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-setup.md.
  • English

      • How do I turn on and set up the AI SDR routine?

      The routine is what the AI SDR does without the contact having written. It has three moments, set per assignment in the agent's Routine tab, under Set up routine: Start of day, During the day and End of day.

      All three moments are off by default. While all three are off, the Routine tab opens straight on Set up routine, with a notice at the top explaining what each moment does.

      Before you start:

      • Role: a workspace member who can edit AI agents.
      • The assignment On. When it is off, the routine does not run.

      Steps

      1. Open My agents, click the agent and open the Routine tab. If the agent has more than one assignment, pick one in Assignment at the top.
      2. Click Set up routine.
      3. Turn on and adjust each moment:
        • Start of day: pick the Time and what it does.
          • Check what changed outside the conversation: the agent cancels commitments and follow-ups for contacts who asked not to receive messages, had the conversation closed or, per Who the agent talks to, became customers or already had the meeting.
          • Reply to contacts who wrote outside business hours: at that time, the agent replies to contacts who wrote outside business hours. It only replies to contacts who actually wrote since the previous Start of day, looking back up to 72 hours, so someone who wrote on Friday night gets a reply on Monday. On official WhatsApp and Instagram, only contacts still inside the window in which the channel accepts free-form messages get a reply (24 hours on official WhatsApp). In the reply, the agent greets for the current time of day and acknowledges the wait.
          • 50-contact limit: it replies to up to 50 contacts per morning. Contacts beyond that limit, or whose reply could not enter the queue, get a reply the next morning.
          • Outside business hours: pick a time within business hours. If Start of day runs while business hours are closed, it replies to no one right away: the replies go out when business hours open that same day, and Last run says so.
        • During the day: off by default. When on, the agent logs what was agreed in conversations and follows up on the date. When off, it stops logging commitments, and the ones already listed are cancelled on their date, with no message to the contact. The silence follow-up applies again. If there are open commitments, the tab asks for confirmation before turning it off. See How does the AI SDR follow up with a contact on the agreed date?.
        • End of day: pick the Time and what the agent should look for when rereading the day's conversations: Questions the agent could not answer, Objections that cooled conversations the most and Agent messages to review. See How do I review the AI SDR end of day?.
      4. Click Save routine. It applies right away, and the confirmation says when each moment you turned on runs. Until you save, Unsaved changes shows next to the button; switching sections in the tab keeps your changes.

      To spread the load, each assignment runs a few minutes after the chosen time, up to 9 minutes later. A Start of day at 08:00 may run up to 08:09, always at the same minute for the same assignment.

      Under each moment, Last run shows when it ran and what it did. A moment that is on but has not run yet shows the time it runs for the first time.

      What applies to the whole routine

      • Times are in the time zone of the assignment's AI attendant, shown under the moments.
      • If the assignment has business hours, the routine only talks to contacts within them. A commitment set outside business hours moves to the next business hour. With no business hours, the routine talks at the time agreed with the contact. Set business hours in Handling to avoid messages in the middle of the night.
      • With an open commitment in the conversation, the silence follow-up does not go out. The two never reach the contact together.
      • If the service is down and the moment's time passed more than three hours ago, that day is skipped.
      • End of day uses the agent's own AI model and key, once a day, and rereads up to 30 conversations.
      • When the assignment is off the routine does not run, commitments due in that period are cancelled with no message to the contact, and the Routine tab shows a warning at the top.