How to prepare your account before setting up the AI Employee

    CategoryAI Employee
    Article typeDocumentation
    Estimated reading time 5 min
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Before turning on the AI Employee, ensure your Business Profile, calendars, communication channels, and core FAQs are fully configured.

    Who this article is for

    This article is for account administrators who are getting ready to configure and deploy the AI Employee for the first time.

    Overview

    The AI relies on your existing account settings to function correctly. Skipping preparation can lead to inaccurate responses or failed appointment bookings.

    Before you begin

    • Ensure you have Admin access
    • Verify Business Profile details
    • Configure team calendars
    • Connect communication channels
    • Draft 10-20 core FAQs

    Step 1: Step 1: Verify Your Business Profile

    The AI uses your Business Profile as its foundational knowledge. Navigate to Settings > Business Profile and ensure your company name, address, phone number, website, and operating hours are completely accurate.

    Step 2: Step 2: Configure Your Calendars

    If you want the AI to book appointments, your calendars must be fully set up. Ensure your team's availability, meeting durations, and buffer times are correctly configured. The AI will strictly follow these calendar rules.

    Step 3: Step 3: Connect Communication Channels

    The AI needs channels to communicate on. Ensure your SMS numbers, email domains, and any social media integrations (like Facebook Messenger or Instagram Direct) are connected and verified.

    Step 4: Step 4: Draft Your Core FAQs

    Gather the top 10-20 questions your customers ask most frequently. Write clear, concise answers for each. You will use this document to train the AI's knowledge base in a later step.

    Step 5: Step 5: Define Your Qualification Criteria

    If the AI will be qualifying leads, clearly define what makes a lead qualified. What questions must be asked? What answers indicate a good fit? Write these down.

    Configuration note

    We do not guarantee AI accuracy, lead conversion, bookings, customer satisfaction, response quality, revenue, support resolution, or business outcomes. The AI Employee does not fully replace human staff. AI behaviour depends on knowledge sources, instructions, handoff rules, enabled features, connected channels, permissions, configuration, testing, and ongoing monitoring. AI-generated responses should be reviewed before relying on them for sensitive, urgent, legal, financial, medical, billing, or policy matters. The AI Employee may need human handoff for these situations. Knowledge sources must be reviewed, updated, and tested regularly. Usage charges, feature access, fair use rules, or add-on requirements may apply depending on your account setup. Always test before going live. Contact support if an option is not visible. The AI Employee cannot fix broken calendar integrations or unverified SMS settings. It simply uses the tools you have already set up.

    Important clarification

    A frequent error is leaving the Business Profile timezone incorrect. If the timezone is wrong, the AI will offer incorrect appointment times to your customers.

    Resolution guidance

    What if my calendars are not syncing?

    Refer to the relevant guides in the Calendars section to ensure external integrations (like Google Calendar) are working before proceeding with AI setup.

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    Need account-specific help?

    If your question requires account access, billing review, workflow inspection, message delivery diagnosis, AI response review, or private configuration review, submit a support request with examples and screenshots.