RMS AI Front Office for Home & Outdoor Services
Everything you need after install: Voice AI, chat and SMS qualification, missed-call text-back and reactivation — how to make it yours and test it before anything goes live.
Your AI front desk, ready to configure.
This bundle installs a Voice AI receptionist, a Conversation AI lead qualifier for web chat and SMS, missed-call text-back, and a reactivation agent for older leads who gave you consent to text, with the workflows and CRM records behind them. Everything arrives with placeholders. You fill in your business details, connect your number and calendars, and test before anything goes live.
Plan on 60 to 90 minutes. Read step 0 before you publish anything.
No live call test from us. Your phone number and calendars exist only in your account, so place your own test calls and texts with the Test checklist before you go live.
What you need ready.
- An SMS-capable phone number with approved A2P 10DLC registration that covers your use, including re-engagement messages if you use Reactivation.
- Voice AI and Conversation AI enabled. HighLevel bills that usage to you (see Billing notes).
- At least one user to receive human handoffs.
- Consent records for every contact you plan to message.
Everything the install brings in.
| Part | Contents |
|---|---|
| Voice AI receptionist | Agent “RMS Home Services Receptionist” + 4 workflows (folder “RMS Voice”): post-call processor, emergency alert, missed-call text-back, estimate booked. |
| Conversation AI lead qualifier | Bot “RMS Home Services Lead Qualifier” (web chat / SMS) + 5 workflows (folder “RMS Chat”): new-lead instant SMS, qualification and tagging, hot-lead owner alert, estimate booked, no-reply nudge. |
| Optional alternates | Optional speed-to-lead alternates (folder “20 - Lead Response”): “RMS | 20 | Missed Call Recovery - DRAFT” and “RMS | 20 | Speed-To-Lead — DRAFT”. They ship in Draft; see step 6 before publishing either. |
| Reactivation | Bot “RMS FO - Reactivation Agent” (SMS) + 5 workflows (folder “RMS Front Office”): R1 Reactivation Gate (consent check), R2 Sender, R3 Reply Router, R4 STOP Suppression, FO-H Human Handoff. |
| Shared CRM structure | RMS FO custom fields (consent status, source and date, contact time zone, last engaged date, reactivation status, entry source, handoff reason), rms-fo- tags, and custom values. |
| Calendars and knowledge bases | RMS Voice and RMS Chat estimate calendars, “RMS FO - Test Booking”, and knowledge bases with [[…]] FAQ placeholders. |
Eleven steps, in this order.
Menu names can differ slightly between accounts. If you cannot find an item, search the settings for its name or email us.
Set every workflow to Draft
Some RMS Voice and RMS Chat workflows may arrive Published. Open Automation → Workflows and set every RMS Voice, RMS Chat RMS Front Office and 20 - Lead Response workflow to Draft until you finish steps 1–8.
Fill in custom values
RMS Voice / RMS Chat: business name, owner phone and email, hours, service area, booking link. RMS FO values: Send Window Start/End (reference; the window itself is set in R2, see step 7), Daily Cap, Batch, Human Handoff Phone, Cold After Days.
Daily Cap is a reference value only. Nothing in the workflows reads or enforces it, so limit how many contacts you enroll per day yourself.
Set up the calendars
RMS Voice Estimate Calendar and RMS Chat Estimate Calendar: set your time zone, hours and team member, and keep the confirmation email on. “RMS FO - Test Booking” is the reactivation bot’s calendar: set it the same way, or point the bot at your main estimate calendar.
Fill in the knowledge bases
Replace every [[…]] FAQ with your real answers.
Connect the Voice AI agent
Open RMS Home Services Receptionist: connect your number, pick a voice, set the transfer number to your Human Handoff Phone, and replace the [[…]] placeholders. Place a test call.
Set up the Conversation AI bots
RMS Home Services Lead Qualifier (web chat / SMS) and RMS FO - Reactivation Agent (SMS): set Human Handover to your user and keep the “phone before booking” rule. Only one bot should own a channel or contact at a time; the Reactivation Agent should only be active for contacts in R3.
One missed-call text and one new-lead text only
- Missed calls: keep “RMS Voice - Missed Call Text-Back”. Leave the optional alternate “RMS | 20 | Missed Call Recovery - DRAFT” (also in the Speed-to-Lead & Missed-Call Recovery Pack) in Draft.
- New leads: “RMS Chat - New Lead Instant SMS” fires on Contact Created and Form Submitted. “RMS | 20 | Speed-To-Lead — DRAFT” covers the same moment, so keep only one of them published.
Reactivation sending limits
- Send window: R2 uses the contact’s time zone (Workflow Settings → Contact; it falls back to the account zone if the contact has none) and sends only Monday–Saturday, 9:00 AM–7:00 PM.
- Built-in drip: R2 releases 10 contacts every 15 minutes before the opener text (default; adjust the Drip action in R2).
- No daily cap: limit how many contacts you enroll per day.
- Optional extra pacing: enroll with Contacts → Bulk Action (“Add Tag”
rms-fo-react-eligibleor “Add to Workflow” R1) with Drip Mode on.
Reactivation consent
Tag or enroll only contacts who gave you consent to text. Set RMS FO SMS Consent Status, Consent Source and Consent Date, and add the tag rms-fo-consent-sms. Never upload purchased lists. Test with 3–5 contacts you own first.
Publish in this order
R4 STOP Suppression → FO-H Human Handoff → RMS Voice → RMS Chat → R3 → R2 → R1.
Run the test checklist
Run the Test checklist with your own phone. Re-run it after any prompt, calendar or HighLevel AI update.
Test with your own phone and contacts.
Use only your own test phone and test contacts. Record each result before you go live.
Voice
Chat / SMS
Booking
Handoff
Reactivation
If you also own the Speed-to-Lead Pack
Common questions.
Is there a monthly fee from RMS?
No. HighLevel bills its own AI, phone and SMS usage.
Will it work for my trade?
It is built for home and outdoor services. Edit the knowledge base and prompts for other businesses.
Can I message purchased lists?
No. Reactivation is for consented contacts only.
When does Reactivation send?
Monday–Saturday, 9 AM–7 PM in each contact’s time zone, paced by a built-in drip (default 10 every 15 minutes). There is no daily cap; limit enrollments yourself.
Does this include a phone number?
No. Connect your own number with A2P 10DLC registration.
Usage fees are billed separately.
Your purchase covers this template. HighLevel bills usage-based charges separately for Voice AI minutes, Conversation AI replies, and phone and SMS usage.
Compliance: the template includes a consent filter, a Mon–Sat 9 AM–7 PM send window in each contact’s time zone, built-in drip pacing, STOP suppression and enrollment throttling guidance, but you are responsible for your messaging compliance (TCPA, state rules, A2P). It does not guarantee legal or regulatory compliance. Consult your own counsel.
Need help? Email us first.
Support for this product is handled by Revenue Mode Systems. Email is the fastest way to reach us, and it keeps your setup details in one thread. Include your business name, the step you are on, and a screenshot if you can.
No turnaround time or outcome is guaranteed. Results depend on your setup, your testing and your follow-up.