 | 0.4 |
| 50-74 | Medium | 50,000 | 10 |
| 75-100 | High | 200,000+ | 50+ |
Sole proprietors typically receive a trust score in the **low** range. LLCs and corporations with clean public records usually score **medium** or higher.
### Enhanced vetting
If your trust score is too low, you can request **enhanced vetting** for a one-time fee of **\$40**. Enhanced vetting performs a deeper check of your business using third-party data and can significantly increase your trust score.
Enhanced vetting is recommended if:
* Your initial trust score is below 50
* You need to send more than 2,000 messages per day
* You run marketing campaigns with large contact lists
To request enhanced vetting, go to **Settings** > **Phone Numbers** > **Trust Center** > click **Request Vetting** next to your registered brand.
***
## Step 2 — Campaign registration
After your brand is approved, you must register at least one **campaign** that describes what type of messages you will send.
### Campaign use cases
Select the use case that best describes your messaging:
| Use case | Description | Example |
| --------------------------- | ------------------------------------------ | ------------------------------ |
| Mixed | Combination of marketing and informational | Promos + appointment reminders |
| Marketing | Promotional content, offers, sales | "20% off this weekend!" |
| Account notifications | Transactional updates | "Your order has shipped" |
| Customer care | Support conversations | "How can we help?" |
| Delivery notifications | Delivery/shipping status | "Your package arrives today" |
| Fraud alert messaging | Security alerts | "Unusual login detected" |
| Higher education | University communications | Course registration reminders |
| Polling and voting | Surveys and polls | "Rate your experience 1-5" |
| Public service announcement | Community alerts | Weather warnings |
| Low volume mixed | Under 3,000 msgs/month | Small business general use |
| 2FA / Security | Two-factor authentication | "Your code is 482910" |
| Charity / Non-profit | Fundraising and awareness | Donation requests |
Choose your use case carefully. Selecting "Marketing" when you are sending appointment reminders (or vice versa) can cause your campaign to be rejected. If you send both, choose **Mixed**.
### Sample messages
You must provide **at least 2 sample messages** that represent the type of content you will send. These must:
* Match your selected use case
* Include your business name
* Include opt-out language (e.g., "Reply STOP to unsubscribe")
* Be realistic examples of actual messages you will send
**Good sample messages:**
> "Hi , this is . Your appointment is confirmed for tomorrow at 2:00 PM. Reply STOP to opt out."
> ": Thanks for signing up! We'll send you tips and exclusive offers. Reply STOP to unsubscribe."
**Bad sample messages (will cause rejection):**
> "Hey, check this out!" *(no business name, no opt-out)*
> "Buy now! Limited time!" *(no business name, no opt-out, too vague)*
### Opt-in and opt-out requirements
Your campaign registration must describe how contacts opt in to receive messages:
| Requirement | Details |
| -------------------- | ------------------------------------------------------------------------ |
| Opt-in method | How do contacts agree to receive SMS? (web form, keyword, verbal, paper) |
| Opt-in message | The confirmation message sent after opt-in |
| Opt-out keywords | STOP, CANCEL, END, QUIT, UNSUBSCRIBE (all must be honored) |
| Opt-out confirmation | Message sent when someone opts out (e.g., "You've been unsubscribed") |
| Help keyword | HELP must return a support message with contact info |
You must have a **privacy policy** and **terms of service** on your website that mention SMS communications. Carriers check for this during campaign review.
### How to register your campaign
Go to **Settings** > **Phone Numbers** > **Trust Center**. Your approved brand should be visible.
Click **Register Campaign** under your approved brand.
Choose the campaign use case that best matches your messaging.
Enter at least 2 sample messages. Include your business name and opt-out language in every sample.
Explain how contacts opt in. Provide the URL of your opt-in form if applicable.
Review all details and submit. Campaign review typically takes **1-14 business days** depending on carrier backlog.
***
## Timeline
| Step | Typical timeline | Maximum timeline |
| --------------------------- | ---------------------- | -------------------- |
| Brand registration | 1-2 business days | 5 business days |
| Enhanced vetting (optional) | 1-3 business days | 7 business days |
| Campaign registration | 1-7 business days | 14 business days |
| **Total (without vetting)** | **2-9 business days** | **19 business days** |
| **Total (with vetting)** | **3-12 business days** | **26 business days** |
Start your A2P registration as soon as possible — ideally before you begin building campaigns. Do not wait until launch day.
***
## What happens without registration
If you attempt to send SMS from a local 10-digit number without A2P 10DLC registration:
* **T-Mobile**: messages are blocked entirely; \$2,000+ daily fines possible for unregistered traffic
* **AT\&T**: messages are heavily filtered; most will not be delivered
* **Verizon**: messages may be delivered at very low throughput with high filtering
* Your number may be **permanently flagged** as spam
* Your account may be **suspended** by the carrier
Sending unregistered A2P traffic is not a gray area. Carriers actively block it and may blacklist your numbers permanently.
***
## Throughput limits by trust score
After registration, your daily sending limits are determined by your trust score and the number of campaigns:
| Trust score | T-Mobile MPS | AT\&T MPS | Daily cap (per campaign) |
| ------------------ | ------------ | --------- | ------------------------ |
| Low (1-24) | 0.2 | 1 | 2,000 |
| Medium-low (25-49) | 0.4 | 4 | 10,000 |
| Medium (50-74) | 10 | 10 | 50,000 |
| High (75-100) | 50 | 75 | 200,000+ |
*MPS = messages per second*
***
## Checking registration status
Navigate to **Settings** > **Phone Numbers** > **Trust Center**.
Your brand will show one of these statuses:
* **Pending** — under review
* **Verified** — approved and active
* **Failed** — rejected (see troubleshooting below)
Each campaign will show:
* **Pending** — under review by carriers
* **Active** — approved and ready to send
* **Rejected** — denied (see troubleshooting below)
* **Suspended** — temporarily suspended due to violations
***
## Troubleshooting
### Rejected brand registration
| Rejection reason | Fix |
| ------------------------------------ | ----------------------------------------------------------------------------------------------------------- |
| EIN does not match business name | Verify your legal name matches IRS records exactly. Check for typos, punctuation, and suffix (LLC, Inc) |
| Business not found in public records | Ensure your business is registered with the state. New businesses may need to wait for records to propagate |
| Invalid website | Your website must be live and accessible. Cannot be a social media page (for LLCs/Corps) |
| Address mismatch | Use the exact address on file with the IRS, including suite/unit numbers |
| Duplicate registration | Your EIN may already be registered under another account. Contact support |
### Rejected campaign registration
| Rejection reason | Fix |
| ------------------------------------ | ---------------------------------------------------------------- |
| Sample messages don't match use case | Rewrite samples to clearly match your selected use case |
| Missing opt-out language | Add "Reply STOP to unsubscribe" to every sample message |
| No opt-in description | Clearly describe how contacts consent to receive SMS |
| Website missing privacy policy | Add a privacy policy that mentions SMS/text messaging |
| Misleading content | Ensure samples are honest and not deceptive |
| Prohibited content | Remove any SHAFT content (sex, hate, alcohol, firearms, tobacco) |
| Embedded links without brand domain | Use your own domain for links, not bit.ly or other shorteners |
### Low trust score
If your trust score is lower than expected:
1. **Verify EIN accuracy** — even small discrepancies lower your score
2. **Check business listings** — ensure your business appears on Google, BBB, state registry
3. **Use a business website** — not a free subdomain or social media page
4. **Request enhanced vetting** — \$40 one-time fee, can significantly improve your score
5. **Ensure your business is in good standing** — active state registration, no liens or judgments
***
## Toll-free verification as an alternative
If you need to send SMS quickly while waiting for A2P 10DLC approval, consider using a **toll-free number** instead:
| Feature | A2P 10DLC (local) | Toll-free |
| ------------- | --------------------------- | ---------------------------- |
| Number format | Local area code | 800/888/877/etc. |
| Registration | Brand + campaign | Toll-free verification |
| Approval time | 2-19 business days | 1-5 business days |
| Throughput | Based on trust score | 3 MPS (standard) |
| Cost | $4 brand + $15 campaign | Free verification |
| MMS support | Yes | Yes |
| Best for | Local presence, high volume | Quick start, moderate volume |
To verify a toll-free number, go to **Settings** > **Phone Numbers** > select your toll-free number > **Submit for Verification**.
***
## Frequently asked questions
Yes. A2P 10DLC is required for **all** business SMS sent from local 10-digit numbers in the US, regardless of volume. Even 1 message per day requires registration.
Toll-free numbers do not require A2P 10DLC registration, but they do require **toll-free verification**, which is a separate process. Toll-free numbers are a valid alternative if you do not need a local area code.
Typically 2-9 business days from start to finish. In some cases, it can take up to 19 business days if there are delays in carrier review. Start early.
The most common reason is a mismatch between your legal business name and your EIN on file with the IRS. Check for typos, missing suffixes (LLC, Inc), and ensure your business is in good standing with your state.
Yes. Each campaign costs \$15. Most businesses only need one campaign with the **Mixed** use case to cover both marketing and informational messages.
**Brand registration** verifies your business identity (who you are). **Campaign registration** describes your messaging (what you send and why). Both are required.
No. If the same business entity operates multiple accounts, you register the brand once and can create campaigns for each account under that brand.
You will need to submit a new brand registration with the updated information. The old registration cannot be edited after approval.
Yes. MMS sent from local 10-digit numbers is subject to the same A2P 10DLC requirements as SMS.
Technically, messages may still be sent, but they will be subject to heavy carrier filtering and may not be delivered. It is strongly recommended to wait for approval or use a verified toll-free number in the interim.
Enhanced vetting is a deeper verification of your business for a \$40 one-time fee. It can increase your trust score, which directly increases your daily message limits and throughput. It is worth it for any business planning to send more than 2,000 messages per day.
No. A2P 10DLC is a US-only requirement. Canadian SMS has its own compliance rules under CASL (Canadian Anti-Spam Legislation).
Yes, dedicated shortcodes are a separate registration path with higher throughput, but they cost significantly more ($500-$1,000/month) and have a longer approval process (8-12 weeks).
SHAFT stands for Sex, Hate, Alcohol, Firearms, and Tobacco. Messages containing SHAFT content are prohibited on standard A2P 10DLC campaigns and will cause your campaign to be rejected or suspended.
Your throughput is tied to your trust score. To increase it: (1) ensure your brand information is accurate, (2) request enhanced vetting, (3) maintain good sending practices (low spam complaints, proper opt-in/opt-out). You cannot manually set throughput limits.
# App Marketplace
Source: https://help.hoopai.com/settings/app-marketplace
Browse and install third-party integrations from the HoopAI App Marketplace to extend your platform's capabilities.
The App Marketplace is a central hub where you can discover, install, and manage third-party apps and AI agents that extend your HoopAI account's capabilities. From productivity tools to AI-powered assistants, the marketplace offers a growing library of integrations tailored to different business needs.
Navigate to **Settings > App Marketplace** to get started.
***
## Exploring the marketplace
The marketplace provides several ways to browse and discover apps:
* **All apps** — view the complete catalog of available apps
* **Collections** — curated groups of apps (e.g., top installed apps, new releases)
* **Categories** — filter by app type or function
* **Business niches** — find apps designed for your specific industry
* **Built by** — filter by app developer
* **Pricing** — sort by free or paid apps
Use the **Free** pricing filter combined with the **Top Installed Apps** collection to quickly find the most popular no-cost integrations.
***
## Installing an app
Browse the marketplace or use the filters and search to locate the app you want to install.
Click on the app to view its detail page. Here you can:
* Watch any attached demo videos
* Read the app description and feature list
* Review the permissions the app requires access to within your account
Click **Install** and confirm the requested permissions. The app is added to your account immediately.
Review the permissions an app requests before installing. Apps may require access to contacts, conversations, calendars, or other account data to function properly.
***
## Managing installed apps
After installing an app, click **Installed Apps** in the marketplace to manage your active integrations.
From the installed apps view, you can:
* **View your current plan** — see which tier or plan you are on for paid apps
* **Review features** — check which features the app provides
* **Uninstall** — click **Uninstall** to remove the app from your account
***
## Using installed apps
Installed apps are accessible from the **Automation** section of your account. Click into an app to access its features and settings.
Some apps include a **Get Started** guide that walks you through the initial setup and configuration steps required to begin using the app.
***
## AI agents in the marketplace
The marketplace also includes a dedicated section for AI agents. You can browse and install pre-built AI agents to automate conversations and phone interactions.
### AI agent types
| Type | Description |
| ------------------- | ----------------------------------------------------------------- |
| **Voice AI** | AI agents that handle phone calls — inbound and outbound |
| **Conversation AI** | AI agents that manage text-based conversations (SMS, chat, email) |
### Installing an AI agent
In the marketplace, navigate to the AI agents section. Use the filters to sort by **Voice AI** or **Conversation AI**.
Click on an AI agent to review its capabilities, supported use cases, and required permissions.
Click **Install** and confirm the permissions. The agent is added to your account.
Go to **Voice AIs > Agent List** or **Conversation AI** to find and configure your newly installed agent.
***
## Related articles
* [Integrations](/settings/integrations)
* [AI agents overview](/ai-agents/overview)
* [Voice AI](/ai/voice-ai/overview)
* [Conversation AI](/ai/conversation-ai/overview)
* [Automations](/automation/overview)
# Add a billing admin
Source: https://help.hoopai.com/settings/billing-admin
Give a team member access to manage billing, invoices, and subscription settings on your HoopAI account.
If you want someone else on your team — a bookkeeper, business partner, or operations manager — to handle billing, invoices, or subscription changes, you can add them as an **Admin** on your account. Admins have full access to all settings including billing.
***
## What an admin can do
An Admin has full access to your HoopAI account, including:
* View and download invoices
* Update payment methods and billing address
* Upgrade, downgrade, or cancel the subscription
* Add wallet credits and manage auto-recharge settings
* Add or remove other team members
HoopAI does not have a dedicated "billing only" role. If you want someone to manage billing, the Admin role is the appropriate access level. Admins have full account access — only add people you trust.
***
## Add a team member as an admin
Navigate to **Settings → My Staff**.
Click **+ Add Employee** to invite someone new. If the person is already on your team, click the **pencil (edit) icon** next to their name.
Enter their name, email address, and set a password (they can change it after first login).
Click the **Roles and Permissions** tab on the left side of the profile. In the **Role** dropdown, select **Admin**.
* **Admin** — full access to all modules and settings, including billing
* **User** — restricted access; granular permissions apply
Click **Save** (or **Update** if editing an existing team member). The person will receive a login invitation by email.
***
## Restrict what an admin can access
If you want to give someone access to billing settings but restrict other areas — for example, preventing them from editing automations or contacting customers — you can use the **User** role with custom permissions instead.
In the **Roles and Permissions** tab, select **User** instead of Admin.
Use the checkboxes to enable or disable access to specific modules (Conversations, Contacts, Workflows, Calendars, etc.).
To allow them to access billing and settings pages, enable the **Account Settings** permission. This allows them to view and edit business info, billing, and account-level configuration.
Click **Save**. They will only see the sections you've enabled.
***
## Copy permissions from an existing team member
If you already have a team member with the right permission setup, you can copy their permissions to a new user instead of configuring from scratch.
1. Open the new team member's profile → **Roles and Permissions** tab
2. Click **Copy Permissions**
3. Select the existing team member to copy from
4. Click **Copy** to apply
***
## Remove billing access
To remove a team member's access to billing or your account entirely:
1. Go to **Settings → My Staff**
2. Click the pencil icon next to the person
3. Either change their role from Admin to User and restrict the Account Settings permission, or click **Delete** to remove them from the account entirely
Deleting a team member immediately revokes their login access. Make sure any work they own (pipelines, contacts, workflows) is reassigned before deleting.
***
## Frequently asked questions
Yes. Admins have full access, which includes subscription changes. Only grant Admin access to people you fully trust to make account-level decisions.
Yes. You can have as many admins as you like. Each admin needs a separate user seat — additional users may incur an extra cost depending on your plan.
Admin gives full, unrestricted access to all modules and settings. User gives restricted access — you control exactly which modules they can see and edit using individual permission toggles.
Yes — set their role to User, enable Account Settings permission, and leave all other module permissions off. They'll be able to access billing settings without seeing customer data.
Yes. When you save a new team member, HoopAI sends them an email invitation with login instructions.
# Annual vs monthly billing
Source: https://help.hoopai.com/settings/billing-annual
How annual billing works on HoopAI, how much you save, and how to switch.
HoopAI offers both monthly and annual billing. Annual billing locks in a discounted rate in exchange for paying upfront for 12 months — typically saving 15–17% compared to paying month-to-month.
***
## Savings at a glance
| Plan | Monthly billing | Annual billing | You save |
| -------------- | ------------------- | -------------------------- | ------------ |
| **Starter** | $97/mo ($1,164/yr) | \~\$97/mo billed annually | \~\$175/yr |
| **Pro** | $297/mo ($3,564/yr) | \~\$247/mo billed annually | \~\$600/yr |
| **Enterprise** | $497/mo ($5,964/yr) | \~\$414/mo billed annually | \~\$1,000/yr |
Annual pricing is charged as a single upfront payment at the start of your billing year. Contact [billing@hoopai.com](mailto:billing@hoopai.com) or check **Settings → Billing → Plan** for current annual pricing.
***
## How annual billing works
When you choose annual billing:
1. You are charged the full annual amount upfront on your start date
2. Your account is active for 12 months from that date
3. At the end of 12 months, you are automatically renewed at the same annual rate unless you cancel first
4. Usage-based charges (calls, SMS, AI, email overage) continue to be billed monthly from your wallet, separate from the annual subscription
***
## Monthly vs annual: which is right for you?
### Choose monthly if:
* You are still evaluating HoopAI and not ready to commit
* Your usage is seasonal or project-based
* You want maximum flexibility to upgrade, downgrade, or cancel anytime
### Choose annual if:
* You are actively using HoopAI as a core business tool
* You want to lock in the lowest per-month rate
* You prefer one predictable annual charge over 12 separate invoices
* You want to simplify your accounting with a single annual software expense
***
## Switching from monthly to annual
Navigate to **Settings → Billing → Plan**.
Click **Switch to Annual**. You will see the discounted annual price and the prorated charge for switching mid-cycle.
Review the amount. You'll be charged today for the annual plan, minus any credit from your current monthly cycle's unused days.
Your renewal date is set to 12 months from today. Future invoices will show the annual plan as a single line item.
***
## Switching from annual to monthly
You can switch to monthly billing, but the change takes effect at the **end of your current annual period** — not immediately. You will not receive a refund for unused months on your annual plan.
To schedule a switch to monthly:
1. Go to **Settings → Billing → Plan**
2. Click **Switch to Monthly**
3. Confirm — your plan stays annual until the renewal date, then switches to monthly automatically
***
## Cancelling an annual plan
If you cancel an annual plan:
* You retain access through the end of your paid 12-month period
* No partial refund is issued for unused months
* Your data is retained for 90 days after access ends
See [Cancel or downgrade](/settings/cancel-or-downgrade) for the full cancellation process.
***
## Annual billing and add-ons
Add-ons (LC Phone, LC Email, AI features, etc.) are always billed monthly regardless of whether your base plan is monthly or annual. Switching to annual billing does not change how add-ons or usage charges are billed.
***
## Frequently asked questions
Yes. You can upgrade at any time. You'll be charged a prorated amount for the price difference between your current annual plan and the new one, for the remaining months in your annual period.
Downgrades take effect at the end of your current annual period. You cannot downgrade mid-year on an annual plan.
Your access continues until the end of the paid annual period. Annual plan fees are non-refundable once the billing cycle has started.
Add-ons are billed monthly. Only the base subscription plan is available on an annual term.
Yes. A single invoice is generated when you are charged for the annual plan. It is available in **Settings → Billing → Invoice History**.
Yes. If you prefer to pay the annual amount via bank transfer instead of card, contact [billing@hoopai.com](mailto:billing@hoopai.com) to arrange it before your renewal date.
# Understanding your invoice
Source: https://help.hoopai.com/settings/billing-invoice
How to find, read, and use your HoopAI invoices for accounting and tax purposes.
Every payment on HoopAI generates a detailed invoice automatically. You can access all invoices from **Settings → Billing → Invoice History**.
***
## Finding your invoices
1. Go to **Settings → Billing**
2. Click **Invoice History**
3. All past invoices are listed with date, amount, and status
4. Click any invoice to view the full detail, or click the download icon to save a PDF
Invoices are available immediately after each charge and are retained indefinitely in your account.
To receive invoices by email automatically, go to **Settings → Billing → Billing Notifications** and enable **Email me invoices**.
***
## What's on your invoice
A typical HoopAI invoice has three sections:
### 1. Header information
| Field | What it shows |
| ------------------- | ------------------------------------------ |
| **Invoice number** | Unique reference ID (e.g., INV-2026-00123) |
| **Invoice date** | Date the charge was processed |
| **Billing period** | The month or period this invoice covers |
| **Account name** | Your registered account name |
| **Billing address** | The address on file for your account |
To update your billing name or address, go to **Settings → Billing → Billing Address**. Changes apply to future invoices.
### 2. Line items
Each charge appears as a separate line item:
| Line item type | Example | Description |
| ----------------------- | ------------------------------ | ---------------------------------------------- |
| **Base subscription** | Pro Plan — March 2026 | Your monthly or annual plan fee |
| **Add-on subscription** | LC Phone — March 2026 | Fixed monthly add-on fees |
| **Usage — SMS** | 1,842 SMS segments | Pay-as-you-go SMS usage for the period |
| **Usage — Calls** | 312 minutes outbound | Phone call usage |
| **Usage — AI** | Conversation AI — 4,200 tokens | Token-based AI usage |
| **Usage — Email** | 2,100 emails over limit | Email overage above plan limit |
| **One-time charge** | Guided Onboarding | One-time service or purchase |
| **Proration** | Plan upgrade credit | Credit or charge when changing plans mid-cycle |
| **Tax** | Sales tax (NY, 8.875%) | Applied where required by law |
### 3. Summary totals
| Field | Description |
| ------------------ | ------------------------------------------------- |
| **Subtotal** | Sum of all line items before tax |
| **Tax** | Any applicable sales tax or VAT |
| **Total charged** | Amount debited from your payment method |
| **Payment method** | Last 4 digits of card, or bank transfer reference |
***
## Common questions about charges
### Why is my invoice different each month?
HoopAI combines a fixed subscription fee with variable usage charges. Your base plan is the same every month, but SMS, call, AI, and email usage fluctuates based on how much you send and do.
### What is a proration charge?
If you upgrade or downgrade your plan mid-cycle, HoopAI calculates a prorated charge or credit:
* **Upgrading**: You pay the price difference for the remaining days in the current cycle
* **Downgrading**: The lower plan takes effect at the start of the next billing cycle — no mid-cycle credit is issued
### What are wallet deductions vs. invoice charges?
Some usage (calls, SMS, AI) is deducted from your pre-funded wallet balance in real time. The wallet top-up charge appears as a line item on your invoice when your auto-recharge threshold is triggered.
### Why do I see a Stripe charge on my bank statement?
HoopAI uses Stripe as its payment processor. Your bank or card statement will show the charge as **Stripe** or **HoopAI** depending on your bank's display format. The invoice in your account is the authoritative record.
***
## Downloading and sharing invoices
**To download a single invoice:**
1. Go to **Settings → Billing → Invoice History**
2. Click the invoice you need
3. Click **Download PDF**
**To download multiple invoices:**
1. Go to **Settings → Billing → Invoice History**
2. Use the date range filter to select the period you need
3. Click **Export All** to download a ZIP of PDF invoices
**To share an invoice with your accountant:**
Download the PDF and send it directly, or forward the invoice email receipt. Invoices include all the information needed for expense reporting and tax filing.
***
## Correcting invoice details
| Issue | How to fix |
| ----------------------------- | ------------------------------------------------------------------------------------- |
| Wrong billing name or address | Update in **Settings → Billing → Billing Address** (applies to future invoices) |
| Incorrect charge amount | Email [billing@hoopai.com](mailto:billing@hoopai.com) with the invoice number |
| Need a past invoice re-sent | Email [billing@hoopai.com](mailto:billing@hoopai.com) |
| Need tax exemption applied | Email [billing@hoopai.com](mailto:billing@hoopai.com) with your exemption certificate |
| Need a W-9 or vendor form | Email [billing@hoopai.com](mailto:billing@hoopai.com) |
***
## Using invoices for tax purposes
HoopAI invoices are suitable documentation for business expense claims and tax deductions. Each invoice shows:
* The service description (suitable as a business purpose record)
* The date and amount paid
* Your business name and address
* A unique invoice number for your records
See [Payments, Taxes & Refunds](/settings/billing-taxes-refunds) for full guidance on deductibility and tax handling.
# Billing portal — manage your plan, payments, and invoices
Source: https://help.hoopai.com/settings/billing-portal
The billing portal is your central hub for managing your HoopAI subscription, payment methods, invoices, and usage charges. Access it anytime from **Settings → Billing**.
## Accessing the billing portal
Click the **gear icon** in the bottom-left corner of your HoopAI dashboard, or navigate to **Settings** from the main menu.
In the left sidebar under **Account**, click **Billing**. You may be prompted to verify your identity if you haven't accessed billing recently.
The billing portal displays your current plan, next billing date, payment method on file, and recent charges.
Only account owners and users with **Admin** or **Billing** permissions can access the billing portal. If you don't see the Billing option, ask your account owner to update your role.
## Viewing your current plan and billing cycle
The top section of the billing portal shows:
| Field | Description |
| --------------------- | -------------------------------------------------------------- |
| **Current plan** | Your active subscription tier (e.g., Starter, Pro, Enterprise) |
| **Billing cycle** | Monthly or annual — annual plans receive a discount |
| **Next billing date** | The date your next invoice will be generated |
| **Plan price** | The base cost of your current plan before add-ons and usage |
| **Account status** | Active, Past Due, or Suspended |
Your billing cycle begins on the date you first subscribed. All usage-based charges and add-on fees are calculated from this anchor date each month.
## Updating your payment method
In the billing portal, click **Payment Methods** or the **Update** button next to your card on file.
Enter your new credit or debit card number, expiration date, CVV, and billing address. HoopAI accepts Visa, Mastercard, American Express, and Discover.
If you have multiple cards on file, select the one you want to use as your **default payment method**. All future charges will be billed to this card.
Optionally remove any outdated payment methods. You must always have at least one valid payment method on file.
If your payment method is declined, HoopAI will retry the charge according to the retry schedule below. Update your card promptly to avoid service interruption.
### Billing address
Your billing address is used for tax calculation and appears on your invoices. To update it:
1. Go to **Settings → Billing → Billing Information**
2. Edit your company name, address, city, state/province, postal code, and country
3. Click **Save**
Changes apply to future invoices only. Previously generated invoices retain the address on file at the time of issue.
## Viewing billing history and downloading invoices
The **Billing History** section lists every charge made to your account, including:
* Monthly subscription fees
* Add-on charges
* Usage-based overage fees
* One-time setup fees (if applicable)
* Credits and refunds
### Downloading invoices
| Action | How |
| ----------------- | ------------------------------------------------------------------------------- |
| **View invoice** | Click the invoice number or **View** link in the billing history table |
| **Download PDF** | Click the **Download** icon next to any invoice to save a PDF receipt |
| **Bulk download** | Select multiple invoices using the checkboxes, then click **Download Selected** |
| **Email invoice** | Click **Send to Email** to receive a copy at your account email address |
Each invoice includes an itemized breakdown of all charges, taxes, and credits for that billing period.
## Understanding your bill breakdown
Your monthly invoice consists of three main components:
The fixed monthly (or annual) fee for your subscription tier. This covers core platform features including CRM, pipeline management, calendar, basic automation, and a set number of users and contacts.
| Plan | Monthly price | Annual price (per month) |
| ---------- | ------------- | ------------------------ |
| Starter | \$97/mo | \$81/mo |
| Pro | \$297/mo | \$247/mo |
| Enterprise | \$497/mo | \$414/mo |
Save up to 17% by switching to annual billing. Go to **Settings → Billing → Change Plan** and select the annual option.
Add-ons are optional paid features or capacity upgrades that extend your plan. They are billed monthly on top of your base plan.
| Add-on | Typical cost | Billing model |
| ------------------------- | --------------------- | ---------------------- |
| WhatsApp Business | Varies by region | Per conversation |
| LC Email | \$10/mo | Flat monthly fee |
| LC Phone | \$6/mo + usage | Base fee + per minute |
| Premium Actions | $0.01–$0.05/action | Per execution |
| Content AI | $0.03–$0.09/1K words | Per usage |
| Conversation AI | $0.02–$0.05/message | Per message |
| Reviews AI | $0.08–$0.15/response | Per response |
| Workflow AI | $0.03–$0.10/step | Per step execution |
| Additional users | $15–$45/user/mo | Per user per month |
| Additional phone numbers | $1.50–$3.00/number/mo | Per number per month |
| SEO tools | $30–$70/location/mo | Per location per month |
| Dedicated IP (email) | $50–$100/mo | Flat monthly fee |
| Additional custom domains | $10–$20/domain/mo | Per domain per month |
For a detailed breakdown, see [Usage and add-ons](/settings/usage-and-addons).
Usage charges are metered and billed based on actual consumption during your billing cycle. They appear as line items on your invoice.
| Usage type | Pricing model | Included in plan? |
| ------------------------ | --------------------------- | -------------------------- |
| Email sends | Per email; bulk tiers apply | Yes — plan-dependent limit |
| SMS | Per segment (160 chars) | No — pay per use |
| MMS | Per message | No — pay per use |
| Phone minutes (outbound) | Per minute | No — pay per use |
| Phone minutes (inbound) | Per minute | No — pay per use |
| AI agent usage | Per interaction/token | Limited by plan |
| Workflow executions | Free tier + overage | Yes — plan-dependent limit |
| Storage (files/media) | Per GB over limit | Yes — plan-dependent limit |
## Usage-based billing details
### Email sends
Email sending is included in your plan up to a monthly limit. Beyond that limit, overage rates apply.
| Tier | Volume (emails/month) | Rate |
| -------- | ------------------------ | -------------- |
| Included | Up to plan limit | \$0.00 |
| Tier 1 | First 10,000 over limit | \$0.001/email |
| Tier 2 | 10,001–50,000 over limit | \$0.0008/email |
| Tier 3 | 50,001+ over limit | \$0.0006/email |
Bulk campaigns (e.g., newsletters, marketing blasts) count toward your email volume. Transactional emails (appointment confirmations, password resets) may be counted separately depending on your plan.
### SMS and MMS
SMS and MMS are billed per message segment. Long messages are split into multiple segments.
| Type | Rate (US/Canada) | Rate (International) |
| -------------- | ---------------- | -------------------- |
| SMS (outbound) | \$0.0079/segment | $0.02–$0.15/segment |
| SMS (inbound) | \$0.0079/segment | $0.01–$0.10/segment |
| MMS (outbound) | \$0.0200/message | $0.03–$0.20/message |
| MMS (inbound) | \$0.0100/message | $0.02–$0.15/message |
A single SMS segment is 160 characters (GSM encoding) or 70 characters (Unicode). Messages exceeding one segment are billed as multiple segments. An MMS message counts as one message regardless of content length.
### Phone minutes
| Direction | Rate (US/Canada) | Rate (International) |
| ---------------------- | ---------------- | -------------------- |
| Outbound calls | \$0.014/min | $0.02–$1.50/min |
| Inbound calls | \$0.0085/min | $0.01–$0.50/min |
| Voicemail drops | \$0.015/drop | N/A |
| Call recording storage | Included | Included |
### AI usage
| AI feature | Unit | Approximate cost |
| --------------------- | ------------------------- | ---------------- |
| Content AI | Per 1,000 words generated | $0.03–$0.09 |
| Conversation AI | Per message exchange | $0.02–$0.05 |
| Reviews AI | Per review response | $0.08–$0.15 |
| Workflow AI | Per AI step execution | $0.03–$0.10 |
| AI agent interactions | Per conversation | $0.05–$0.25 |
### Workflow executions
Each plan includes a number of free workflow executions per month. Executions beyond the included amount are charged as overages.
| Plan | Included executions/month | Overage rate |
| ---------- | ------------------------- | ----------------- |
| Starter | 1,000 | \$0.01/execution |
| Pro | 10,000 | \$0.005/execution |
| Enterprise | 50,000 | \$0.002/execution |
## How overage charges work
When you exceed a usage limit included in your plan, overage charges are automatically applied:
1. **Real-time tracking** — Usage is tracked in real time and visible in your billing portal under **Usage Dashboard**
2. **No hard cutoff** — By default, services continue working when you exceed your limit (you are billed for the overage)
3. **Invoice at cycle end** — Overage charges appear on your next invoice, itemized by usage type
4. **Alerts** — You receive email notifications at 80% and 100% of your included usage limits
If you want to set a hard spending cap to prevent overages, go to **Settings → Billing → Usage Limits** and configure maximum spending thresholds per category.
## Billing date and proration
* Your **billing anchor date** is the calendar day you first subscribed (e.g., if you signed up on March 15, you are billed on the 15th of each month)
* If the anchor day doesn't exist in a month (e.g., the 31st in a 30-day month), you are billed on the last day of that month
### Proration
When you upgrade, downgrade, or add/remove add-ons mid-cycle:
| Change | Proration |
| ------------------ | -------------------------------------------------------------------------------------------------------------------------- |
| **Upgrade** | You are charged a prorated amount for the remainder of the current cycle. The new plan takes effect immediately. |
| **Downgrade** | The lower plan takes effect at the start of your next billing cycle. You retain access to higher-tier features until then. |
| **Add-on added** | Prorated charge from the activation date to your next billing date. |
| **Add-on removed** | The add-on remains active until the end of the current cycle. No partial refund is issued. |
## Failed payment handling
If your payment method is declined, HoopAI follows this retry schedule:
| Attempt | Timing | Action |
| -------------- | -------------------------- | --------------------------------------- |
| 1st attempt | Billing date | Initial charge attempt |
| 2nd attempt | 3 days later | Retry + email notification sent |
| 3rd attempt | 7 days after billing date | Retry + warning email (account at risk) |
| 4th attempt | 14 days after billing date | Final retry + urgent notification |
| **Suspension** | 21 days after billing date | Account suspended — read-only access |
When your account is suspended due to failed payment:
* You cannot send emails, SMS, or make calls
* Workflows and automations are paused
* Contacts and data are retained for **90 days**
* Websites and funnels may go offline
* Update your payment method immediately to restore access
After updating your payment method, any outstanding balance is charged immediately. Your account is reactivated within minutes once payment succeeds.
## Tax and VAT
HoopAI collects applicable taxes based on your billing address:
* **United States** — Sales tax is applied based on state and local tax regulations
* **European Union** — VAT is charged at the rate applicable to your country. If you have a valid VAT ID, you can enter it in **Settings → Billing → Tax Information** to apply reverse charge (B2B exemption)
* **Canada** — GST/HST is applied based on your province
* **Australia** — GST at 10%
* **Other regions** — Taxes are applied as required by local law
### Adding a VAT or tax ID
1. Go to **Settings → Billing → Tax Information**
2. Enter your VAT ID, GST number, or applicable tax registration number
3. Click **Validate and Save**
4. If validated, the tax exemption applies to your next invoice
Tax-exempt organizations must upload a valid exemption certificate. Contact support to submit your documentation.
## Frequently asked questions
HoopAI primarily accepts credit and debit cards. For Enterprise plans, bank transfer (ACH/wire) may be available. Contact your account manager or support to discuss alternative payment options.
HoopAI does not issue prorated refunds for downgrades or cancellations mid-cycle. You retain access to your current plan until the end of the billing period. See [Cancel or downgrade](/settings/cancel-or-downgrade) for details.
Common reasons include:
* **Usage overages** — SMS, email, or phone usage exceeded your plan's included amounts
* **Add-ons** — A new add-on was activated during the billing period
* **Tax changes** — Tax rates may have changed based on your location
* **Proration** — A mid-cycle upgrade includes a prorated charge
Review the itemized breakdown on your invoice for details.
Go to **Settings → Billing → Change Plan**, select your current tier, and choose the **Annual** billing option. The switch takes effect at the start of your next billing cycle. You will be charged the full annual amount upfront.
Yes. You can add multiple credit or debit cards. Designate one as your **default** payment method. If the default card fails, HoopAI will attempt to charge your backup card.
Go to **Settings → Billing → Usage Dashboard** to see real-time usage for emails, SMS, phone minutes, AI features, and workflow executions. You can also set up alerts at custom thresholds.
Yes. Annual billing typically saves 15–17% compared to monthly billing. The exact discount varies by plan tier.
# Payments, taxes, and refunds
Source: https://help.hoopai.com/settings/billing-taxes-refunds
How HoopAI processes payments, accepted payment methods, tax deductibility, and refund policy.
## How HoopAI billing works
HoopAI uses **Stripe** to process all automatic subscription and usage payments. Stripe is a PCI-compliant payment processor used by millions of businesses worldwide. Your card details are stored and handled by Stripe — HoopAI never stores your full card number.
When you subscribe, Stripe automatically charges your card on your billing date each month (or year, if you're on an annual plan). Usage-based charges — calls, SMS, AI, and other wallet deductions — are settled automatically as your wallet balance is consumed and replenished.
***
## Accepted payment methods
| Method | Available for |
| -------------------------------------------------- | ---------------------------------------- |
| **Credit card** (Visa, Mastercard, Amex, Discover) | All plans — automatic billing via Stripe |
| **Debit card** | All plans — automatic billing via Stripe |
| **Bank transfer (ACH / wire)** | Available on request — contact support |
| **Manual billing** | Available on request — contact support |
Automatic billing via Stripe is the default for all accounts. Bank transfers and manual invoicing are available if you prefer not to keep a card on file — contact [billing@hoopai.com](mailto:billing@hoopai.com) to arrange this.
***
## Invoices and receipts
Every payment generates an invoice automatically. You can access all invoices from **Settings → Billing → Invoice History**.
Invoices include:
* Line-by-line breakdown of your subscription, add-ons, and usage charges
* Payment date, billing period, and invoice number
* Your billing name and address (used for tax purposes)
* Stripe transaction reference
To download a PDF invoice, go to **Settings → Billing → Invoice History** and click the download icon next to any invoice.
If you need your company name or address updated on invoices, update your billing details in **Settings → Billing → Billing Address** before your next billing date.
***
## Tax and deductibility
### Is HoopAI a tax-deductible business expense?
In most cases, yes. If you use HoopAI for business purposes, your subscription and usage fees are generally deductible as a **business software or subscription expense** under standard tax rules in the US, Canada, UK, and most other countries.
Common deductible items include:
* Monthly or annual plan subscription
* Usage charges (SMS, calls, email, AI)
* Add-on fees (WhatsApp, LC Phone, LC Email, etc.)
* Onboarding and professional services fees
HoopAI does not provide tax advice. Tax rules vary by country, entity type, and individual circumstances. Consult a qualified accountant or tax advisor to confirm what applies to your situation.
### What you need for your records
To support a tax deduction, keep:
* **Invoices from Settings → Billing** (PDF downloads)
* **Bank or card statements** showing the charges
* **A brief note** describing the business purpose (e.g., "CRM and marketing automation software")
Stripe-generated receipts and HoopAI invoices both serve as valid documentation for most accounting systems and tax filings.
### Sales tax and VAT
Depending on your location and business registration:
* **US customers**: Sales tax may apply in certain states. If your state requires it, tax will be calculated and shown on your invoice.
* **International customers**: VAT or local equivalents may apply depending on your country and whether you have a valid VAT/GST number registered.
* **Tax-exempt organizations**: If your organization is tax-exempt, contact [billing@hoopai.com](mailto:billing@hoopai.com) with your exemption certificate. Once verified, future invoices will reflect the exemption.
***
## Refund policy
### Subscription fees
HoopAI subscriptions are billed in advance and are **non-refundable** once a billing cycle has started. If you cancel, you retain access through the end of your paid period — no partial refunds are issued for unused time.
See [Cancel or downgrade](/settings/cancel-or-downgrade) for details on what happens when you cancel.
### Usage-based charges
Wallet credits consumed for calls, SMS, WhatsApp, and AI are non-refundable once used.
If you were charged for usage due to a platform error or technical issue on HoopAI's side, contact support and we will investigate and issue a credit if appropriate.
### Exceptions and disputes
If you believe a charge was made in error:
1. Review your invoice in **Settings → Billing → Invoice History**
2. Check your usage breakdown in **Settings → Billing → Usage Dashboard**
3. If you still believe the charge is incorrect, email **[billing@hoopai.com](mailto:billing@hoopai.com)** with:
* Your account email
* The invoice number or charge date
* A brief description of the issue
We aim to respond to all billing inquiries within 1–2 business days.
For disputes processed through your bank or card issuer (chargebacks), please contact us directly first at [billing@hoopai.com](mailto:billing@hoopai.com). We can often resolve issues faster than the chargeback process, which can take 30–90 days to resolve and may result in account suspension during the dispute.
***
## Frequently asked questions
Yes. Update your billing name and address in **Settings → Billing → Billing Address**. Changes apply to future invoices. To update a past invoice, contact billing support.
Yes. HoopAI uses Stripe for payment processing. Your card details are stored and encrypted by Stripe — HoopAI never has access to your full card number. Stripe is PCI DSS Level 1 certified, the highest level of payment security certification.
Yes. Bank transfer (ACH or wire) is available on request. Email [billing@hoopai.com](mailto:billing@hoopai.com) to switch to manual or bank transfer billing.
Email [billing@hoopai.com](mailto:billing@hoopai.com) with your account email and the relevant invoice numbers or charge dates. Duplicate charges are rare but we will investigate and issue a full refund if confirmed.
Yes. Contact [billing@hoopai.com](mailto:billing@hoopai.com) and we will send the appropriate vendor documentation for your records.
Yes. All purchases — subscriptions, usage, and one-time services — generate an invoice automatically available in **Settings → Billing → Invoice History**.
# Caller ID, CNAM, and SHAKEN/STIR
Source: https://help.hoopai.com/settings/caller-id-verification
Understand caller ID verification, CNAM registration, SHAKEN/STIR authentication, and how to prevent your calls from being labeled as spam.
When you make outbound calls, the recipient's phone displays a caller ID — a phone number and optionally a business name. Properly registering your caller ID prevents your calls from being labeled as "Spam Likely" or "Scam Risk" and increases the chance that contacts answer.
***
## CNAM (Caller Name)
CNAM (Caller Name) is the database system that associates a phone number with a display name. When you call someone, their carrier looks up your number in the CNAM database and displays the registered name on their screen.
### Registering your CNAM
Go to **Settings > Phone System > Phone Numbers**.
Click the phone number you want to register.
Enter your business name in the **CNAM / Caller ID Name** field. The name must be 15 characters or fewer.
Click **Save**. CNAM registration is submitted to the database. Updates can take 24-72 hours to propagate across all carriers.
CNAM display is not guaranteed on all carriers. Mobile carriers in the US have inconsistent CNAM support — some display the name, others show only the number. Landline carriers generally have better CNAM support.
***
## SHAKEN/STIR
SHAKEN/STIR is a call authentication framework required by the FCC to combat robocalls and caller ID spoofing.
* **SHAKEN** — Signature-based Handling of Asserted information using toKENs
* **STIR** — Secure Telephone Identity Revisited
### How it works
1. When your call is placed, the originating carrier signs the call with a digital certificate
2. The certificate includes an attestation level (A, B, or C) indicating how confident the carrier is that you are a legitimate caller
3. The terminating carrier verifies the signature and uses the attestation level to determine whether to flag the call
### Attestation levels
| Level | Meaning | Result |
| --------------- | ----------------------------------------------------------------------------- | ---------------------------------------------------------- |
| **A (Full)** | Carrier knows the caller and can verify they are authorized to use the number | Best call delivery — least likely to be flagged |
| **B (Partial)** | Carrier knows the caller but cannot verify the specific number | Moderate trust — may still be flagged by analytics engines |
| **C (Gateway)** | Carrier received the call from a gateway and cannot verify the caller | Highest risk of being flagged as spam |
### Improving your attestation level
* Use phone numbers purchased directly through the HoopAI platform (these receive higher attestation)
* Register your business with the platform's carrier trust center
* Maintain low complaint rates and answer callbacks promptly
***
## Free Caller Registry
The Free Caller Registry (operated by major analytics vendors) allows businesses to register their phone numbers and provide context about their calling behavior. Registered numbers are less likely to be mislabeled as spam.
Go to the Free Caller Registry website (freecallerregistry.com or similar vendor portals).
Submit your business phone numbers, business name, industry, and expected calling patterns.
Check your number's reputation score periodically. Flag any incorrect spam labels for review.
***
## Voice Integrity
Voice Integrity programs (offered by carriers like T-Mobile and AT\&T) let businesses register their numbers for branded call display. When registered, your business name and/or logo appears on the recipient's phone — even on mobile devices that do not support standard CNAM.
Contact your phone system provider or HoopAI support for information on enrolling in carrier-specific Voice Integrity programs.
***
## Preventing "Spam Likely" labels
Unregistered numbers are more likely to be flagged. Register every number you use for outbound calling.
Sudden spikes in outbound call volume trigger spam detection algorithms. Ramp up gradually when expanding your calling operations.
If a contact calls back a number you called from and no one answers, carriers interpret this as a robocall indicator. Ensure all outbound numbers route to an active user or voicemail.
Making many calls that last under 5 seconds (hangups or unanswered) is a spam signal. Use a power dialer only with verified, high-quality contact lists.
Register your numbers with the Free Caller Registry and carrier Voice Integrity programs.
Periodically call your own numbers from different carriers to check whether they are being flagged. If flagged, dispute the label through the analytics vendor's portal.
***
## Frequently asked questions
CNAM updates typically propagate within 24-72 hours. Some carriers may take longer to refresh their databases.
CNAM is registered per phone number. To display different names, use different phone numbers for different campaigns.
CNAM registration alone does not prevent spam labels. Spam flagging is determined by call analytics engines that consider volume, duration, answer rates, and complaint reports. Follow all the prevention steps above.
# Cancel or downgrade your account
Source: https://help.hoopai.com/settings/cancel-or-downgrade
Whether you need to scale back or close your HoopAI account entirely, this page walks you through every step of the cancellation and downgrade process, including what happens to your data, features, and billing.
## How to cancel your HoopAI subscription
Navigate to **Settings → Billing** in your HoopAI dashboard. Only account owners and users with Billing permissions can cancel.
Scroll to the bottom of the billing page and click **Cancel Subscription**. You may also see this under **Settings → Billing → Manage Plan**.
HoopAI asks why you are leaving. Select a reason and optionally provide feedback. This step is required to proceed.
A summary screen shows your current plan, active features, contact count, and data that will be affected. Review carefully.
Click **Confirm Cancellation**. You will receive a confirmation email within a few minutes.
Cancellation cannot be undone after the data retention period expires. Export your data before cancelling if you may need it later.
## What happens when you cancel
| Item | What happens |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------- |
| **Access** | You retain full access to your account until the end of your current billing period |
| **Workflows and automations** | Continue running until your billing period ends, then stop |
| **Scheduled messages** | SMS, emails, and campaigns scheduled before the end date will still send |
| **Websites and funnels** | Go offline at the end of your billing period |
| **Phone numbers** | Released back to the carrier after your billing period ends. You cannot reclaim the same number after release |
| **Custom domains** | DNS records remain, but your sites stop serving content. Update your DNS to avoid dead links |
| **Contacts and data** | Retained for **90 days** after cancellation, then permanently deleted |
| **File storage** | Files in media storage are retained for 90 days, then deleted |
| **Integrations** | OAuth tokens are revoked. Connected apps lose access |
| **Team members** | All user accounts under your subscription lose access |
| **Invoices** | Historical invoices remain downloadable for 12 months after cancellation |
### Phone number release timeline
| Timing | Status |
| --------------------------- | ------------------------------------------------------------------------ |
| Day of cancellation | Phone numbers remain active through billing period |
| End of billing period | Numbers enter a 7-day hold period |
| 7 days after billing period | Numbers are released to the carrier |
| After release | Numbers cannot be recovered — they may be reassigned to another customer |
If you want to keep your phone numbers, consider downgrading to the Starter plan instead of cancelling. You will retain your numbers as long as your account is active.
## How to downgrade to a lower plan
Navigate to **Settings → Billing → Change Plan**.
Choose the plan tier you want to downgrade to (e.g., from Pro to Starter). Review the [Plan comparison](/settings/plan-comparison) to understand the differences.
HoopAI shows you a summary of features and limits that will change. Pay attention to contact limits, workflow limits, and features you will lose.
Click **Confirm Downgrade**. The change takes effect at the **start of your next billing cycle**. You keep your current plan's features until then.
## What you lose when downgrading
Review this table carefully before downgrading. If your current usage exceeds the lower plan's limits, you will need to take action.
| Area | What changes | Action required |
| -------------------- | ---------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Contacts** | Lower contact limit (e.g., 25,000 → 5,000) | You must delete or archive contacts down to the new limit before the downgrade takes effect, or you will be unable to add new contacts |
| **Users** | Fewer included user seats | Remove users or purchase additional user add-ons |
| **Workflows** | Workflow limit may decrease (e.g., unlimited → 5) | Deactivate workflows beyond the new limit. HoopAI will pause excess workflows automatically, starting with the most recently created |
| **Funnels/websites** | May be limited to 1 on Starter | Excess funnels become inactive (not deleted). Upgrade to reactivate |
| **Pipelines** | May be limited to 1 on Starter | Additional pipelines become read-only |
| **Custom domains** | Fewer domains included | Excess domains stop serving content. Remove or purchase add-on domains |
| **API access** | May lose API access entirely on Starter | API calls return `403 Forbidden` |
| **Membership sites** | Not available on Starter | Members lose access. Content is retained but not served |
| **AI features** | Conversation AI, Reviews AI, Workflow AI may not be available on lower tiers | AI features are disabled. Historical AI-generated content is retained |
| **Audit logs** | Retention period decreases | Older logs are archived and may become inaccessible |
| **Custom branding** | Not available below Enterprise | Platform reverts to default HoopAI branding |
| **Priority support** | Not available below Enterprise | Support response times revert to standard SLA |
No data is deleted when you downgrade. Features are disabled or limited, but your content, contacts, and history remain intact. If you upgrade again later, everything is restored.
## Pause option
If you need a temporary break, HoopAI may offer a **pause** option instead of full cancellation:
| Pause detail | Description |
| ------------------ | ------------------------------------------------------------------------------------------------- |
| **Duration** | 1–3 months (select during pause setup) |
| **Cost** | Reduced fee (typically 10–25% of your plan cost) to maintain your data and phone numbers |
| **Access** | Read-only — you can log in and view data but cannot send messages, run workflows, or make changes |
| **Data retention** | All data, contacts, workflows, and configurations are preserved |
| **Phone numbers** | Retained during the pause period |
| **Auto-resume** | Your account automatically reactivates at the end of the pause period and resumes normal billing |
The pause option is available during the cancellation flow. When you click **Cancel Subscription**, look for the **Pause Instead** button before confirming cancellation.
Not all accounts are eligible for pausing. The option may not appear if your account has outstanding balances or has been paused within the last 6 months.
## Reactivation after cancellation
If you cancelled and want to come back:
Your data is still available. To reactivate:
Use your original credentials to log in to HoopAI. You will see a reactivation banner.
Choose the plan you want to subscribe to. You can select any tier — you do not have to return to your previous plan.
Add a valid payment method. Your previous card on file may have been removed.
Click **Reactivate Account**. Your data, contacts, workflows, and configurations are restored. You can start using HoopAI immediately.
Phone numbers released during cancellation cannot be recovered. You will need to provision new numbers.
After the 90-day retention window, your data has been permanently deleted. To return:
1. Create a new HoopAI account
2. Select a plan and enter payment information
3. Set up your account from scratch — contacts, workflows, funnels, and configurations must be recreated
4. If you exported data before cancelling, you can import contacts and re-upload files
Data deletion after 90 days is permanent and irreversible. There is no way to recover your account data after this period.
## Data export before cancelling
Before cancelling, export all important data:
| Data type | How to export | Location |
| -------------------- | -------------------------------------------------------------------------- | ------------------------------------------------------ |
| **Contacts** | **Contacts → Export** — download as CSV | Includes all custom fields, tags, and notes |
| **Opportunities** | **Opportunities → Export** — download as CSV | Pipeline and stage data included |
| **Conversations** | **Conversations → Export** — download chat/email history | Available for the last 12 months |
| **Workflows** | Take screenshots or document logic — workflows cannot be exported as files | No native export format |
| **Funnels/websites** | No native export — take screenshots and save page content manually | Copy text/images before cancelling |
| **Media files** | **Media Storage → Download** — bulk download your uploaded files | Images, videos, documents |
| **Reports** | **Reporting → Export** — download as CSV or PDF | Historical analytics data |
| **Invoices** | **Settings → Billing → Billing History → Download** | PDF invoices available for 12 months post-cancellation |
| **Calendar data** | Export as ICS from **Calendars → Settings** | Appointment history included |
Start your data export well before your billing period ends. Large exports (especially media files) may take time to complete.
## Final invoice and proration
| Scenario | Billing behavior |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------- |
| **Cancel mid-cycle** | No prorated refund. You retain access through the end of your billing period. |
| **Downgrade mid-cycle** | No prorated refund. You keep the higher plan through the end of the cycle, then the lower plan starts. |
| **Outstanding usage charges** | Any usage-based charges (SMS, phone, AI, etc.) incurred before cancellation are billed on your final invoice. |
| **Add-on charges** | Active add-ons are billed through the end of the current cycle. |
| **Annual plan cancellation** | No refund for remaining months on an annual plan. Access continues through the end of the prepaid term. |
Your final invoice is generated at the end of your last billing period and includes any outstanding usage-based charges. It is charged to your payment method on file. Download it from **Settings → Billing → Billing History**.
## Frequently asked questions
HoopAI does not offer prorated refunds for early cancellation on monthly or annual plans. You retain access to all features through the end of your paid period.
You can request a number port before cancellation. Go to **Settings → Phone Numbers**, select the number, and click **Request Port-Out**. You must initiate this with your new provider before your billing period ends and the number is released.
If you manage multiple accounts or locations, you can deactivate individual ones without cancelling your entire subscription. Go to **Settings → Accounts** and select **Deactivate** on the specific account.
Annual plans are non-refundable. If you cancel, you retain access through the end of your prepaid 12-month term. After that, the account follows the standard cancellation process outlined above.
Yes. You can change your plan at any time. Upgrades take effect immediately with prorated billing. Downgrades take effect at the next billing cycle.
Your DNS records are not modified by HoopAI. When your sites go offline after cancellation, your domain will show an error page. Update your DNS records to point elsewhere or remove the CNAME entries to avoid confusion.
Monthly plans have no minimum commitment — cancel anytime. Annual plans require a 12-month commitment. Enterprise plans may have custom terms outlined in your service agreement.
# Cookie Consent Settings
Source: https://help.hoopai.com/settings/cookie-consent
Manage how HoopAI collects and uses cookies on your websites and funnels.
## Cookie Consent Overview
HoopAI provides built-in cookie consent management to help your websites and funnels comply with privacy regulations including GDPR and CCPA.
When enabled, a cookie consent banner appears to visitors before any non-essential cookies are set. Visitors can accept all cookies, reject non-essential cookies, or manage their preferences individually.
## Enabling Cookie Consent
1. Go to **Settings > Domains & Tracking**
2. Select the domain you want to configure
3. Toggle **Cookie Consent Banner** to enabled
4. Choose your banner style and position
## Banner Customization
You can customize the consent banner to match your brand:
* **Position** — Bottom bar, bottom-left corner, or modal overlay
* **Colors** — Match your brand primary and accent colors
* **Text** — Customize the consent message and button labels
* **Cookie categories** — Define which cookie types require consent (Analytics, Marketing, Functional)
## Cookie Categories
| Category | Description | Requires Consent |
| ---------- | ------------------------------------------------------- | ---------------- |
| Essential | Required for the site to function (logins, cart, forms) | No |
| Functional | Remembers preferences (language, layout) | Yes |
| Analytics | Tracks visitor behavior for reporting | Yes |
| Marketing | Used for retargeting and ad attribution | Yes |
## Compliance Settings
For GDPR compliance, consent is required before setting any non-essential cookies. For CCPA compliance, visitors must be given the ability to opt out of data sale.
Configure your compliance mode under **Settings > Domains & Tracking > Cookie Compliance Mode**:
* **GDPR mode** — Opt-in required (no cookies until consent given)
* **CCPA mode** — Opt-out available (cookies set by default with opt-out option)
* **Both** — Most restrictive mode applied based on visitor location
## Viewing Consent Records
Consent records are stored per contact and visible in the contact record under the **Compliance** tab. Records include timestamp, consent type, and the specific categories accepted.
Cookie consent settings apply per domain. If you have multiple websites or funnels on different domains, configure consent for each domain separately.
## Related
* [Cookie Policy](/legal/cookie-policy)
* [Privacy Settings](/settings/security)
* [GDPR Compliance](/legal/gdpr)
# Custom Fields
Source: https://help.hoopai.com/settings/custom-fields
Create custom fields to capture unique data for contacts, opportunities, and other objects in the HoopAI Platform.
Custom fields are an essential tool for gathering specific customer information that goes beyond standard data points. They allow you to capture unique details that are important to your business — such as customer preferences, service history, referral sources, or any other relevant data that supports your marketing, sales, or customer service efforts.
Navigate to **Settings > Custom Fields** to get started.
## Custom field types
The platform supports a wide range of field types to capture different kinds of data:
| Field type | Use case |
| --------------------- | --------------------------------------------------- |
| **Text** | Single-line text (e.g., job title, company name) |
| **Large text** | Multi-line text for longer notes or descriptions |
| **Numerical** | Numbers only (e.g., employee count, order quantity) |
| **Phone** | Phone number with formatting |
| **Monetary** | Currency values (e.g., deal size, budget) |
| **Checkbox** | Boolean yes/no value |
| **Single dropdown** | Choose one option from a predefined list |
| **Multiple dropdown** | Select multiple options from a list |
| **Radio** | Single-choice from displayed radio buttons |
| **Date** | Date picker |
| **Date & time** | Date and time picker |
| **File upload** | Allow file attachments |
***
## Creating a custom field
Go to **Settings > Custom Fields**.
Click the **Add Field** button.
Select which object the field belongs to — **Contact**, **Opportunity**, or a custom object you have created.
Choose the field type that matches the data you want to capture.
* **Field name** — the label users see (e.g., "Budget Range")
* **Field key** — auto-generated identifier used in automations and custom values
* **Placeholder text** — hint text shown inside the field
* **Default value** — pre-filled value when creating new records
* **Required** — make the field mandatory when creating records
* **Options** (for dropdowns/radio) — add your list options
Click **Save**. The field is now available across the platform wherever that object type appears.
***
## Managing custom fields
### Search and filter
Use the search bar at the top of the Custom Fields page to quickly find specific fields by name. Filter by object type (Contact, Opportunity, etc.) to see only relevant fields.
### Field actions
Each field has action options:
* **Edit** — modify the field name, options, or settings
* **Delete** — permanently remove the field (this also removes all stored data for that field)
* **Reorder** — drag fields to change the display order on forms and record pages
Deleting a custom field permanently removes all data stored in that field across all contacts or records. This action cannot be undone.
### Grouping fields
Organize fields into groups for cleaner presentation on contact and opportunity detail pages. Create a group, then assign fields to it.
***
## Using custom fields
Once created, custom fields appear in:
* **Contact detail pages** — visible and editable in the contact record
* **Opportunity records** — visible on pipeline cards and opportunity detail views
* **Forms and surveys** — add them as fields on any form or survey
* **Automations and workflows** — use field values as trigger conditions or in dynamic message content
* **Filters and smart lists** — filter contacts by custom field values to build targeted lists
* **Custom reports** — include custom field data in report columns
### Searchable fields for objects
You can configure which custom fields are searchable for custom objects, making it easier to look up records by specific field values. Go to **Settings > Custom Fields** and configure **Searchable Fields** for the relevant object.
***
## Related articles
* [Custom values](/settings/custom-values)
* [Contacts overview](/contacts/overview)
* [Opportunities overview](/opportunities/overview)
* [Objects](/settings/objects)
# Custom Values
Source: https://help.hoopai.com/settings/custom-values
Create reusable dynamic variables to personalize templates, automations, and communications across the HoopAI Platform.
Custom Values are a versatile feature that allows you to efficiently manage and reuse key information across your platform. Whether you're setting up company details, promotional offers, or logos, custom values help maintain consistency across all your content — define them once, use them everywhere.
Navigate to **Settings > Custom Values** to get started.
## What are custom values?
Custom values are account-level variables that you define and can insert into any template, automation, email, SMS, or funnel page. They work like placeholder variables — you define the value once, and any template that references that variable automatically displays the correct content.
**Example use cases:**
* `{{custom_values.business_phone}}` — your business phone number used in email footers
* `{{custom_values.promo_code}}` — a seasonal promo code inserted into all campaign emails
* `{{custom_values.booking_link}}` — your calendar booking URL used across SMS and email templates
* `{{custom_values.support_email}}` — your support email address for consistent use in automations
***
## Creating a custom value
Go to **Settings > Custom Values**.
Organize your custom values by creating folders. Click **Add Folder** and name it (e.g., "Business Info", "Promotions", "Links").
Click **Add Custom Value** (or the + icon inside a folder).
* **Name** — a descriptive label (e.g., "Support Phone Number")
* **Value** — the actual content to insert (e.g., "(555) 123-4567")
After saving, click **Copy** to copy the variable syntax (e.g., `{{custom_values.support_phone_number}}`). Paste this into any template or automation where you want the value to appear.
***
## Using custom values in templates
Custom value variables can be inserted into:
* **Email templates** — paste the variable into the email body or subject line
* **SMS templates** — insert into message body
* **Workflow actions** — use in send message, send email, or update field actions
* **Funnels and websites** — insert into page text using the variable syntax
* **Snippets** — create reusable message snippets that reference custom values
* **Documents and contracts** — insert into contract templates
Custom values are especially powerful for promotional content. Change the value of `{{custom_values.promo_code}}` once and every template that references it instantly reflects the new code — no need to update each template individually.
***
## Editing and organizing custom values
### Search
Use the search bar at the top of the Custom Values page to find values by name quickly.
### Edit a value
Click the edit icon next to any custom value to update its name or content. Changes take effect immediately everywhere the variable is used.
### Delete a value
Click the delete (trash) icon next to a value and confirm. Deleted custom values will display as blank wherever they were referenced in templates — review templates before deleting widely-used values.
### Organizing with folders
Group related custom values into folders for cleaner organization. Common folder names: **Business Info**, **Links**, **Promotions**, **Social Media**.
***
## Related articles
* [Custom fields](/settings/custom-fields)
* [Automations](/automation/overview)
* [Email marketing](/marketing/email-marketing)
# Export your data — contacts, conversations, and account records
Source: https://help.hoopai.com/settings/data-export
Whether you're migrating to another system, creating backups, or exercising your data portability rights, HoopAI lets you export your contacts, conversations, workflows, and other account data. This guide covers every export type available and how to use them.
## Export overview
| Data type | Format | Where to export | Approx. time |
| ----------------------- | ----------- | ------------------------ | ------------------------------ |
| Contacts | CSV | Contacts > Export | Minutes (up to 1 hr for 100k+) |
| Conversations | CSV / JSON | Conversations > Settings | 1–24 hours |
| Call recordings | MP3 / WAV | Conversations > Calls | Varies by volume |
| Workflows | JSON | Automation > Workflows | Instant (per workflow) |
| Funnels & websites | HTML / ZIP | Sites > Funnels/Websites | Minutes |
| Email templates | HTML | Marketing > Emails | Instant |
| Campaigns | CSV | Marketing > Campaigns | Minutes |
| Invoices & transactions | CSV | Payments > Invoices | Minutes |
| Form submissions | CSV | Sites > Forms | Minutes |
| Full account export | ZIP (mixed) | Settings > Account | 1–48 hours |
## Exporting contacts
HoopAI provides a full contact export with all custom fields, tags, and activity history.
Navigate to **Contacts** from the main sidebar.
Use smart lists or filters to narrow the export to a specific segment. Leave unfiltered to export all contacts.
Click the **Export** button in the top-right. Choose **CSV** format.
You'll receive an email with a download link once the export is ready, or you can download it directly from the notification bell.
For a detailed walkthrough including custom field mapping, see [Exporting contacts](/contacts/exporting-contacts).
## Exporting conversations and call recordings
Open **Conversations** from the sidebar.
Click the gear icon or navigate to **Conversations** > **Settings**.
Select **Export Conversations** and choose the date range. Exports include SMS, email, live chat, Facebook, Instagram, and Google Business messages.
The export is generated as a CSV or JSON file. Large exports are emailed as a download link.
Conversation exports include message content, timestamps, sender/receiver, channel type, and associated contact ID.
Go to **Conversations** > **Calls** or **Reporting** > **Call Reporting**.
Find the specific call and click the play/download icon next to it.
For bulk downloads, use the **Export** option to receive a ZIP file of all recordings within a date range.
Call recordings may be subject to retention policies. Export recordings you need to keep before the retention window closes.
## Exporting workflows and automations
Navigate to **Automation** > **Workflows**.
Click on the workflow you want to export.
Click the **three-dot menu** (or **Settings** within the workflow builder) and select **Export**. The workflow is downloaded as a JSON file that can be re-imported.
To export multiple workflows, repeat the process for each one. There is no bulk workflow export — each must be exported individually.
## Exporting funnels and websites
Navigate to **Sites** > **Funnels** or **Sites** > **Websites**.
Click the three-dot menu next to the funnel or site you want to export.
Select **Export**. Funnels and websites export as a ZIP archive containing HTML, CSS, and associated assets.
Exported funnels and websites can be re-imported into another HoopAI account using the **Import** function. Custom code blocks and third-party scripts are included.
## Exporting email templates and campaigns
Navigate to **Marketing** > **Emails** > **Templates**.
Click on the template you want to export.
Use the **Export** or **Download HTML** option from the template editor. This gives you the raw HTML of the email.
Navigate to **Marketing** > **Campaigns**.
Click on the campaign to view its statistics.
Click **Export** to download a CSV with delivery stats, open rates, click rates, and recipient details.
## Exporting invoices and transaction history
Navigate to **Payments** > **Invoices** or **Payments** > **Transactions**.
Filter by date range, status, or customer as needed.
Click **Export** to download a CSV containing invoice numbers, amounts, dates, payment status, and customer details.
## Exporting form submissions
Navigate to **Sites** > **Forms**.
Click on the form whose submissions you want to export.
Click **Export** to download all submissions as a CSV file with all field values, submission timestamps, and source URLs.
## Bulk export / full account data export
For a comprehensive export of all account data at once:
Navigate to **Settings** > **Account** (or **Company Settings**).
Look for the **Export Account Data** or **Data Portability** option and click **Request Export**.
Full exports can take **1–48 hours** depending on account size. You'll receive an email when the export is ready.
The export is delivered as a **ZIP file** containing CSVs, JSON files, and media assets organized by data type.
Full account export download links expire after **7 days**. Download your archive promptly.
## Data formats
| Format | Used for | Details |
| ----------- | ---------------------------------------------------- | --------------------------------------------------------------------- |
| **CSV** | Contacts, form submissions, invoices, campaign stats | Opens in Excel, Google Sheets, or any spreadsheet app. UTF-8 encoded. |
| **JSON** | Workflows, automations, conversation logs | Machine-readable. Can be re-imported or processed programmatically. |
| **HTML** | Email templates, funnels, websites | Raw markup with inline styles. |
| **ZIP** | Full account exports, site exports | Contains multiple files organized into folders by data type. |
| **MP3/WAV** | Call recordings | Standard audio formats playable in any media player. |
## How long do exports take?
Export times depend on data volume:
| Data size | Estimated time |
| -------------------------------- | --------------- |
| Under 10,000 records | Under 5 minutes |
| 10,000 – 100,000 records | 5–60 minutes |
| 100,000 – 500,000 records | 1–6 hours |
| 500,000+ records or full account | 6–48 hours |
For large exports, start the process at the end of the day and download the next morning. Exports run in the background and don't affect account performance.
## GDPR data portability
Under the General Data Protection Regulation (GDPR) and similar data protection laws, you have the right to receive your personal data in a structured, commonly used, and machine-readable format.
HoopAI supports this through:
* **Contact data export** in CSV format
* **Conversation history export** in CSV/JSON
* **Full account data export** covering all stored personal data
* **Individual contact data requests** — you can export a single contact's complete record from their profile
If you need a GDPR-compliant data portability export for a specific individual (e.g., a customer requesting their data), navigate to their contact profile and use the **Export Contact Data** option, which includes all stored fields, activity history, and communication logs.
GDPR data requests must be fulfilled within **30 days**. If you receive a data subject access request (DSAR), initiate the export promptly.
## Export before cancelling your account
If you're planning to cancel your HoopAI subscription, **export all your data first**. Once an account is cancelled and the grace period ends, data may be permanently deleted and cannot be recovered.
We recommend exporting at minimum:
1. **Contacts** — your full contact database with custom fields and tags
2. **Conversations** — all message history across channels
3. **Workflows** — any automations you've built
4. **Form submissions** — lead capture data
5. **Invoices** — financial records for your books
6. **Call recordings** — any recordings you need to retain
***
## Frequently asked questions
HoopAI doesn't currently support scheduled automatic exports. For ongoing backups, you can use the API to programmatically pull data on a schedule. See the [API reference](/api-reference/introduction) for available endpoints.
There are no hard limits on export volume. Very large exports (millions of records) may take longer and are split across multiple files within a ZIP archive.
You need admin or owner-level permissions on the account to initiate exports. Team members with restricted roles may not see the export options.
After cancellation, your data is retained for a grace period (typically **30–90 days**). After that, it is permanently deleted. Always export before cancelling.
Yes. Contacts (CSV), workflows (JSON), and funnels/websites (ZIP) can all be imported into a different HoopAI account using the corresponding import tools.
Contact and conversation exports include text data. Media files (images, documents, recordings) must be exported separately from their respective sections or via the full account export.
# Domains and URL redirects
Source: https://help.hoopai.com/settings/domains-url-redirects
Connect custom domains to your funnels and websites, and configure URL redirects in the HoopAI Platform.
The Domains & URL Redirects section lets you connect your own domains to the pages you build in Hoop — funnels, websites, and landing pages — so they appear under your brand instead of a platform subdomain.
## Accessing domains and URL redirects
Go to **Settings** in the left sidebar, then select **Domains & URL Redirects**.
***
## Connecting a custom domain
Navigate to **Settings → Domains & URL Redirects**.
Click **Add Domain** and enter your domain or subdomain (e.g. `pages.yourcompany.com`).
The platform provides a CNAME record. Log in to your domain registrar (GoDaddy, Namecheap, Cloudflare, etc.) and add this record to your DNS settings.
Return to the platform and click **Verify**. DNS changes can take up to 48 hours to propagate, but usually complete within a few hours.
Once verified, you can assign the domain to a specific funnel or website from the Sites builder.
***
## Subdomains vs. root domains
| Type | Example | Notes |
| --------------- | ----------------------- | ------------------------------------------------------------------------------- |
| **Subdomain** | `pages.yourcompany.com` | Recommended — easiest to set up with a CNAME record |
| **Root domain** | `yourcompany.com` | Requires A record or ALIAS record; some registrars do not support ALIAS records |
Using a subdomain like `go.yourcompany.com` or `pages.yourcompany.com` is the simplest approach and works with all major domain registrars.
***
## Setting up URL redirects
URL redirects forward traffic from one URL to another. Use them to:
* Redirect old page URLs to new ones after a site restructure
* Create short, memorable links that redirect to longer funnel URLs
* Handle domain migrations without breaking existing links
### Creating a redirect
1. Go to **Settings → Domains & URL Redirects → Redirects**
2. Click **Add Redirect**
3. Enter the **source URL** (the URL you want to redirect from)
4. Enter the **destination URL** (where traffic should be sent)
5. Select the redirect type:
* **301** — permanent redirect (preferred for SEO)
* **302** — temporary redirect
6. Click **Save**
***
## SSL certificates
All custom domains connected through the platform are automatically provisioned with SSL certificates (HTTPS). No manual configuration is required.
***
## Domain purchase through HoopAI
You can purchase a domain directly through the HoopAI platform without needing a third-party registrar:
1. Go to **Settings > Domains & URL Redirects**
2. Click **Purchase Domain**
3. Search for your desired domain name to check availability
4. Select the domain and complete the purchase
5. The domain is automatically connected to your account — no DNS configuration required
Domains purchased through the platform are fully managed within your account, including renewal and DNS settings.
## Domain transfer
### Transferring a domain into HoopAI
To transfer an existing domain from another registrar into the platform:
1. Unlock the domain at your current registrar
2. Request the EPP/authorization code from your current registrar
3. In **Settings > Domains & URL Redirects**, click **Transfer Domain**
4. Enter the domain name and the authorization code
5. Follow the prompts to complete the transfer (transfers typically take 5-7 days)
### Transferring a domain out of HoopAI
To transfer a domain purchased through the platform to another registrar:
1. Contact support to unlock the domain and obtain the authorization code
2. Initiate the transfer at your new registrar using the authorization code
3. Approve the transfer confirmation email
## Domain Connect
Domain Connect simplifies DNS configuration by automatically setting up the required DNS records for your domain. If your domain registrar supports Domain Connect:
1. In **Settings > Domains & URL Redirects**, click **Add Domain**
2. Enter your domain name
3. If the registrar supports Domain Connect, a **Connect Automatically** option appears
4. Click it and authorize the DNS changes at your registrar
5. Records are configured automatically — no manual CNAME or A record entry required
Domain Connect is supported by GoDaddy, 1&1 IONOS, and several other major registrars.
***
## Related articles
* [Business profile](/settings/business-profile)
* [Email services](/settings/email-services)
* [External tracking](/settings/external-tracking)
# Email deliverability — domain setup, warmup, and reputation management
Source: https://help.hoopai.com/settings/email-deliverability
Email deliverability determines whether your emails land in the inbox, the spam folder, or bounce entirely. This guide covers everything you need to set up, monitor, and optimize email sending from the HoopAI platform.
## Why deliverability matters
Every email you send has one of three outcomes:
| Outcome | What happens | Impact |
| ---------- | ----------------------------------------------------- | ---------------------------------------------------- |
| **Inbox** | Email arrives in the recipient's primary inbox | Message is seen and can be acted on |
| **Spam** | Email is delivered but placed in the spam/junk folder | Rarely seen; damages sender reputation |
| **Bounce** | Email is rejected by the receiving server | Never delivered; high bounce rates damage reputation |
A healthy sender should maintain:
* **Inbox placement rate**: 95%+
* **Bounce rate**: under 2%
* **Spam complaint rate**: under 0.1% (1 per 1,000 emails)
***
## Dedicated sending domain setup
Setting up a dedicated sending domain is the single most important step for email deliverability. Without it, your emails are sent from a shared domain, which means your reputation is affected by other senders.
### Adding a domain
Go to **Settings** > **Email Services** in your account.
Click **Add Sending Domain** and enter your domain name (e.g., `mail.yourbusiness.com`). Using a subdomain like `mail.` or `send.` is recommended to protect your root domain's reputation.
The platform will generate DNS records that you must add to your domain's DNS provider (GoDaddy, Cloudflare, Namecheap, etc.). You will need to add **SPF**, **DKIM**, and **DMARC** records.
After adding the records, click **Verify** in the platform. DNS propagation can take up to 48 hours, but typically completes within 1-4 hours.
### SPF record
**SPF (Sender Policy Framework)** tells receiving mail servers which servers are authorized to send email on behalf of your domain.
| Field | Value |
| ----- | ------------------------------------------------------------ |
| Type | TXT |
| Host | `@` or subdomain |
| Value | Provided by HoopAI (typically includes `include:` directive) |
| TTL | 3600 (or default) |
You can only have **one SPF record** per domain. If you already have an SPF record, you must merge the new `include:` directive into your existing record rather than creating a second one.
### DKIM record
**DKIM (DomainKeys Identified Mail)** adds a cryptographic signature to your emails, proving they were not tampered with in transit.
| Field | Value |
| ----- | --------------------------------------------------- |
| Type | TXT (or CNAME, depending on provider) |
| Host | Selector provided by HoopAI (e.g., `k1._domainkey`) |
| Value | Public key string provided by the platform |
| TTL | 3600 |
### DMARC policy
**DMARC (Domain-based Message Authentication, Reporting, and Conformance)** tells receiving servers what to do if SPF or DKIM checks fail.
| Field | Value |
| ----- | --------------------------------------------------- |
| Type | TXT |
| Host | `_dmarc` |
| Value | `v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com` |
| TTL | 3600 |
**DMARC policy options:**
| Policy | Behavior | When to use |
| -------------- | -------------------------------- | ------------------------------------------------ |
| `p=none` | Monitor only, deliver all emails | Start here — collect data before enforcing |
| `p=quarantine` | Send failing emails to spam | After confirming legitimate emails pass SPF/DKIM |
| `p=reject` | Block failing emails entirely | Maximum protection, use after thorough testing |
Start with `p=none` for at least 2-4 weeks while monitoring DMARC reports. Only move to `p=quarantine` or `p=reject` once you are confident all legitimate email is properly authenticated.
### DNS verification checklist
Use this checklist to confirm your email authentication is complete:
| Check | Status | How to verify |
| ----------------------------- | -------------- | ------------------------------------------------------- |
| SPF record added | Pending / Done | `nslookup -type=txt yourdomain.com` |
| DKIM record added | Pending / Done | `nslookup -type=txt selector._domainkey.yourdomain.com` |
| DMARC record added | Pending / Done | `nslookup -type=txt _dmarc.yourdomain.com` |
| Domain verified in platform | Pending / Done | Settings > Email Services > check status |
| Test email delivered to inbox | Pending / Done | Send test to Gmail, Outlook, Yahoo |
***
## Email warmup
When you set up a new sending domain, mailbox providers (Gmail, Outlook, Yahoo) have no history with your domain. Sending a large volume of email immediately will trigger spam filters.
**Email warmup** is the process of gradually increasing your sending volume to build a positive sender reputation.
### How it works
During warmup, the HoopAI platform sends emails between real inboxes in a managed network. These emails are opened, replied to, and removed from spam — all signals that tell inbox providers your domain is trustworthy.
The built-in warmup feature is available with HoopAI Email. If you use Mailgun or a third-party SMTP provider, you will need to manage warmup manually or use an external warmup service.
### Recommended warmup schedule
| Week | Daily send volume | Notes |
| ---- | ----------------- | ---------------------------------------------------- |
| 1 | 10-25 | Send only to engaged contacts who are likely to open |
| 2 | 30-50 | Continue with engaged contacts |
| 3 | 75-100 | Begin expanding to broader lists |
| 4 | 150-250 | Monitor bounce and complaint rates |
| 5 | 300-500 | Scale up if metrics remain healthy |
| 6 | 500-1,000 | Approaching normal volume |
| 7 | 1,000-2,500 | Near full capacity |
| 8+ | Full volume | Maintain healthy sending practices |
If at any point during warmup your bounce rate exceeds 2% or spam complaints exceed 0.1%, **stop sending immediately**, clean your list, and resume at a lower volume.
### Enable warmup
Navigate to **Settings** > **Email Services** and select your sending domain.
Toggle the **Email Warmup** switch to enabled. The platform will begin sending warmup emails automatically.
Check the warmup dashboard daily to track inbox placement rates and warmup email interactions.
As warmup progresses, begin blending in your real campaign emails while staying within the daily limits above.
### Warmup best practices
* **Send to your most engaged contacts first** — people who have recently opened or clicked your emails
* **Avoid purchased or scraped lists** during warmup — these have high bounce and complaint rates
* **Use real, valuable content** — not test emails or placeholder content
* **Monitor daily** — check bounce rates, complaint rates, and open rates after each send
* **Do not skip warmup or ramp too quickly** — a sudden spike in volume from a new domain is a classic spam signal and can result in your domain being blacklisted
***
## Sender reputation
Your sender reputation is a score assigned by mailbox providers based on your sending behavior. It determines whether your emails reach the inbox.
### Factors that affect reputation
| Factor | Impact | Ideal target |
| ------------------------------------- | ---------- | --------------------------- |
| Bounce rate | High | Under 2% |
| Spam complaint rate | Very high | Under 0.1% |
| Open rate | Medium | Above 20% |
| Unsubscribe rate | Medium | Under 0.5% |
| Spam trap hits | Very high | Zero |
| Email authentication (SPF/DKIM/DMARC) | High | All passing |
| Sending consistency | Medium | Regular, predictable volume |
| Domain age | Low-medium | Older is better |
### Monitoring reputation
* **Google Postmaster Tools** — free tool to monitor your domain reputation with Gmail. Set up at [postmaster.google.com](https://postmaster.google.com)
* **Microsoft SNDS** — monitor reputation with Outlook/Hotmail
* **MXToolbox** — check for blacklists at [mxtoolbox.com/blacklists.aspx](https://mxtoolbox.com/blacklists.aspx)
* **Platform analytics** — check email stats in **Reporting** > **Email** in the HoopAI dashboard
Set up a weekly review of your email metrics. Catching a deliverability dip early — before it triggers a blacklist — is far easier than recovering from one.
***
## Email service providers
The HoopAI platform supports three email sending methods:
**HoopAI Email** is the built-in email service.
| Feature | Details |
| ----------------------- | -------------------------------------------------- |
| Setup | Automatic — no external account needed |
| Pricing | Usage-based, per-email charges (see pricing below) |
| Domain setup | Configure in Settings > Email Services |
| Warmup | Built-in warmup tool available |
| Dedicated IP | Available at higher volumes |
| Deliverability tracking | Native dashboard |
| Support | Full HoopAI support |
| Best for | Most users who want a simple, integrated solution |
**Mailgun** is a third-party email service you can connect to the HoopAI platform.
| Feature | Details |
| ------------- | ---------------------------------------------------------------------------- |
| Setup | Requires a Mailgun account and API key |
| Pricing | Billed separately by Mailgun |
| Domain setup | Configure in Mailgun dashboard, then connect to HoopAI |
| Dedicated IP | Available (paid add-on through Mailgun) |
| Sending limit | Based on your Mailgun plan |
| Support | Mailgun support for delivery issues; HoopAI support for integration |
| Best for | Users who want more control over email infrastructure or already use Mailgun |
To connect Mailgun: **Settings** > **Email Services** > **Mailgun** > enter your API key and domain.
**Custom SMTP** lets you use any SMTP-compatible email provider (SendGrid, Amazon SES, Postmark, etc.).
| Feature | Details |
| ------------ | ------------------------------------------------------------- |
| Setup | Requires SMTP credentials (host, port, username, password) |
| Pricing | Billed by your SMTP provider |
| Domain setup | Configure with your SMTP provider |
| Support | Provider support for delivery; HoopAI support for integration |
| Best for | Users with specific email provider requirements |
To connect: **Settings** > **Email Services** > **Custom SMTP** > enter your SMTP credentials.
***
## HoopAI Email pricing
HoopAI Email uses a simple usage-based pricing model with volume discounts.
| Monthly volume | Rate per email | Effective cost per 10,000 emails |
| ----------------- | --------------- | -------------------------------- |
| First 10,000 | \$0.000675 | \$6.75 |
| 10,001-100,000 | \$0.000600 | \$6.00 |
| 100,001-1,000,000 | \$0.000500 | \$5.00 |
| 1,000,001+ | Contact support | Custom pricing |
Pricing is subject to change. Check **Settings** > **Email Services** > **Billing** for your current rates and usage.
***
## Email bounces
### Hard bounces vs soft bounces
| Type | Cause | Action |
| --------------- | ------------------------------------------------------------------------------------- | ---------------------------------------------- |
| **Hard bounce** | Email address does not exist, domain invalid, or recipient server permanently rejects | Remove immediately — never send again |
| **Soft bounce** | Inbox full, server temporarily unavailable, message too large | Retry up to 3 times, then remove if persistent |
The platform automatically handles bounces:
* **Hard bounces** — contact is marked as bounced and excluded from future sends
* **Soft bounces** — retried automatically; marked as bounced after multiple failures
### Bounce rate management
To keep your bounce rate under 2%:
1. **Validate emails before importing** — use email verification services to clean lists
2. **Remove inactive contacts** — contacts who have not engaged in 6+ months are more likely to bounce
3. **Use double opt-in** — require email confirmation before adding to your list
4. **Never use purchased lists** — these have extremely high bounce rates
5. **Check for typo domains** — gamil.com, yahooo.com, hotmal.com, etc.
***
## Spam complaints
A spam complaint occurs when a recipient clicks "Report Spam" or "Mark as Junk" in their email client.
### How to minimize spam complaints
* **Only email people who opted in** — this is the #1 way to prevent complaints
* **Include a clear unsubscribe link** — make it easy and immediate (do not require login)
* **Set expectations at opt-in** — tell people what they will receive and how often
* **Honor unsubscribes immediately** — process within 24 hours (legally required within 10 days under CAN-SPAM)
* **Use a recognizable "From" name** — recipients should immediately know who is emailing them
* **Send relevant content** — irrelevant emails get marked as spam even from opted-in contacts
* **Maintain consistent sending frequency** — sudden spikes look suspicious
***
## List hygiene
Regular list maintenance is critical for deliverability:
| Task | Frequency | How |
| ------------------------ | ----------------- | -------------------------------------------------------------- |
| Remove hard bounces | Automatic | Platform handles this automatically |
| Remove unsubscribes | Automatic | Platform handles this automatically |
| Remove inactive contacts | Monthly/quarterly | Filter contacts with no opens in 90-180 days |
| Verify email addresses | Before import | Use email verification service before importing lists |
| Re-engagement campaign | Quarterly | Send "Are you still interested?" campaign to inactive contacts |
| Remove spam traps | Ongoing | Never use purchased lists; clean old lists regularly |
***
## Monitoring email performance
### Where to check email stats
| Metric | Location |
| ---------------------- | -------------------------------------------------------------------------- |
| Individual email stats | **Conversations** > select email > view delivery status |
| Campaign stats | **Marketing** > **Emails** > select campaign > analytics |
| Overall email health | **Reporting** > **Email** |
| Domain health | **Settings** > **Email Services** > authentication status, warmup progress |
| Domain reputation | Google Postmaster Tools (external) |
### Key metrics to monitor
| Metric | Healthy | Warning | Critical |
| ------------------- | ----------- | --------- | --------- |
| Open rate | 20%+ | 10-20% | Under 10% |
| Click rate | 2%+ | 1-2% | Under 1% |
| Bounce rate | Under 1% | 1-2% | Over 2% |
| Spam complaint rate | Under 0.05% | 0.05-0.1% | Over 0.1% |
| Unsubscribe rate | Under 0.3% | 0.3-0.5% | Over 0.5% |
***
## Common issues and fixes
**Check these in order:**
1. **Email authentication** — verify SPF, DKIM, and DMARC are all passing. Use [mail-tester.com](https://www.mail-tester.com) for a quick test
2. **Sender reputation** — check Google Postmaster Tools for domain reputation
3. **Content** — avoid spam trigger words (FREE, ACT NOW, LIMITED TIME), excessive capitalization, too many links, or image-only emails
4. **Text-to-image ratio** — emails that are mostly images with little text are flagged more often
5. **List quality** — high bounce or complaint rates damage reputation
6. **Warmup** — if your domain is new, you may be sending too much too soon
7. **Unsubscribe link** — ensure every email has a visible, working unsubscribe link
8. **Plain-text version** — include a plain-text fallback to improve trust signals
**Possible causes and fixes:**
* **Subject lines** — test different subject lines with A/B splits; keep them under 50 characters; personalize with contact name
* **Sender name** — use a recognizable name, not "noreply@"
* **Send time** — test different days and times; Tuesday-Thursday 9-11 AM tends to perform best
* **List engagement** — segment by engagement; stop sending to contacts who never open
* **Inbox placement** — your emails may be going to spam (see above)
* **Preview text** — customize the preview text that appears after the subject line
* **Promotions tab** — Gmail may be placing your emails in the Promotions tab rather than Primary
**Immediate actions:**
1. Stop sending until you clean your list
2. Remove all hard-bounced addresses
3. Run your list through an email verification service
4. Remove contacts who have not engaged in 6+ months
5. Check for typo domains (gamil.com, yahooo.com, etc.)
6. If importing a new list, verify before importing
7. Never import purchased or scraped email lists
**Troubleshooting steps:**
1. Wait at least 1-4 hours for DNS propagation
2. Verify you added records to the correct domain/subdomain
3. Check for copy-paste errors in the record value
4. Ensure you do not have duplicate or conflicting records (especially multiple SPF records)
5. Use `nslookup` or [MXToolbox](https://mxtoolbox.com) to verify records are published
6. If using Cloudflare, ensure the DNS record is set to **DNS Only** (gray cloud), not proxied
**Check:**
1. Email service is connected and active (Settings > Email Services)
2. Sending domain is verified
3. Account is in good standing (no suspensions)
4. Daily sending limit has not been reached
5. Contact has a valid email address and is not marked as bounced or unsubscribed
6. Check billing — insufficient balance may pause sending
**Steps to resolve:**
1. Identify the blacklist using [MXToolbox Blacklist Check](https://mxtoolbox.com/blacklists.aspx)
2. Fix the root cause — high bounce rates, spam complaints, or compromised sending
3. Submit a delisting request through the blacklist's self-service removal process
4. Re-warm your domain — treat it as partially new, ramp volume gradually over 2-3 weeks
**Troubleshooting:**
* Verify that your SPF record includes the correct `include:` value for your sending service
* Confirm that DKIM is properly signed — check the `d=` and `s=` values in email headers match your DNS records
* Start with `p=none` to collect reports before enforcing `p=quarantine` or `p=reject`
* Use a DMARC analyzer tool to review your DMARC reports and identify failing sources
***
## Best practices by email type
| Email type | Warmup needed | Authentication | Sending frequency | Key considerations |
| ------------------------ | ------------- | --------------------------- | --------------------------- | ----------------------------------------------------------------- |
| **Cold email** | Critical | SPF + DKIM + DMARC required | Low volume (50-100/day max) | Use a separate subdomain; high risk of complaints |
| **Marketing campaigns** | Yes | SPF + DKIM + DMARC required | Weekly or bi-weekly | Segment by engagement; always include unsubscribe |
| **Transactional email** | Minimal | SPF + DKIM + DMARC required | As needed | Use a separate subdomain from marketing; high open rates expected |
| **Workflow automations** | Yes | SPF + DKIM + DMARC required | Varies | Monitor aggregate stats across all workflows |
**Cold email** has the highest risk of deliverability problems. Use a dedicated subdomain (e.g., `outreach.yourdomain.com`) so that reputation damage does not affect your main domain. Never send cold email from your primary business domain.
***
## Frequently asked questions
Plan for 4-8 weeks of gradual warmup. The exact timeline depends on your target volume and how engaged your recipient list is. Rushing warmup is one of the most common deliverability mistakes.
Yes. Using a subdomain like `mail.yourdomain.com` or `send.yourdomain.com` protects your root domain's reputation. If your sending subdomain gets a poor reputation, it does not affect email sent from your root domain (like employee email).
A spam trap is an email address used by mailbox providers and anti-spam organizations to catch senders using bad practices. There are two types: **pristine** (never belonged to a real person) and **recycled** (abandoned addresses repurposed as traps). Hitting a spam trap severely damages your reputation.
Not recommended. Personal email accounts have very low sending limits (500/day for Gmail, 300/day for Outlook) and are not designed for bulk or automated sending. Use a dedicated sending domain through HoopAI Email, Mailgun, or custom SMTP.
Use [MXToolbox Blacklist Check](https://mxtoolbox.com/blacklists.aspx) to see if your domain or IP appears on any blacklists. If listed, follow the delisting instructions provided by each blacklist. Google Postmaster Tools also shows domain reputation for Gmail specifically.
HoopAI Email is the built-in email service managed by the HoopAI platform — simpler to set up and billed through your HoopAI account. Mailgun is a third-party service that gives you more control over email infrastructure but requires a separate account and billing. Most users should start with HoopAI Email.
The address may be correct but the receiving server could still reject your email due to: poor sender reputation, failed authentication (SPF/DKIM), content flagged as spam, or the receiving server being temporarily unavailable (soft bounce). Check your authentication setup first.
Yes. Warmup is tied to the sending infrastructure (IP and domain), not your account. Switching providers means you are sending from a new IP, which requires a fresh warmup.
Most DNS changes propagate within 15 minutes to 2 hours. In rare cases, it can take up to 48 hours. Use tools like [DNS Checker](https://dnschecker.org/) to monitor propagation in real time.
Low open rates can indicate emails landing in the Promotions tab (Gmail) or Clutter folder (Outlook) rather than the primary inbox. They can also result from poor subject lines, unrecognized sender names, or sending to an unengaged segment. Segment more aggressively and sunset inactive contacts.
# Email Services
Source: https://help.hoopai.com/settings/email-services
Configure dedicated email domains, SMTP providers, Mailgun, DNS records, deliverability tools, and email compliance settings in the HoopAI Platform.
The Email Services section is where you configure how outbound emails are sent from your account. You can set up dedicated sending domains, connect third-party SMTP providers, manage DNS records, monitor deliverability, and ensure compliance with Google and Yahoo's sender requirements.
Navigate to **Settings > Email Services** to get started.
## Domain configuration overview
The Domain Configuration tab lets you customize email domain settings, manage default domains, and optimize email delivery.
**To access:** Go to **Settings > Email Services**, then click the **Dedicated Domain and IP** tab.
A dedicated domain improves your sender reputation and ensures emails are delivered reliably. Setting up a dedicated domain involves adding DNS records to your domain registrar.
**Steps:**
1. Navigate to **Settings > Email Services**.
2. Click **Add Domain** or **Dedicated Domain and IP**.
3. Enter your domain name (e.g., `mail.yourbusiness.com`).
4. Copy the provided DNS records (DKIM, SPF, DMARC) and add them to your domain's DNS settings.
5. Return to the platform and click **Verify** to confirm the DNS records are live.
DNS changes can take up to 48 hours to propagate. If verification fails, wait a few hours and try again.
You can connect multiple sending domains to your account. This is useful if you send emails for multiple brands or sub-brands from the same account.
1. Go to **Settings > Email Services**.
2. Click **Add Domain** for each additional domain.
3. Complete DNS verification for each domain.
New sending domains need to be gradually warmed up to build a positive sender reputation. The platform supports fixed-stage email domain warmup, automatically throttling send volume for new domains.
Monitor warmup progress in the **Domain Configuration** tab.
Enable SSL for tracked email links to ensure all tracking URLs use HTTPS. This is required for Google and Yahoo compliance and improves deliverability.
Toggle **SSL for Email Links** in the Domain Configuration settings.
***
## Connecting SMTP providers
Mailgun is a popular transactional email service. Connect it to your account for reliable bulk email delivery.
In **Settings > Email Services**, click **Add Service**.
Choose **Mailgun** from the provider list.
Enter your Mailgun API key and domain. These are found in your Mailgun account dashboard.
Add the required DNS records (SPF, DKIM) to your domain registrar. For Namecheap users, see the guide for adding Mailgun records to Namecheap.
Click **Verify** to confirm the connection is working, then **Save**.
Connect SendGrid by selecting it from the **Add Service** menu and entering your SendGrid API key and verified sender domain.
Connect your Google Workspace account to send emails using your business Gmail address as the SMTP sender.
1. Go to **Settings > Email Services > Add Service**.
2. Select **Google**.
3. Sign in with your Google Workspace account and grant permissions.
4. The Gmail SMTP connection is established automatically.
To connect any SMTP provider not listed (e.g., Zoho, Amazon SES, custom SMTP):
1. Click **Add Service** and select **Other**.
2. Enter your SMTP host, port, username, and password.
3. Test the connection and save.
Common SMTP ports:
* Port 587 (TLS/STARTTLS) — recommended
* Port 465 (SSL) — older standard
* Port 25 — not recommended (often blocked)
You can create SMTP credentials within the platform to use the platform's own email infrastructure:
1. Go to **Settings > Email Services**.
2. Click **Create SMTP Credentials**.
3. Use the generated host, port, username, and password in your external application.
***
## Deliverability tools
The Risk Assessment feature analyzes your imported contact list using bulk email verification. It categorizes email addresses into:
* **Deliverable** — valid, active email addresses
* **Undeliverable** — addresses that will bounce
* **Catch-all** — domains that accept all email (quality unknown)
* **Unknown** — addresses that could not be verified
Each category is further segmented by risk level: High, Medium, Low, and Unknown. Use this to clean your list before launching campaigns.
The platform automatically classifies email bounces as hard bounces (permanent delivery failures) or soft bounces (temporary failures). Hard-bounced addresses are suppressed from future sends automatically.
Control whether open tracking and click tracking are enabled for outgoing emails. Go to **Settings > Email Services** and toggle **Email Tracking** on or off.
Disabling tracking improves deliverability for some recipients, particularly those using strict privacy filters.
Connect Google Postmaster Tools to monitor your domain reputation and spam rate for emails delivered to Gmail inboxes. Access this from the **Deliverability** section of Email Services.
Connect Microsoft's Smart Network Data Services (SNDS) tool to monitor email reputation for Outlook/Hotmail recipients.
***
## Google and Yahoo sender compliance
In 2024, Google and Yahoo introduced strict requirements for bulk email senders:
1. **Email authentication** — SPF, DKIM, and DMARC records must be configured for your sending domain
2. **One-click unsubscribe** — all marketing emails must include a one-click unsubscribe option
3. **Low spam rates** — maintain a spam rate below 0.10% (keep below 0.30% to avoid blocking)
The platform helps you meet these requirements through dedicated domain setup, automatic unsubscribe handling, and bounce management.
Failing to meet Google and Yahoo's requirements can result in your emails being sent to spam or blocked entirely. Ensure your sending domain has valid SPF, DKIM, and DMARC records before sending bulk campaigns.
***
## Cloudflare DNS configuration
If your domain uses Cloudflare as a DNS provider, ensure that DNS records for your email domain (DKIM, SPF, DMARC, MX) are set to **DNS only** (not proxied/orange cloud). Proxying email DNS records through Cloudflare can break email delivery.
***
## Related articles
* [Business profile](/settings/business-profile)
* [Trust center](/settings/trust-center)
* [Marketing — email marketing](/marketing/email-marketing)
* [Domains and URL redirects](/settings/domains-url-redirects)
# Email signatures
Source: https://help.hoopai.com/settings/email-signatures
Create and manage email signatures for conversations and campaigns in the HoopAI platform.
Email signatures are appended to outgoing emails, providing a professional footer with your name, title, contact information, and branding. Each user can have their own signature.
## Accessing signature settings
Navigate to **Settings > My Profile > Email Signature** to create or edit your personal email signature.
## Creating a signature
In **Settings > My Profile**, scroll to the **Email Signature** section and click **Edit**.
Use the rich text editor to build your signature. Include:
* **Name and title** — your full name and job title
* **Contact information** — phone number, email address
* **Company details** — company name, address, website
* **Logo or headshot** — upload an image for visual branding
* **Social links** — link to LinkedIn, Twitter/X, or other profiles
Click **Save** to apply the signature to your outgoing emails.
## HTML signatures
For advanced formatting, switch to the HTML editor:
1. In the signature editor, click **HTML** or **Source** to toggle to raw HTML mode
2. Paste your custom HTML signature code
3. Preview the result and click **Save**
HTML signatures support tables, inline styles, and embedded images via URL. Avoid external CSS stylesheets, as email clients strip them.
Use a signature generator tool to build a polished HTML signature, then paste the code into the HTML editor. This ensures consistent rendering across email clients.
## Assigning signatures per user
Each user in the account can have their own signature:
1. The user navigates to **Settings > My Profile > Email Signature**
2. They create or edit their personal signature
3. The signature is applied automatically to emails sent by that user
Account administrators can also set a default signature template that new users inherit when their accounts are created.
## Using in conversations vs. campaigns
| Context | Behavior |
| ------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Conversations** | Your personal email signature is appended to every email sent from the Conversations inbox |
| **Email campaigns** | Campaign emails use the signature configured in the campaign builder's footer settings. Your personal signature is not automatically included — add it to the campaign template if desired |
| **Workflow emails** | Workflow email actions can include the sending user's signature via the `{{user.signature}}` merge tag |
## Mobile signature
Emails sent from the HoopAI mobile app use the same signature configured in your profile settings. There is no separate mobile-only signature — changes made on desktop apply to mobile and vice versa.
If your signature includes images hosted on external URLs, ensure those URLs remain accessible. Broken image links result in missing visuals in your signature across all outgoing emails.
# External tracking
Source: https://help.hoopai.com/settings/external-tracking
Install a tracking script on external websites to capture form submissions, page views, and attribution data directly into the HoopAI Platform.
External Tracking is a simple integration tool that records user activity — such as page views and form submissions — from websites hosted externally. After placing a small tracking script on your site, data is automatically collected and matched to contact records. This ensures every lead submission is properly attributed and available for automation or follow-up actions.
Navigate to **Settings > External Tracking** to get started.
## Key benefits
* **Use existing forms** — capture leads directly from your current third-party forms without rebuilding them
* **Seamless contact sync** — each submission automatically creates or updates a contact record for immediate follow-up
* **Attribution insights** — UTM parameters and traffic source data are captured for easy campaign tracking
***
## Form compatibility requirements
Your external form must meet the following requirements before installing the tracking script:
* Uses a `