What Is the Guided Form Bot?

The Guided Form Bot converts the settings you enter into an objective-based conversation structure. The setup is divided into three main stages:

After the bot is saved, you choose whether it remains off, provides suggested responses, or replies automatically.

To start creating a Guided Form Bot:

The Create New Bot window opens and displays the available bot setup methods.

In the Create New Bot window, select Create New Bot under Guided Form Setup.

Guided Form Setup is designed for structured lead capture, appointment booking, and General Q&A without requiring advanced prompt configuration. Other setup methods shown in Conversation AI can provide additional customization or more complex logic.

The Guided Form Setup asks what type of bot you want to create. Available options shown include:

Select the appropriate option, then select Continue.

The selected bot type determines the starting configuration used during the Guided Form setup.

The Brand Voice step defines the communication style and personality the bot should use. To configure the Brand Voice:

The selected Brand Voice can include information such as the company, website, and preferred tone of voice.

The Bot Settings step controls the bot's basic communication behavior.

Configure each setting before selecting Next.

Enter a name in Bot Name. The Bot Name helps users identify and manage the bot inside Conversation AI.

Use Preferred Channels to choose the connected communication channels where the bot should operate. Available channels can include options such as:

Only assign channels that this bot should handle.

Enable Make this as Primary Bot when this bot should respond to inbound messages as the Primary Bot. The preferred channels must also be assigned to the bot.

Only the Primary Bot responds to inbound messages for its assigned channels.

Use Wait Time before Responding to define how long the bot waits before replying.

For example, the bot can be configured to wait two seconds before responding.

Use Bot Initial Message to define the first greeting sent by the bot. If the field is left empty, the bot uses a generic greeting. If an Initial Message is configured, the bot sends that greeting first and waits for the contact's reply before continuing into the configured questions and objectives.

The Information Collection area determines which standard contact details the bot should collect. Available fields shown include:

Select the fields the bot should collect from contacts.

Selecting a field adds that information to the bot's collection strategy. Only collect information that is needed for the bot's intended purpose.

The Custom Question / Objectives area defines what the bot should ask or accomplish during the conversation. Each objective contains:

Common objectives can include:

Select + Add Question/Objective to add another objective.

Enable Skip if Already Filled when the bot should skip an objective if the associated contact field already contains information. This prevents the bot from asking for information Kyrios already has for that contact.

The Appointment Details section controls whether the bot can book, cancel, or reschedule appointments.

Enable Appointment Booking when the bot should be allowed to schedule appointments. After enabling Appointment Booking:

A calendar must be selected when Appointment Booking is enabled.

Enable Allow bot to cancel the appointment when the bot should be allowed to cancel existing appointments. The bot can only cancel appointments according to the applicable appointment configuration.

Enable Allow bot to reschedule the appointment when the bot should be allowed to change existing appointment times. The bot can only reschedule appointments according to the applicable appointment configuration.

Use Email Notification Settings when team members should be notified if the bot does not know an answer. Enable Receive Email Notification if The Bot Doesn't Know the Answer. Then choose at least one notification recipient. Available recipient options shown include:

At least one notification option must be selected when the unknown-answer email notification setting is enabled.

Enable Conversation Summary when Kyrios should automatically generate a summary after a conversation becomes inactive.

Configure the following settings:

Set Inactivity Time determines how long there must be no reply from the contact or bot before a conversation summary can be generated.

This setting determines the minimum number of messages the conversation must contain before Kyrios creates the summary. The summary is generated only when both the inactivity requirement and minimum-message requirement are met.

Enable Trigger a workflow when summary or transcript is generated when another automation should start after the summary or transcript is created.

Enable Save to custom field when the generated summary should be stored in a contact custom field.

Enable Receive email notification for conversation summary when an email should be sent after the summary is generated.

After the Bot Goals are configured, select Save at the bottom of the setup page.

Saving creates the bot. Creating the bot does not automatically mean it will begin replying to contacts.

After the bot is saved, the Bot Created Successfully window appears. New bots are initially set to Off.

Choose the operating status that matches how the bot should be used.

Off disables active Conversation AI responses. Use Off while the bot is still being configured, reviewed, or tested.

Suggestive generates suggested prompts inside the conversation window. A team member can review the suggestion before sending a response.

Auto Pilot allows the bot to respond automatically based on its configured behavior and trained data. Use Auto Pilot after the bot has been tested and is ready to communicate without requiring manual approval for every response.

The successful creation window includes Test Your Bot. Use the testing option before enabling Auto Pilot. Test scenarios that match the bot's intended responsibilities, including:

Confirm that the bot collects the correct information and follows the intended objectives before enabling automatic replies.

The Bot Created Successfully window also includes Go To Advanced Settings.

Use Advanced Settings when the bot requires configuration beyond the options completed in the Guided Form setup. Select Save and Close when no additional configuration is required at that time.

Additional Instructions can be used after creation to give the bot additional context, rules, or guardrails. The field supports up to 2,000 characters. To edit Additional Instructions:

Use Additional Instructions for rules that are important to the bot's behavior but are not represented by a standard Guided Form field. Good Additional Instructions can define:

Keep each instruction specific and concise.

A Guided Form Bot can be updated after creation. To edit the bot:

Test the bot again after making significant changes to its channels, objectives, appointment settings, or instructions.

Check the bot's operating status. A bot set to Off does not actively reply to conversations. If automatic replies are required, set the bot to Auto Pilot after testing it. Also confirm that the correct Preferred Channels are assigned.

Confirm that the bot is configured as the Primary Bot when it should handle inbound messages. Also verify that the required channel is selected under Preferred Channels.

Enable Skip if Already Filled for the relevant objectives. When enabled, the bot skips questions whose associated contact information is already available.

Confirm that:

Confirm that Allow bot to cancel the appointment is enabled. If the setting is disabled, the bot should not cancel existing appointments.

Confirm that Allow bot to reschedule the appointment is enabled. If the setting is disabled, the bot should not change existing appointment times.

Confirm that Receive Email Notification if The Bot Doesn't Know the Answer is enabled. At least one notification recipient must also be selected.

Confirm that Conversation Summary is enabled. Then verify that:

Both requirements must be met before a summary is generated.

Guided Form Setup uses structured fields to configure common bot behaviors without requiring a detailed custom prompt. A Prompt Based Bot is intended for users who want to provide their own custom instructions and are comfortable defining bot behavior through prompting.

Use the Flow Based Builder when the conversation requires advanced lead qualification, multiple objectives, complex conditions, or branching conversation logic.

Yes. Open the bot from AI Agents > Conversation AI, select Edit, update the applicable settings, and save the changes.

Yes. The bot can use supported connected channels selected under Preferred Channels. Only channels assigned to the bot are included in its configured channel behavior.

Yes, when those channels are connected and available under Preferred Channels.

Select each channel where the bot should operate.

The Primary Bot is the bot that replies to inbound messages for its assigned preferred channels. Enable Make this as Primary Bot when the Guided Form Bot should handle those inbound messages.

If Bot Initial Message is empty, the bot uses a generic greeting.

When an Initial Message is configured, the bot sends the greeting first and waits for the contact's next reply before proceeding with the configured questions and objectives.

Skip if Already Filled prevents the bot from asking an objective when the associated contact information is already populated.

Yes. A Custom Question or Objective can use Update Contact Field to associate the collected information with a supported contact field.

Yes. Enable Appointment Booking and select the calendar the bot should use.

Yes. Select the applicable workflow under Trigger Workflows After Appointment Booking.

Yes, when the corresponding appointment permissions are enabled.

Enable Allow bot to cancel the appointment or Allow bot to reschedule the appointment only when those actions should be available.

Yes. Enable Receive Email Notification if The Bot Doesn't Know the Answer and select at least one notification recipient.

A Conversation Summary is generated after the configured inactivity period has passed and the conversation contains at least the configured minimum number of messages.

Off prevents the bot from actively responding. Suggestive provides response suggestions for a team member to review and send. Auto Pilot allows the bot to respond automatically using its configured behavior and trained data.