Send Conversation Summary To Your Clients

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Background and Purpose

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Benefits

• ✅ Improved client experience with clear conversation recaps
• ✅ Reduced miscommunication through documented summaries
• ✅ Automated follow-up without manual intervention
• ✅ Professional documentation of client interactions
• ✅ Enhanced accountability with written records
• ✅ Customizable delivery via email or SMS

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Step-by-Step Implementation

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Step 1: Create a Custom Field in GoHighLevel

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Access Custom Fields

1. Navigate to Settings in your GoHighLevel account
2. Go to Custom Fields section
3. Click Add Custom Field

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Configure the Field

• Field Name: “Conversation Summary”
• Field Type: Text Area (for longer summaries) or Text (for shorter summaries)
• Category: Create or select appropriate category (e.g., “AI Interactions”)
• Permissions: Set appropriate access levels for your team

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Save the Custom Field

1. Click Save to create the custom field
2. Note the field name for use in workflows: conversation_summary

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Step 2: Create a Custom Extraction Tool in Your AI Assistant

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Access AI Assistant Dashboard

1. Go to your AI Assistant settings
2. Navigate to Custom Tools
3. Click Create a Custom Tool

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Define the Extraction Tool

• Unique Name: conversation_summary
• Description: “Use this tool to create and save a summary of the conversation including key points, decisions made, and next steps discussed with the client.”
• Parameters: Add these fields:
  • summary - A comprehensive summary of the conversation including key topics discussed, decisions made, and any next steps or follow-up actions required

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Configure Tool Endpoint

1. Create Webhook in GoHighLevel:
   • Go to Automations and create new workflow
   • Name it “Conversation Summary Webhook”
   • Set trigger to Inbound Webhook
   • Copy the generated webhook URL
2. Link Webhook to Tool:
   • Paste webhook URL in the tool’s endpoint field
   • Test the connection
   • Save and add tool to your assistant

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Set Up Webhook Workflow

1. Find Contact Action:
   • Add Find Contact by Contact ID
   • Use contact_id from webhook trigger
2. Update Custom Field:
   • Add Update Contact Field action
   • Map to the custom field “Conversation Summary”
   • Source: Inbound Webhook > Arguments > summary
3. Save and Publish the workflow

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Configure AI Assistant Prompts

At the end of each conversation, create a comprehensive summary using the conversation_summary tool. Include key topics discussed, any decisions made, next steps, and important details the client should remember.

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Step 3: Create a Follow-Up Workflow in GoHighLevel

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Create New Workflow

1. Go to Automations in GoHighLevel
2. Create new workflow: “Send Conversation Summary”
3. Choose appropriate trigger such as:
   • Appointment Booked
   • Contact Tagged (with specific summary tag)
   • Custom Field Updated (when conversation summary is added)
   • Pipeline Stage Changed

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Add Communication Actions

For Email Delivery

1. Add Email Action:
   • Subject: “Summary of Our Conversation”
   • Email content template:
   Copy

   Hi {{contact.first_name}},
   
   Thank you for speaking with us today. Here's a summary of our conversation:
   
   {{contact.conversation_summary}}
   
   If you have any questions or need clarification on anything discussed, please don't hesitate to reach out.
   
   Best regards,
   [Your Company Name]
   

For SMS Delivery

1. Add SMS Action:
   • Message template:
   Copy

   Hi {{contact.first_name}}, here's a summary of our conversation: {{contact.conversation_summary}}. Questions? Reply to this message!
   

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Configure Timing and Conditions

1. Add Wait Step (optional): Delay sending by a few minutes to ensure summary is complete
2. Add Conditions: Only send if conversation summary field is not empty
3. Set Delivery Preferences: Choose email, SMS, or both based on client preferences

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Save and Activate Workflow

1. Review all steps and configurations
2. Test with a sample contact
3. Activate the workflow

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Implementation Example

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Complete Flow Example

1. Client Conversation: AI assistant discusses roof inspection appointment
2. Conversation End: AI creates summary:
   Copy

   "Discussed roof inspection for 2-story colonial home at 123 Main St. Client concerned about potential leak in northwest corner. Scheduled inspection for June 25th at 2 PM. Client will ensure roof access is clear. Estimated timeline for report: 24-48 hours after inspection."
   

3. Trigger Event: Appointment booking triggers workflow
4. Summary Delivery: Client receives email/SMS with conversation recap
5. Client Benefit: Clear record of what was discussed and next steps

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Advanced Configuration Options

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Conditional Summaries

• Create different summary formats for different interaction types
• Use tags to trigger specific summary templates
• Customize summary length based on conversation complexity

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Multi-Channel Delivery

• Send email for detailed summaries
• Send SMS for brief summaries
• Use client communication preferences

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Team Notifications

• Copy team members on summary emails
• Create internal notifications when summaries are sent
• Track summary delivery success rates

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Best Practices

• Train AI to include key decisions and next steps
• Ensure summaries are clear and professional
• Include relevant dates, times, and specifics

• Send summaries shortly after conversations end
• Allow time for summary generation before sending
• Consider client time zones for delivery

• Personalize summary templates by service type
• Include company branding in email summaries
• Adapt tone to match your brand voice

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Troubleshooting

• Verify custom tool is linked to assistant
• Check webhook connectivity
• Ensure AI prompts include summary instructions

• Confirm field mapping in webhook workflow
• Verify contact ID is being passed correctly
• Check GoHighLevel permissions

• Verify workflow trigger conditions
• Check that custom field contains data
• Confirm email/SMS delivery settings

• Review AI assistant prompts for clarity
• Test with various conversation types
• Refine summary instructions and examples

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Compliance Considerations

• Ensure summaries comply with privacy regulations
• Include opt-out options for summary delivery
• Maintain records of sent summaries for audit purposes
• Respect client communication preferences

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Measuring Success

• Summary delivery rates
• Client engagement with summaries
• Reduction in follow-up questions
• Client satisfaction scores
• Time saved on manual summary creation

• Gather client feedback on summary quality
• Refine AI prompts based on performance
• Optimize delivery timing and methods
• Update templates based on use cases