Live Demo — Patriot Heating & Air

AI Voice Receptionist
for HVAC Companies

A fully configured GoHighLevel AI Employee that answers calls, triages emergencies, schedules service appointments, handles missed calls with SMS follow-up, and automates review requests — live and tested.

What's configured
AI Employee Emergency Triage Appointment Scheduling Lead Follow-Up Review Requests
● LIVE

Patriot Heating & Air — AI Receptionist Dashboard

Last 30 days
17
Total Calls Handled
12 inbound · 5 outbound
7
Service Calls Booked
41% conversion rate
5
Missed Calls
Emergency triage SMS dispatched within 30 sec
5
SMS Follow-ups Sent
100% of missed calls recovered
12
Total Leads Captured
0 in last 30 days
213s
Avg. Call Duration
Handled end-to-end by AI
Recent Call Activity 8 calls
💬
Amy Sullivan
AC Repair · outbound
SMS sent
—
📅
Lisa Hernandez
AC Repair · inbound
booked
268s
💬
Tom Williams
Install · outbound
SMS sent
—
📅
Jennifer Bradley
Emergency · inbound
booked
187s
📅
Karen Foster
Furnace · inbound
booked
163s
💬
Nicole Pearce
Maintenance · outbound
SMS sent
—
📅
Greg Morrison
Emergency · inbound
booked
294s
📵
Robert Chen
Maintenance · inbound
missed
—
Service Leads Captured 6 recent
M
Mike Reynolds
AC Repair
Inbound call
L
Lisa Hernandez
AC Repair
Inbound call
J
Jennifer Bradley
Emergency
Inbound call
G
Greg Morrison
Emergency
Inbound call
D
David Thompson
Heating
Inbound call
K
Karen Foster
Furnace
Inbound call

Hear Marcus in Action

Step through a real emergency service call. See exactly what your customers hear when they call for HVAC repair.

M
Mike Reynolds
(512) 555-0213
Tap "Start Demo Call" to begin
📞
Start the demo to see the full call transcript
What Marcus does
  • ✓ Answers within 2 rings
  • ✓ Triages emergency severity
  • ✓ Checks tech availability
  • ✓ Books a service window
  • ✓ Sends dispatch SMS
01 — AI Employee

GoHighLevel AI Employee Setup

The AI Employee is configured with a custom prompt that defines its persona, emergency triage logic, and dispatch handling for an HVAC service center.

AI Employee Persona
System Prompt
You are Marcus, the calm and professional AI dispatcher for Patriot Heating & Air. You triage HVAC emergencies, schedule service appointments, and provide 24/7 coverage. Always be reassuring, technical, and decisive — homeowners are often stressed when they call.
Capabilities Enabled
  • Answer inbound service calls with natural voice
  • Triage emergency vs. routine service
  • Schedule jobs via calendar tool
  • Dispatch to on-call tech for emergencies
  • Send SMS confirmations with ETA windows
  • Collect caller info for new leads
Configuration Steps
1
Create AI Employee in GHL
Navigate to AI Employees → Create New. Name it "Marcus - HVAC Dispatcher" and select a voice model suited to a calm, technical tone.
2
Configure System Prompt
Paste the persona prompt defining Marcus's role, emergency triage rules, and dispatch handling for common HVAC scenarios (no AC, no heat, leaks, etc.).
3
Enable Tools
Enable the Calendar Tool, SMS Tool, Transfer Tool, and a custom Dispatch Tool for routing emergencies to on-call techs.
4
Set Working Hours + On-Call Rotation
Configure business hours plus the after-hours emergency flow. Route no-heat / no-AC calls after hours directly to the on-call rotation.
02 — Call Flow

Inbound Call Flow

Every inbound call follows a predictable flow: answer, assess urgency, then either dispatch immediately or book a service window.

📞
Call Arrives
→
🤖
Marcus Answers
→
⚠️
Triage Urgency
→
🚚
Dispatch / Schedule
Triage Logic
IF caller reports no AC in heat (or no heat in cold)
→
Flag as emergency, check on-call tech availability
IF caller mentions water leak, gas smell, or sparking
→
Triage priority, advise safety steps, dispatch immediately
IF caller requests a quote or new install
→
Collect details, schedule in-home estimate within 48 hours
IF call is after hours and non-emergency
→
Triage SMS, schedule next-day callback
Example Dialogue
Marcus:
"Thanks for calling Patriot Heating & Air, this is Marcus. How can I help you today?"
Caller:
"My AC is broken, need emergency service. It's 95 degrees in here."
Marcus:
"I understand — let's get a tech to you today. Is the unit running at all or completely down?"
Caller:
"It's running but blowing warm air. Started about an hour ago."
Marcus:
"Got it. I'm flagging this as urgent. Our on-call tech has a four-hour ETA window — I'll send you a dispatch SMS with their live tracking link."
03 — Booking

Service Appointment Scheduling

For non-emergency service calls, Marcus checks tech availability, books a service window, and dispatches confirmations — all without office staff involvement.

Booking Flow Steps
1
Identify Service Type
Marcus qualifies whether the job is maintenance, repair, install, or emergency — each maps to a different slot length and tech skill.
2
Find Next Available Tech
Queries the dispatch board for the next tech with the right skill match and route efficiency.
3
Propose Service Window
Offers a four-hour window (e.g., 1pm–5pm today). Caller picks, and the slot is held for 10 minutes while details are collected.
4
Collect Address + Access Notes
Gets the service address, gate code, pet info, and best callback number via conversational form.
5
Confirm + Send Dispatch SMS
Locks the appointment, sends a confirmation with the tech's photo and live ETA tracking link.
Calendar + Dispatch Integration
  • Syncs with GHL calendar in real-time
  • Matches tech skill tags to service type
  • Routes emergency jobs to on-call rotation
  • Honors travel-time buffers between appointments
  • Auto-blocks weekends unless flagged
  • Sends 1-hour-prior arrival text with tech name
Dispatch Confirmation Template
SMS Dispatch Confirmation
"Patriot Heating & Air here — you're booked for AC diagnostics today, 1pm–5pm service window. Tech Marcus will text when he's 30 min out. Track his arrival: [link] ❄️ Reply STOP to opt out."
04 — Missed Call SMS

Missed-Call Text-Back + Emergency Triage

When a call goes unanswered — especially during a heat wave when volume spikes — an automatic SMS recaptures the lead within 30 seconds while the inquiry is still urgent.

📞
Missed Call
→
⏱️
Wait 30 sec
→
💬
Triage SMS Sent
→
🚚
Job Recovered
Text-Back Message Template
SMS (sent within 30 seconds)
"Hi! We missed your call at Patriot Heating & Air. Are you without AC or heat right now? Reply YES for emergency dispatch or BOOK to pick a service window. We'll get a tech out fast! 🛠"
Automation Settings
  • Trigger: call rings for 4+ seconds with no answer
  • Delay: 30 seconds after call ends
  • Opt-out: includes STOP to unsubscribe
  • Seasonal: throughput ramps automatically during heat waves
  • Personalized: pulls caller's CLI if available
Missed Call Reasons Handled
  • Caller hangs up during ring (stormy inbound volume)
  • Caller abandons queue (lunch / weekend overflow)
  • After-hours emergency (priority callback queue)
  • Techs all on jobs (queue overflow → triage SMS)
05 — Review Request

Lead Follow-Up & Review Request Sequence

After a completed service call, an automated SMS sequence requests a review at the optimal moment — and any quote from a non-booked lead gets a 48-hour follow-up.

🚚
Job Complete
→
⏱️
Wait 24 hours
→
💬
Review Request #1
→
⭐
Google / GHL Review
Review + Follow-Up Timeline
Job
Job Marked Complete
Tech marks the job done in the GHL mobile app. This triggers both the review timer and any warranty follow-up.
24h
First Review Request
Sent 24 hours post-job. Asks how the experience was and includes a direct Google review link.
5d
Gentle Reminder
If no review detected, sends a follow-up with a service-tip angle to re-engage the customer.
7d
Final Request + Maintenance Offer
Last attempt. Includes a $25 off tune-up incentive for leaving a review.
Lead Follow-Up Sequence
24h — Initial Review Request
"Hi [Name]! This is Marcus from Patriot. How did your AC repair go yesterday? If we earned 5 stars, would you mind sharing? [link] — thanks for trusting us! 🛠"
5d — Tip-Based Reminder
"Hi [Name]! Quick tip: change your air filter every 60 days to keep your system efficient. If you'd like to leave us a review when you have a sec: [link] 🙏"
7d — Final + Tune-Up Offer
"Hi [Name]! Last nudge — leave us a review and get $25 off your next tune-up. Valid 30 days. [link] Thanks!"

Ready to see it in action?

This AI receptionist is fully configured and tested. Schedule a live demo to hear Marcus handle HVAC calls in real-time.

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