Frequently Asked Questions
Will the chatbot give wrong information to my customers?
The chatbot only answers based on the business information provided at setup: your services, service area, pricing ranges, and booking process. It does not make up specifics. If a customer asks something outside the chatbot's configured scope, it lets them know and offers to connect them with your team.
If the chatbot ever gives a customer inaccurate information, contact TechForce with the specific example and we'll update the configuration.
How fast does the missed-call text-back send?
Within 30 seconds of the missed call. The automation triggers the moment the call is logged as missed in your system.
If you miss a call at 9pm, the customer gets a text at 9:00:30pm. That's typically within the window where they haven't yet called the next contractor on their list.
How often will a lead receive nurture messages?
The sequence is spaced out over 45 days. Day 0, 3, 7, 14, 21, 30, and 45. No more than one message per touch point. Leads will not receive daily messages or feel bombarded.
If a lead opts out at any point by replying STOP, they are removed from all automated messaging immediately.
What if I already spoke to the lead in person or by phone? Will they still get automated messages?
Yes, unless you take one of these actions:
- Mark the contact as Appointment Booked in the pipeline, which exits them from the nurture sequence
- Manually remove them from the nurture workflow in the contact record
- Add an opt-out tag to their contact
If you close deals by phone and then add contacts to your portal, make sure to set their pipeline stage correctly so the automation doesn't send messages to people who have already converted.
Can leads opt out of text messages?
Yes. Any contact can reply STOP, UNSUBSCRIBE, CANCEL, or QUIT to any SMS to immediately opt out. They will not receive further text messages from your system. This is a legal requirement and cannot be overridden.
If a customer opts out and then changes their mind, they can re-subscribe by texting START to the same number.
What happens if someone leaves a negative reply to a nurture message?
Their reply lands in your Conversations inbox. You'll see it alongside your other active conversations. Respond to it personally, handle the situation appropriately, and remove them from the nurture sequence if it makes sense to do so.
Do not ignore negative replies. A customer who reached out is still a lead — sometimes a complaint is an opening to win them back.
Can I import my existing lead list into the nurture sequence?
Yes. TechForce can import a CSV of existing contacts and enroll them in the nurture sequence. The contacts need to have verifiable SMS consent (they gave you their number and were informed they'd receive marketing messages) or they'll be email-only.
Contact TechForce before attempting to import any list — we'll review the data and consent situation first.
The chatbot booked an appointment but I don't see it on my calendar. Where is it?
Check the Calendar tab in your portal first. If it's not there, check the Conversations tab for the chatbot conversation — sometimes bookings fail if the calendar link wasn't completed by the customer. The chatbot log will show whether the booking was initiated but not finalized.
If bookings are consistently missing, see Chatbot Not Appearing or contact TechForce.
Can I turn off just one part of the system?
Yes. Any of the four automations can be paused or disabled independently without affecting the others. If you want to pause the nurture sequence during a busy season, turn off the missed-call text-back while you're on vacation, or temporarily disable the chatbot, contact TechForce and we'll make the change.
How do I know if the system is actually working?
Log into your portal and look at the Conversations inbox. If leads are coming in and conversations are visible, the system is working. The key numbers to watch are new leads per week, missed-call captures, and appointments booked. See Your Lead Dashboard for a breakdown of what to monitor.
If you've been live for two weeks with zero activity and no errors, contact TechForce — something is likely misconfigured.