Create a Reply Agent

What is a Reply Agent?

A Reply Agent is an AI-powered assistant that helps you manage conversations across your connected communication channels.

Depending on how it's configured, a Reply Agent can:

• Draft replies for review

• Automatically send replies

• Generate follow-up messages

• Respond using your company knowledge

• Suggest available meeting times through calendar integrations

• Personalize responses through custom prompts

Reply Agents work across your selected channels and only respond to conversations that match the labels and settings you define.

Why Use a Reply Agent?

Reply Agents help teams respond faster while maintaining consistent, high-quality communication.

Benefits include:

• Faster response times

• Consistent messaging

• Reduced manual work

• Automated follow-ups

• AI-assisted meeting scheduling

• Better scalability for high-volume inboxes

Step 1: Create a New Reply Agent

Go to:

Settings → Reply Agents

Click Create Agent.

Step 2: Configure Basic Settings

Agent Name

Give your Reply Agent a descriptive name.

Examples:

• Sales Reply Agent

• Support Agent

• LinkedIn Agent

• Demo Booking Agent

• John Wick

Agent Mode

Choose how your Reply Agent should operate.

Human in the Loop

The Reply Agent drafts replies for review before they are sent.

This mode is recommended when you want a team member to approve every response.

Fully Automated

The Reply Agent generates and sends replies automatically without manual approval.

Step 3: Configure Your AI Provider

Choose the AI provider your Reply Agent will use.

Supported providers include:

• OpenAI

• Anthropic

• OpenRouter

• vLLM

Depending on your selected provider, you'll be asked to configure the required credentials.

For example:

• OpenAI API Key

• Anthropic API Key

• OpenRouter API Key

• vLLM Base URL, Model Name, and API Key (if required)

Step 4: Select Channels

Choose which connected channels this Reply Agent should monitor.

You can assign the agent to:

• Google accounts

• Outlook accounts

• LinkedIn accounts

• Integrated tools

The Reply Agent will only generate replies for conversations received through the selected channels.

Example

Create one Reply Agent for email conversations and another specifically for LinkedIn messages.

Step 5: Select Labels

Choose which labels should trigger the Reply Agent.

Examples include:

• Interested

• Information Request

• Meeting Request

• Not Interested

Limiting Reply Agents to relevant labels helps improve reply quality and reduces unnecessary AI usage.

Step 6: Configure Agent Behavior

Customize how your Reply Agent writes replies.

Available settings include:

• Tone of Voice

• Response Length

• AI Model

• Creativity Level (Temperature)

You can enable capabilities such as:

• Handle Follow-ups

• Auto Respond to New Conversations

• Stop Replies After Meeting is Booked

Tone of Voice

Choose the communication style your Reply Agent should use.

Available options:

• Professional – Clear and business-focused.

• Friendly – Warm and conversational.

• Casual – Relaxed and informal.

• Formal – Polished and professional.

• Persuasive – Encourages prospects to take action.

• Empathetic – Understanding and supportive.

Choose the tone that best matches your brand and audience.

Response Length

Choose how detailed AI-generated replies should be.

Available options:

• Short – 1–2 sentences.

• Medium – Approximately one paragraph.

• Long – 2–3 paragraphs.

• Variable – The Reply Agent automatically adjusts the response length based on the conversation.

These settings apply to all replies generated by the Reply Agent.

Select Campaigns

Choose which campaigns the Reply Agent should monitor.

By default, All Campaigns are selected, allowing the Reply Agent to respond to conversations regardless of which campaign or sequence the prospect came from.

If needed, you can limit the Reply Agent to specific campaigns by selecting only the campaigns you want it to monitor.

Recommended use cases

• Create dedicated Reply Agents for different campaigns.

• Use different prompts or reply styles for separate outbound campaigns.

• Prevent a Reply Agent from responding to conversations outside a specific campaign.

Note: Only campaigns synchronized with your connected outreach platform are available for selection. If All Campaigns is selected, the Reply Agent will process conversations from every synchronized campaign.

Handle Follow-ups

When enabled, the Reply Agent can automatically send follow-up messages if a prospect doesn't reply.

You can create as many follow-up steps as needed, with each step having its own delay and message template.

learn more:

Configure Follow-up Steps

For each follow-up step, you can configure:

• Delay – Choose how many days to wait before sending the follow-up after the previous message.

• Follow-up Template – Write the message the Reply Agent should send for that step.

You can also add or remove follow-up steps at any time.

Template Variables

Follow-up templates support variables to automatically personalize messages.

Available variables include:

• Prospect Name

• Prospect First Name

• Prospect Email

• Sender Name

• Sender First Name

• Sender Last Name

These variables are automatically replaced with the appropriate values when the follow-up is sent.

Learn more:

Auto-Respond to New Conversations

When enabled, the Reply Agent automatically generates replies for new incoming conversations that match the agent's configured channels and labels.

This helps ensure new conversations receive a timely response without requiring manual intervention.

Stop Replies After Meeting Is Booked

When enabled, the Reply Agent automatically stops generating replies once a meeting has been booked or the generated reply indicates that a meeting has been scheduled.

This helps prevent unnecessary follow-ups after the conversation has successfully reached the booking stage.

If needed, this behavior can be overridden for individual conversation threads.

Step 7: Connect a Calendar

Reply Agents can use your connected calendar to suggest real meeting availability.

Supported calendar providers include:

• Cal.com

• Calendly

• HubSpot Calendar

• GoHighLevel Calendar

Before selecting a calendar, make sure it has already been connected under Settings → Integrations.

AI Model & Creativity Level

Choose an AI Model

Select the AI model your Reply Agent will use to generate replies.

The available models depend on the AI provider you've configured (OpenAI, Anthropic, OpenRouter, or vLLM).

Choose a model that best fits your requirements for speed, cost, and response quality.

Creativity Level

The Creativity Level (Temperature) controls how creative or consistent the Reply Agent's responses are.

• Lower values produce more focused, predictable, and consistent replies.

• Higher values produce more creative and varied responses.

For most business communication, a lower to medium creativity level is recommended.

Step 8: Configure Your Prompt & Agent Knowledge

Customize how your Reply Agent behaves using a Custom Prompt.

You can define:

• Writing style

• Business rules

• Qualification criteria

• Meeting instructions

• Reply guidelines

• And more

You can also provide agent knowledge by:

• Uploading PDF, DOCX, XLSX, CSV, HTML, or TXT files

• Pasting knowledge directly into the editor

Reply agents can use up to five uploaded documents as references when generating replies.

Learn more:

Step 9: Save Your Reply Agent

Review your settings and click Create Agent.

Your Reply Agent is now ready to begin handling conversations according to the configuration you've defined.

Clone Reply Agent

The Clone Reply Agent option creates an exact copy of an existing Reply Agent within the same workspace.

This is useful when you want to reuse the same configuration while changing only a few settings, such as different channels, labels, or prompts.

Common use cases:

• Use the same configuration for different labels (e.g., Interested vs. Not Interested).

• Create separate agents for Email and LinkedIn while keeping the same settings.

• Quickly build variations of an existing Reply Agent without starting from scratch.

When duplicating a workspace, you can choose to include your existing Reply Agents.

This copies the Reply Agents and their configurations into the new workspace, helping you get started faster without recreating each agent manually.

Note: After duplicating a workspace, review the copied Reply Agents to ensure their channels, integrations, and API credentials are configured correctly for the new workspace.