AI Bot Workflow / Required Automation Steps

AI Bot Workflow / Required Automation Steps I need the AI bot to run on a dedicated MacBook Pro that stays on all day. The bot will operate Apple Messages/iMessage and my life insurance CRM called Impact. Impact is the source of truth for leads, appointments, and calendar availability. The CRM does not connect to an outside calendar, so the bot must book appointments directly inside Impact. 1. Start Daily Session The bot should begin each workday by opening and verifying: * Apple Messages/iMessage is open and working * Impact CRM is open and logged in * The lead tracker/database is open * The approved 10-message follow-up sequence is loaded * The Zoom meeting link is available * The bot is ready to process 300–400 lead touches per day If Impact, Messages, or the internet connection is not working, the bot should stop and flag the issue for human review. 2. Load Lead Queue The bot should review the lead queue from Impact and/or the tracking database. For each lead, the bot needs to know: * Lead first name * Lead phone number * Referral/sponsor name * Current message number in the sequence * Last message sent date * Whether the lead has replied * Whether the lead is already booked * Whether the lead is marked not interested * Whether the lead is marked do-not-contact * Whether the lead has a failed message issue * Notes from previous conversation 3. Determine If Lead Is Eligible for Texting Before sending any message, the bot must check: * Has this lead already received a message today? * Has this lead already replied? * Is this lead already booked? * Is this lead marked not interested? * Is this lead marked do-not-contact? * Is this lead marked wrong number? * Is this lead in human review? If any of those are true, the bot should not send the next follow-up message. 4. Send Only One Follow-Up Text Per Lead Per Day The bot should send only one follow-up text per lead per day. Example: * Day 1: Message #1 * Day 2: Message #2 if no reply * Day 3: Message #3 if no reply * Continue up to Message #10 If the lead does not respond, the next message should not be sent until the following day. The bot must personalize each message with: * Lead first name * Referral/sponsor name * My name * Any required approved text variables The bot should only use the approved text message templates provided. It should not create random new sales language unless instructed. 5. Send Message Through Apple Messages/iMessage The bot should use Apple Messages on the MacBook Pro to send the text to the lead. After sending, the bot should verify: * The message was sent successfully * There is no red failed-message warning * The message was sent to the correct phone number * The tracker was updated with the correct message number and date If the message fails, the bot should retry once. If it fails again, the bot should mark the lead as “failed message” and move it to human review. 6. Monitor Replies Throughout the Day The bot should continuously monitor Apple Messages for replies from leads. Once a lead replies, the bot must immediately stop the 10-message follow-up sequence for that lead. The bot should then classify the reply into one of these categories: * Interested / ready to book * Specific time given * Vague availability * Asking for available times * Asking how long the Zoom meeting takes * Asking what the meeting is about * Needs more information * Not interested * Do not contact / opt-out * Wrong number * Confused or angry reply * Needs human review 7. Booking Mode Starts When Lead Replies Once the lead replies with interest or availability, the bot should enter booking mode. Examples of replies the bot must understand: * “5:00 pm” * “About 7:30” * “Are you free tomorrow sometime?” * “Tomorrow after work” * “I should be home around 6” * “I’m available Friday” * “3” * “Let’s do the 9 slot” * “How long will this take?” The bot should understand context. For example, if the bot offered 10:00 am, 3:00 pm, and 6:00 pm, and the lead replies “3,” the bot should understand that the lead means 3:00 pm. 8. Check Impact Calendar for Open Zoom Times The bot must check the Impact calendar directly to find available appointment openings. The bot should not use Google Calendar, Calendly, or any outside calendar because Impact is the actual CRM calendar. The bot should: * Open the Impact calendar * Look at today/tomorrow/the date the lead mentioned * Find open Zoom appointment slots * Use the available times shown inside Impact * Follow my overbooking rules if slots are already partially booked 9. Offer Appointment Times to Lead If the lead gives vague availability, the bot should offer 2–3 available times from Impact. Example: “Yes, I can squeeze you in tomorrow at either 10:00 am, 3:00 pm, or 6:00 pm. Which one works best for you?” If the lead gives a specific time and the slot is available or allowed to be overbooked, the bot should proceed to booking. 10. Answer Simple Booking Questions The bot should be able to answer simple scheduling questions. Example: Lead: “How long will this take?” Bot response: “It should take about 30 minutes.” After answering, the bot should continue the booking conversation and not restart the follow-up sequence. 11. Book Appointment Inside Impact Once the lead confirms a time, the bot should book the Zoom meeting directly inside Impact. The bot should: * Search for the lead in Impact * Open the lead profile * Select the confirmed appointment date and time * Choose the Zoom meeting/appointment option * Add any required notes * Save the appointment * Verify the appointment was saved * Update the lead status to booked 12. Send Confirmation Text Through iMessage After the appointment is booked inside Impact, the bot should text the lead a confirmation message through Apple Messages/iMessage. Example confirmation: “Ok, I got you confirmed for our Zoom meeting tomorrow at 3:00 pm CST. Here’s the Zoom link to join our meeting. Matt Eaton Globe Life – American Income” The confirmation should include: * Lead name when appropriate * Confirmed appointment day * Confirmed appointment time * Time zone * Zoom link * My name/company signature 13. Update Tracker and Impact Notes After confirming the appointment, the bot should update the tracker and/or Impact notes with: * Appointment booked * Appointment date and time * Confirmation text sent * Zoom link sent * Message thread status * Any important lead notes * Bot action timestamp The lead should then be removed from the active follow-up sequence. 14. Handle Not Interested Replies If the lead says they are not interested, the bot should stop texting them and mark them appropriately. Examples: * “Not interested” * “No thanks” * “I don’t want it” * “I’m good” * “Don’t need it” The bot should mark the lead as not interested and stop all follow-ups. 15. Handle Do-Not-Contact / Opt-Out Replies If the lead says anything that means they do not want to be contacted again, the bot must immediately stop all texting. Examples: * “Stop” * “Remove me” * “Don’t text me” * “Do not contact me” * “Leave me alone” * “Wrong number” The bot should mark the lead as do-not-contact or wrong number and never text that lead again. 16. Human Review Queue The bot should move conversations to human review if the reply is confusing, angry, legal, compliance-related, policy-specific, medical, or outside the normal booking workflow. Human review examples: * Lead asks detailed policy questions * Lead asks about pricing * Lead asks legal/compliance questions * Lead is upset or angry * Bot cannot understand the reply * Bot cannot find the lead in Impact * Bot cannot book the appointment * Message fails to send * Impact has an error 17. Daily Production Goal The bot should be built to eventually handle: * 300–400 lead touches per day * One follow-up text per lead per day * Continuous monitoring of replies * 10–15 booked Zoom meetings per day from responding leads * Automated booking and confirmation inside Impact The bot should prioritize responding to interested leads and booking appointments before sending more cold follow-up messages. 18. Logging and Reporting The bot should keep a daily log of: * Number of texts sent * Number of replies received * Number of appointments booked * Number of not interested leads * Number of do-not-contact leads * Number of failed messages * Number of leads needing human review * Any Impact booking errors At the end of each day, I want a simple report showing what the bot completed and what needs human attention. 19. Required Reliability The bot needs to act like a high-performing virtual assistant. It should be able to: * Send messages accurately * Personalize each text correctly * Stop follow-ups after a reply * Understand normal booking responses * Check Impact calendar * Book appointments in Impact * Send confirmation texts * Track every action * Avoid texting DNC or not interested leads * Continue working throughout the day on my dedicated MacBook Pro