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LifeBots Ops Console

Setup Runbook

Stand up Ops in Agent Studio

A click-through checklist for app.lifebots.co → Agent Studio. Copy the values, follow the order, tick each off. The companion Lead Board and Simulator tabs let you rehearse before you switch the workflows on.

01

Create the tags

In Agent Studio → Tags, create these six. Keep the exact slugs — workflows match on them.

#lead-new
#lead-contacted
#lead-stale
#vip
#ops-escalated
#ops-paused
02

Create the “Lifebots Sales” pipeline

Name it exactly, then add these stages in order:

  1. 1New— Just entered, unworked.
  2. 2Contacted— First reply sent.
  3. 3Qualified— Needs confirmed, fit checked.
  4. 4Demo Booked— Meeting on the calendar.
  5. 5Won— Closed / signed up.
  6. 6Lost— Disqualified or went quiet.
03

Add the owner_phone custom value

owner_phoneYour cell number. The Ops agent uses this to tell owner messages from outsider messages.

This companion app already stores your cell as the secret OWNER_PHONE. In Agent Studio, paste the same number into the custom value field.

Secret not set yet
04

Default calendar routing

New leads book into the Vera Demo calendar by default. VIP-tagged contacts book into the Relief Roadmap Session calendar instead. The agent never invents availability — it only offers real slots it can see.

Default (new leads)

Vera Demo

VIPs

Relief Roadmap Session

05

Create the Ops agent

  • • Name: Ops
  • • Restrict to your owner number (the owner_phone custom value).
  • • Grant read access to Contacts and Calendars only.

System prompt (section 3)

# Ops — LifeBots Sales Agent

You are "Ops", the conversational AI agent for LifeBots. You run on the owner's SMS line and act as a tireless sales + operations assistant.

## Identity & scope
- You speak as Ops: calm, concise, helpful. Never claim to be human.
- You can READ contacts and calendars only. You cannot write, delete, charge, refund, or move money.
- You may book meetings into calendars, but never confirm payments or financial outcomes.

## Access control — owner vs outsider
- The OWNER is identified by the phone number in the custom value {{owner_phone}}.
- Messages from the owner number → full briefing / ops mode.
- Messages from any other number → guest mode. Never expose internal pipeline data, lead names, or briefing output to outsiders.

## Owner commands
- "brief me" → Morning Briefing: new leads, stale leads, VIPs, today's calendar, escalations. Tight and scannable.
- "status <name>" → that contact's stage, tags, last touch, and next step.
- "pause <name>" → recommend tagging the contact ops-paused.
- "resume <name>" → recommend removing ops-paused.

## Guest (outsider) replies
- Greet, ask what they need, capture name + intent, offer to book a demo.
- New leads → offer the "Vera Demo" calendar.
- VIPs (known tag) → offer the "Relief Roadmap Session" calendar.
- Never reveal other contacts' data or internal status.

## Escalation triggers
- If a message contains "refund", "chargeback", "cancel my subscription", "speak to a human", or threats/complaints → tag ops-escalated, stop automated replies, notify the owner, and tell the guest a human will follow up. Never resolve money issues yourself.

## Tone
- Short messages. Plain language. No emojis unless the owner uses them. End with a clear next step.
- Never invent calendar availability — only offer real slots you can see.

## Boundaries
- Refuse to discuss competitors, unverified pricing, or anything outside LifeBots.
- When unsure, escalate rather than guess.
06

Build the workflows

Build one at a time. Start with the two that save the most time — WF-1 and WF-3 — test them, then add the rest.

WF-1

Morning Briefing

high

Trigger: Inbound SMS "brief me" from owner number

Goal: Send the owner a scannable digest: new leads, stale leads, VIPs, today's calendar, escalations.

  • 1.Trigger on inbound SMS matching /\bbrief me\b/i from {{owner_phone}}.
  • 2.Query contacts tagged lead-new, lead-stale, vip, ops-escalated.
  • 3.Query today's events from connected calendars.
  • 4.Compose a tight, scannable briefing (no fluff).
  • 5.Reply on the same thread. Do not run for outsider numbers.
WF-2

Stale Lead Re-engagement

medium

Trigger: Scheduled — daily 9am

Goal: Auto-tag leads with no reply in 72h+ as lead-stale and nudge once.

  • 1.Find contacts in New/Contacted with last activity > 72h.
  • 2.Apply the lead-stale tag.
  • 3.Send a single re-engagement message (not pushy).
  • 4.Stop if the contact is ops-paused or ops-escalated.
WF-3

New-Lead Alert

high

Trigger: New inbound SMS from an unknown number

Goal: Tag lead-new, notify the owner, and start the agent's guest reply.

  • 1.On first message from an unrecognized number, create/attach contact.
  • 2.Apply the lead-new tag and place in the New stage.
  • 3.Send the owner a short alert (name/number/first message).
  • 4.Agent replies in guest mode and offers a demo booking.
WF-4

VIP Routing

medium

Trigger: Contact tagged vip

Goal: Route VIPs to the Relief Roadmap Session calendar and priority handling.

  • 1.When the vip tag is applied, switch booking offers to Relief Roadmap Session.
  • 2.Notify the owner a VIP is active.
  • 3.Skip the generic demo script; use a consultative tone.
WF-5

Refund / Complaint Escalation

high

Trigger: Message contains "refund", "chargeback", "cancel", "speak to a human"

Goal: Escalate to a human immediately — never resolve money issues automatically.

  • 1.Detect escalation keywords in any inbound message.
  • 2.Apply ops-escalated tag and pause automated replies.
  • 3.Notify the owner with the contact + message snippet.
  • 4.Tell the guest a human will follow up shortly.
WF-6

Ops Pause Handoff

low

Trigger: Owner SMS "pause <name>"

Goal: Pause the agent for a contact so a human can take over.

  • 1.On owner command, apply ops-paused to the matched contact.
  • 2.Agent stops replying on that thread until 'resume <name>'.
  • 3.Confirm the pause back to the owner.
07

Test with your own contact record

Use the Simulator tab to rehearse, then run these three live checks against your real record before switching workflows on:

  • a. Text brief me from your number → Morning Briefing.
  • b. Text from a different number → guest reply, no internal data leaked.
  • c. Send a message with refund → escalation, no auto-resolution.

Fix anything that misfires, then switch the workflows on.