For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/features/messaging/ai-sdr-routine.md.
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      • How does the AI SDR follow up with a contact on the agreed date?

      When a contact says something like "call me after the 10th", promises to send something ("I'll send the tax ID tomorrow"), or when the agent itself promises to get back, the AI SDR logs a commitment with a date. On that date it follows up with the contact by itself, picking up where they left off. Each assignment's commitments are in the agent's Routine tab.

      Before you start:

      • Role: a workspace member who can view AI agents. Changing the date or cancelling a commitment also requires permission to edit agents.
      • An agent with the assignment On and During the day on in the routine. During the day is off by default: turn it on in Set up routine. See How do I turn on and set up the AI SDR routine?. See How do I set up the AI SDR from scratch?.
      • (Official WhatsApp) A follow-up template chosen in the Handling tab. The agreed date almost always falls after the 24 hours in which WhatsApp accepts free-form messages. Without a template, the agent does not promise a date to the contact on that channel, and commitments due outside the window are cancelled.

      See the agent's commitments

      1. Open My agents and click the agent.
      2. Open the Routine tab. If the agent has more than one assignment, pick one in Assignment at the top.
      3. The dark panel at the top shows the next wake-up time, the contacts the agent will reach then, and how many commitments are overdue, due today, upcoming and done yesterday. With nothing scheduled and During the day off, the panel says so and points to Set up routine. With all three routine moments off, the tab opens on Set up routine and shows a single notice above the panel.
      4. The day timeline shows what the agent did on its own today. Each peak is a moment when it messaged contacts, and the number next to it says how many. Small dots are the times it woke up with nothing to do, without spending AI. When the assignment is off, or all three routine moments are off, they do not show, because the routine does not wake up. Hollow circles after now are commitments still due today. Hover a point to see the details. Below the timeline are the moments that are on (the Start of day time, During the day on and the End of day time), or Routine off, with a Set up routine shortcut.
      5. In the list, each commitment shows the contact, who asked or promised (Contact asked or Agent promised), what was agreed, the sentence from the conversation that created it and what the agent will do on that date. Use the Open, Contact asked, Agent promised, Date to confirm and Closed filters. With During the day off, the list is empty and says so: the agent does not log commitments until you turn it on in Set up routine.

      Warnings at the top of the tab

      Above the dark panel, the tab warns when the routine will not act. Each warning has an Open Handling button, where it gets fixed:

      • The assignment is off: the routine does not run, and commitments due before you turn the assignment back on are cancelled with no message to the contact.
      • Without a follow-up template: the assignment has official WhatsApp and no follow-up template. The agent does not agree on dates beyond the 24-hour official WhatsApp window, and commitments due outside the window are cancelled. Pick one in Handling › Edit › Official WhatsApp outside the 24h window.

      Change, confirm or cancel a commitment

      1. In the Routine tab, find the commitment in the list.
      2. Pick an action:
        • Change date (clock icon): pick the new date and click Save. The date is in your browser's time zone, shown under the field. If it falls outside business hours, the message goes out at the next business-hours opening.
        • Confirm date: shows up when the contact did not give an exact date ("after the holidays") and the agent picked the most likely one. The commitment shows Date to confirm until someone confirms or changes it. If nobody confirms, the agent follows up on the likely date anyway.
        • Cancel commitment (X icon): if you cancel here, the agent will not reach out to the contact again for this commitment or for the silence follow-up, until the contact writes again.
        • Open conversation (speech bubble icon): opens the conversation in Live Chat.

      What happens on the date

      • The agent checks for due commitments every few minutes, so the message may go out a few minutes after the scheduled time.
      • If a commitment comes due outside business hours, or while the contact is mid-conversation, the agent postpones it: to the next business-hours opening or 10 minutes later. After 5 postponements, the commitment is closed without a message. This also happens when the contact keeps chatting for about 50 minutes.
      • The follow-up template also respects business hours.
      • Inside the WhatsApp 24-hour window, or on channels without that window, the agent writes the message referring to what was agreed. Outside the window, the assignment's follow-up template is sent. It is the same template as the silence follow-up and does not mention what was agreed. When the contact replies, the agent picks up what was agreed.
      • While a commitment is open in the conversation, the agent does not send the silence follow-up. Once the commitment is fulfilled, the silence count restarts from that message.
      • If the contact settles it before the date (for example, sends the tax ID they promised), the agent closes the commitment in the conversation.
      • The agent does not log the same commitment twice. To change the date, the agent closes the commitment and logs a new one.
      • Agreed dates follow the time zone of the assignment's AI attendant, the same as the routine times.

      Why was a commitment closed without a message?

      In the Closed filter, the reason appears under each commitment's state:

      ReasonWhat it means
      The agent followed upThe message went out on the date.
      Follow-up template sentThe date fell outside the WhatsApp window and the template was sent.
      Resolved in the conversationIt was settled before the date.
      Cancelled by the teamSomeone cancelled it in the Routine tab.
      Assignment offThe assignment was off on that date.
      Outside the WhatsApp window with no templateThe assignment has no approved follow-up template. Pick one in the Handling tab.
      Follow-up template not approvedThe chosen template lost its WhatsApp approval.
      "During the day" was turned offThe assignment's routine had During the day off on that date.
      Cancelled at "Start of day": the contact asked not to receive messagesAt Start of day, the agent saw the contact asked not to receive messages.
      Cancelled at "Start of day": the conversation was closedAt Start of day, the agent saw the conversation was closed.
      Cancelled at "Start of day": became a customerAt Start of day, the agent saw the contact became a customer, and Who the agent talks to does not include customers.
      Cancelled at "Start of day": the meeting already happenedAt Start of day, the agent saw the meeting with the contact already happened, and Who the agent talks to does not include contacts who already had the meeting.
      Cancelled at "Start of day": the contact left the agent's audienceAt Start of day, the contact was no longer in the agent's audience for another reason.
      On the date the agent could not talkOn the date, a person had taken over the conversation, the contact had asked not to receive messages, or Who the agent talks to blocked the contact.
      Fell outside business hoursOn the date, the assignment was outside business hours.
      Postponed 5 times (outside business hours or contact mid-conversation) and closedThe commitment was postponed 5 times, because it was outside business hours or the contact was talking, and the agent gave up.
      WhatsApp rejected the follow-up templateSending the template failed on WhatsApp. Check the template in the Handling tab.
      The conversation no longer existsThe conversation or the assignment was deleted before the date.
      The agent decided not to send a messageOn the date, the agent reread the conversation and concluded it made no sense to write.
      Something went wrong generating the messageOn the date, the agent could not write the message, for example because of a failure in the AI model or key.
      Business hours have no opening in the next 14 daysThe commitment came due outside business hours and business hours do not open in the next 14 days. Check the business hours in the Handling tab.