Summary
This tutorial explains how to manage the "Tidy Bot" AI chat assistant within a CRM system. The presenter details how to handle existing contacts versus new leads to prevent the AI from messaging current contacts inappropriately. The core process involves bulk-tagging all current contacts with an "ai_off" tag to disable the bot by default. Conversely, new contacts will enter the system with the AI enabled automatically. The video also demonstrates how to manually re-enable the AI for a specific contact and explains that the bot only fully activates once the contact responds to an initial manual text message.
Outline
0:00 – 0:15: Introduction to the Tidy Bot launch and the purpose of the tutorial.
0:15 – 0:55: Bulk Disabling AI: How to use the "ai_off" tag to bulk-disable the bot for all existing contacts so they don't receive automated messages.
0:55 – 1:15: New Contact Logic: Explanation that any new contacts added to the system moving forward will have the AI on by default (since they lack the "ai_off" tag).
1:15 – 1:40: Manually Enabling AI: How to open a specific contact record and toggle the status to "AI On" if you want the bot to take over.
1:40 – End: Activation Trigger: Clarification that switching the AI on doesn't start the conversation immediately; you must send a manual message, and the bot activates only after the contact replies.
Step-by-Step Process
1. Disable AI for Existing Contacts (Bulk Action)
Navigate to Contacts: Go to the main Contacts list in your CRM.
Select Contacts: Click the checkbox at the top to select all contacts currently in your system.
Add Tag: Click the "Add Tag" icon in the top menu.
Type Tag Name: Type in ai_off (ensure it matches exactly).
Confirm: Click Add to apply this tag to your list.
Note: This ensures the bot is disabled for everyone currently in your database.
2. Enable AI for a Specific Contact (Individual Action)
If you decide you want the AI to manage a specific conversation with an old contact:
Open Contact: Click on the name of the contact you want to enable.
Locate Bot Settings: Look for the "Message Bot Status" or controller area (usually in the details sidebar).
Toggle Status: Change the status or tag from AI Off to AI On.
Save: Click the Save button at the bottom of the section.
3. Initiate the Bot Conversation
Simply turning the setting to "AI On" does not start the bot immediately.
Send Manual Message: While in the contact's conversation view, type and send a manual text message (e.g., "Hey, are you still interested?").
Wait for Reply: The bot is triggered by the contact's response. Once they reply to your manual text, the AI will take over and continue the conversation.