Halo Condo — GHL Configuration Sprint

Hospitality Pipeline: Booking / Appointment Services Started: August 2026
0 / 0 steps done0 of 8 phases
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Phase 0: Discovery & Strategy

0/5 Pending ▼
  • Collect Marketing Brain HTML (auto-discovered in Halo_Condo folder)
  • Extract focus cluster: Carnival Certainty Seeker + Returning Diaspora
  • Select industry pipeline template: Booking / Appointment Services
  • Map customer journey → bot role → pipeline stages
  • Present strategy brief to team (see artifact for details)
Cluster: Carnival Certainty Seeker + Diaspora · Bot role: Conversational inquiry assistant · Pipeline: Booking / Appointment Services
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Strategy Brief

Focus cluster, offer, pipeline template, bot role, brand voice, audience summary, channel map.

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Conversation Flow

Full approved bot flow with availability checking, DQ types, and booking redirect step.

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Phase 1: Account Foundation

0/6 Pending ▼
  • Go to Settings → Brand Kit. Click "Upload Logo" → select horizontal logo. Set primary color to #1E4D2B, secondary to #C9A84C. Click Save.
  • In Brand Kit: set heading font Playfair Display, body font Lato / DM Sans. Add social links: WhatsApp +1 868 788 9972. Upload favicon.
  • Go to Settings → Integrations. Connect: WhatsApp, Google Calendar, Gmail/SMTP. Verify each shows "Connected".
  • Go to Settings → Domains → "Connect Domain". Enter haloplacett.com.
  • Go to Settings → Account. Set timezone America/Port_of_Spain (UTC-4), language en.
  • Go to Settings → Tags. Create each tag from Tags Map artifact: Source (3), Pipeline (3), Interest (5), Bot Events (1), DQ (2).
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Brand Kit Preview

Logo, colors, typography — copy to GHL Brand Kit.

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Tags Map

All 14 tags organized by category — import into GHL Tags.

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Phase 2: Data Architecture

0/6 Pending ▼
  • Go to Settings → Custom Fields. Create ALL 10 contact fields and 6 opportunity fields from the Custom Fields Table artifact.
  • Go to Marketing → WhatsApp Templates. Create 4 templates from artifact: Booking Confirmation, Pre-Arrival, Post-Stay, Re-engagement.
  • Go to Settings → Integrations → Email Services. Set up LeadConnector Email or connect SMTP.
  • Go to Settings → Users → "Add User" for Candice (info@haloplacett.com, Owner). Then go to Settings → Calendars.
  • Go to Settings → Business Profile. Fill all fields from Business Profile Settings artifact.
  • Test: Create a test contact. Verify all custom fields appear. Send test WhatsApp template.
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Custom Fields Table

10 contact + 6 opportunity fields with types and keys.

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WhatsApp Templates

4 approved WhatsApp message templates.

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User & Calendar Config

Calendar settings and user configuration for Candice.

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Business Profile Settings

17-field GHL Business Profile config — copy-paste ready.

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Phase 3: Pipeline & Imports

0/5 Pending ▼
  • Go to Settings → Labs. Enable "Opportunity Forecasting" toggle.
  • Go to Opportunities → Pipelines. Click "Create Pipeline". Name it Halo Condo Bookings. Select type Booking / Appointment Services.
  • Add 5 stages from Pipeline Stage Map: New Lead, Responded, Booking Link Sent, Direct Booking Confirmed, Stay Completed.
  • Import existing contacts (CSV) — go to Contacts → Import. Map CSV columns to custom fields.
  • Go to Automation → Pipeline Automations. Set stage enter/exit triggers for each stage per workflow map.
Copy these stage names into GHL when creating the pipeline.
#Stage NameProbabilityBot PhaseCopy
1New Lead100%Phase 0 — Greeting
2Responded / Qualifying60%Booking Steps 1-3
3Booking Link Sent40%Booking Step 4
4Direct Booking Confirmed90%Workflow (webhook)
5Stay Completed100%Workflow (post-stay)
—Won100%GHL auto
—Lost0%GHL auto
💡 Pipeline stages must match exactly what the Bot Pipeline Map expects. Copy names from Stage Map artifact to verify.
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Bot Pipeline Map

Bot role → pipeline stage mapping with disqualified handling.

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Pipeline Stage Map

Detailed stage config with probability, order, and bot assignments.

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Phase 4: AI Agent Bot

0/8 Pending ▼
  • Go to AI Agents → Knowledgebase. Click "Add Source" → "Website URL". Enter https://haloplacett.com. Include: /apartment/, /amenities/, /location/, /gallery/, /contact/, /book-direct/, /faq/, /house-rules/.
  • In Knowledgebase, click "Add Source" → "FAQ". Paste 10+ FAQs from Knowledgebase Content artifact.
  • Upload Marketing Brain HTML as a knowledgebase document.
  • Create bot: name it "Halo Condo Concierge". Select the 3 knowledge sources.
  • Configure 🧠 Personality — see tab
  • Configure 🎯 Objective — see tab
  • Configure 📅 Availability Rules — see tab
  • Configure ⚙️ Actions (8 actions) — see artifact
Copy into the bot's 🧠 Personality field.
🧠 Personality & Role Eres Candice, the owner and booking assistant of Halo Condo — a private 2-bedroom apartment in eastern Trinidad, 10 minutes from Piarco International Airport. Your voice: direct, warm, specific, quietly confident, unpretentious. You describe the space in sensory, specific terms — "king-bed master with glass walls" not "beautifully designed bedrooms." "Pot filler above the stove" not "gourmet kitchen." Key traits: - One single question per message. No rodeos. No paragraphs. - Never sound like a hotel front desk or a corporate bot. - Never use: "cosy," "gem," "hidden gem," "nestled," "perfect for couples or families." - Never use superlatives: "the finest," "luxury redefined," "world-class." - If you have {{contact.name}}, use it. If not, ask. - When someone asks about availability or dates: ALWAYS ask for check-in and check-out dates first, then call the "Check Availability" action. NEVER guess. - Let the facts do the selling — the property speaks for itself. - For booking, always drive people to https://haloplacett.com/book-direct/ REGLA DE ORO: NEVER check availability or guess dates without calling the Check Availability action. The property owner manages everything personally — there is trust here.
Copy into the bot's 🎯 Goal field.
🎯 Goal (Objetivo Principal) Your goal is: FIRST, gather check-in/check-out dates and guest count to qualify the inquiry. SECOND, check availability via the "Check Availability" action. THIRD, drive the guest to book directly at haloplacett.com/book-direct/. The structure of success is ALWAYS: 1. Greeting: warm, brief introduction to Halo Condo 2. Listen: detect what the person wants (booking? info? amenities?) 3. If booking/dates → ask check-in + check-out dates 4. Call "Check Availability" action → compare overlap → respond 5. If available → confirm + send booking link: haloplacett.com/book-direct/ 6. If unavailable → suggest different dates 7. Close: warm, no pressure Comandos de Salida: - Availability confirmed → "Book at haloplacett.com/book-direct/ — it's direct, no extra fees." - Descalificado → STOPBOT_DESCALIFICADO CRITICAL RULE: You check availability by calling the "Check Availability" action. When confirmed, drive people to https://haloplacett.com/book-direct/ to book directly.
Copy into the bot's 📋 Additional Information field — availability rules section.
🤖 AVAILABILITY — FOLLOW THESE RULES EXACTLY: 1. When someone asks about availability or wants to book, ALWAYS ask for their check-in and check-out dates first before doing anything. 2. Once you have their dates, call the "Check Availability" action to retrieve current bookings. 3. The action returns a list of bookings with "check_in" and "check_out" dates. Check if the contact's requested dates overlap with ANY booking in that list. 4. Overlap means: their check_in is before an existing check_out AND their check_out is after an existing check_in. 5. If there is overlap → those dates are NOT available. Say so warmly and suggest they try other dates. 6. If there is NO overlap → confirm availability and invite them to proceed with booking at haloplacett.com/book-direct/. 7. If the action fails or returns no data → say: "I'm having trouble checking availability right now — please message us directly or check the calendar at haloplacett.com/book-direct/." 8. NEVER guess. NEVER assume. ALWAYS call the action first. TONE: Warm, short, friendly. Guide available guests toward booking.
⚠️ Configure these 8 actions in order inside your AI Agent Bot. See artifacts/05_AI_Agent_Actions.html for the complete configuration with real client values.
#ActionTypePurposeArtifact
0Check AvailabilityHTTP Request (GET)Fetch bookings JSON, check date overlap🔗
1Book AppointmentCalendarNO CONFIGURAR — redirects to haloplacett.com/book-direct/🔗
2Start WorkflowWorkflowDQ cleanup + WooCommerce booking webhook🔗
3Add Contact InfoField Mappingguest_count, purpose_of_stay, travel_dates_requested🔗
4Stop BotStopGoodbye, booking confirmed, DQ🔗
5Transfer to HumanHandoverTransfer to Candice for emergencies, complaints🔗
6Transferir el botBot-to-botNO CONFIGURAR — single bot setup🔗
7No Reply Follow-upFollow-up2h / 22h re-engagement after booking link sent🔗
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Bot Agent Summary

Complete Personality, Objective, Availability rules, and Field mappings.

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AI Agent Actions

All 8 actions with real client values, field mappings, trigger phrases.

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Knowledgebase Content

Website scrape URLs, 16 FAQs, Marketing Brain upload instruction.

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Phase 5: Marketing Channels

0/4 Pending ▼
  • Connect WhatsApp Business number: +1 868 788 9972
  • Go to Marketing → Emails → "New Template". Create 4 templates from Email Templates artifact.
  • Set up email sending domain (SPF, DKIM, MX verification).
  • Connect Facebook / Instagram if applicable for social.
🔌 Integration Checklist
PlatformStatusNotes
WhatsApp BusinessPendingPrimary messaging channel — +1 868 788 9972
Facebook / InstagramPendingSocial + ads connection (if brand uses)
Google Business ProfilePendingLocal search presence
Gmail / SMTPPendingEmail sending via info@haloplacett.com
Google CalendarPendingN/A — bot does not use GHL calendar for booking
✉️ Email Templates
TemplateSend AfterPurposeArtifact
Booking ConfirmationImmediatelyPost-payment confirmation🔗
Pre-Arrival Reminder48h beforeCheck-in instructions🔗
Post-Stay Thank YouDay after checkoutReview request + re-engagement🔗
Carnival Re-engagementPre-seasonPast guests — Carnival booking reminder🔗
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Email Templates

4 branded templates with HTML structure.

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Phase 6: Automation Engine

0/2 Pending ▼
  • Go to Automation → Workflows → "New Workflow". Create all 8 workflows from Workflow Templates artifact. Follow each trigger → condition → action chain exactly.
  • Test: Create test contact → trigger each workflow → verify stage moves, tags applied, notifications sent. Test WooCommerce webhook workflow end-to-end.
🔧 Workflow Templates (8 Automations)
All 8 workflows with triggers, conditions, and actions. See artifact for full node-level config.
#WorkflowTriggerKey ActionsArtifact
0Check Availability (Fallback)Customer Reply (keyword filter)HTTP GET bookings → Send response message🔗
1New Lead WelcomeContact Created (WhatsApp)Welcome WhatsApp + tag bot-greeting-complete🔗
2Booking Link — 3 Day Follow-upTag: booking-link-sentWait 3d → WhatsApp nudge (no booking yet)🔗
3Booking Link — 7 Day EmailTag: booking-link-sentWait 7d → Email follow-up🔗
4WooCommerce → BookedInbound Webhook (Order Created)Find contact → tag successfully-booked → WhatsApp confirm🔗
5Pre-Arrival — 48h BeforeTag: successfully-bookedWait until 48h before check-in → instructions🔗
6Post-Stay Follow-upTag: successfully-bookedWait until checkout+1 → review request + re-engagement🔗
7DQ CleanupTag: dq-irrelevant / dq-out-of-rangeMove to Disqualified → note reason🔗
⭐ WooCommerce Webhook Setup (CRITICAL)
1. In GHL Workflow Builder, create Workflow 4 with "Inbound Webhook" trigger
2. Copy the webhook URL GHL generates
3. In WooCommerce → Settings → Webhooks → Add Webhook
4. Name: "GHL — New Order" · Status: Active · Topic: Order Created
5. Delivery URL: [paste GHL webhook URL]
6. Save and test with a test order
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Workflow Templates

All 8 workflows with triggers, conditions, actions — full node-level config.

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Phase 7: Assets & Go-Live

0/6 Pending ▼
  • Landing page published (see Landing Page Mockup artifact). Form fields mapped to GHL custom fields.
  • Verify domain haloplacett.com connected. DNS records (SPF, DKIM, MX) green/verified.
  • E2E test: WhatsApp inquiry → bot greets → asks dates → checks availability → sends booking link → test WooCommerce order → verify tag applied → verify WhatsApp confirmation sent.
  • Test availability check: Send dates to bot → verify JSON response parsed correctly → verify overlap logic works.
  • Verify WooCommerce webhook: Place test order → confirm workflow 4 fires → verify "successfully-booked" tag applied.
  • Final sign-off: Review all 8 phases. Confirm bot active in Suggestive mode. Switch to Autopilot after validation.
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Landing Page Mockup

Self-contained responsive HTML: Hero → Stats → CTA → Footer.

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Summary

8
Phases
0
Completed
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Total Steps
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Steps Done
8
Workflows
14
Tags