> ## Documentation Index > Fetch the complete documentation index at: https://docs.buildassistants.app/llms.txt > Use this file to discover all available pages before exploring further. # Send Conversation Summary To Your Clients Main dashboard interface ## Background and Purpose This guide shows you how to automatically send conversation summaries to your clients after key interactions. This feature enhances client communication by providing them with a clear recap of what was discussed, next steps, and important details from their conversation with your AI assistant. ## 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 ## Step-by-Step Implementation ### Step 1: Create a Custom Field in GoHighLevel #### Access Custom Fields 1. Navigate to **Settings** in your GoHighLevel account 2. Go to **Custom Fields** section 3. Click **Add Custom Field** #### 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 #### Save the Custom Field 1. Click **Save** to create the custom field 2. Note the field name for use in workflows: `conversation_summary` ### Step 2: Create a Custom Extraction Tool in Your AI Assistant #### Access AI Assistant Dashboard 1. Go to your **AI Assistant** settings 2. Navigate to **Custom Tools** 3. Click **Create a Custom Tool** #### 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 #### 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 #### 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 #### Configure AI Assistant Prompts Add instructions for when to create summaries: ``` 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. ``` ### Step 3: Create a Follow-Up Workflow in GoHighLevel #### 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** #### Add Communication Actions ##### For Email Delivery 1. **Add Email Action:** * Subject: "Summary of Our Conversation" * Email content template: ``` 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: ``` Hi {{contact.first_name}}, here's a summary of our conversation: {{contact.conversation_summary}}. Questions? Reply to this message! ``` #### 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 #### Save and Activate Workflow 1. Review all steps and configurations 2. Test with a sample contact 3. Activate the workflow ## Implementation Example ### Complete Flow Example 1. **Client Conversation:** AI assistant discusses roof inspection appointment 2. **Conversation End:** AI creates summary: ``` "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 ## Advanced Configuration Options ### Conditional Summaries * Create different summary formats for different interaction types * Use tags to trigger specific summary templates * Customize summary length based on conversation complexity ### Multi-Channel Delivery * Send email for detailed summaries * Send SMS for brief summaries * Use client communication preferences ### Team Notifications * Copy team members on summary emails * Create internal notifications when summaries are sent * Track summary delivery success rates ## Best Practices **Summary Quality:** * Train AI to include key decisions and next steps * Ensure summaries are clear and professional * Include relevant dates, times, and specifics **Timing:** * Send summaries shortly after conversations end * Allow time for summary generation before sending * Consider client time zones for delivery **Customization:** * Personalize summary templates by service type * Include company branding in email summaries * Adapt tone to match your brand voice ## Troubleshooting **Summary not generating:** * Verify custom tool is linked to assistant * Check webhook connectivity * Ensure AI prompts include summary instructions **Custom field not updating:** * Confirm field mapping in webhook workflow * Verify contact ID is being passed correctly * Check GoHighLevel permissions **Summary not sending:** * Verify workflow trigger conditions * Check that custom field contains data * Confirm email/SMS delivery settings **Empty or poor quality summaries:** * Review AI assistant prompts for clarity * Test with various conversation types * Refine summary instructions and examples ## 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 ## Measuring Success **Track Key Metrics:** * Summary delivery rates * Client engagement with summaries * Reduction in follow-up questions * Client satisfaction scores * Time saved on manual summary creation **Continuous Improvement:** * Gather client feedback on summary quality * Refine AI prompts based on performance * Optimize delivery timing and methods * Update templates based on use cases