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Welcome to Aidan

This guide shows how our done-with-you process works, what to expect inside your dashboard, and how to request updates from the Aidan team. Use it as a companion to strategy calls so you always know where to review, adjust, and approve campaigns.
Your Aidan success manager will share workspace access once onboarding is complete. Need credentials resent? Email [email protected] and we’ll take care of it for you.

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Partnering With Us

1

Kickoff & Workspace Tour

Meet your strategist, align on goals, and review the dashboards we maintain on your behalf. We’ll confirm integrations, telephony, and compliance during this call.
2

Blueprint & Build

Our team drafts conversation blueprints, configures voice or chat agents, and shares preview links. You’ll focus on feedback—tone, offers, FAQs—while we handle the updates.
3

Launch, Monitor & Iterate

Once you approve, we launch campaigns and monitor performance. Use this doc to see where transcripts, scoring, and tooling live so you can request optimizations anytime.

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Understanding the Dashboard

Your dashboard is command central for the campaigns we manage together. We keep everything configured; you get real-time transparency.
Monitor performance at a glance with real-time data on contacts, calls, conversations, and status breakdowns. We review these numbers in your recurring strategy sessions and flag outliers proactively.
See every interaction we drive. We can import audiences for you or connect live syncs—just let us know which CRM segments to target.
Track every outbound call with cost, duration, and outcome. We manage queue settings and concurrency so your agents never overwhelm phone lines.
Every call is automatically rated from 0% to 100% based on performance metrics, helping you optimize your agents over time.

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Connect GoHighLevel (Optional)

Aidan offers native GoHighLevel integration to seamlessly sync contacts, trigger workflows, and manage conversations within your CRM. We configure the connection for you; this section simply explains what we’ll have in place.
The GoHighLevel integration is optional but highly recommended if your team uses GHL for sales or service automation.

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Setting Up Your Integration

For a complete step-by-step guide on connecting your GoHighLevel account, including screenshots and troubleshooting, see our GoHighLevel Integration Guide.

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What You Can Do With GHL Integration

Send AI Call Action

Trigger outbound AI calls directly from GHL workflows with pre-filled contact data.

AI Call Completed Trigger

Automate follow-up workflows based on call status, outcomes, and agent responses.

Contact Sync

Keep contacts synchronized between Aidan and GoHighLevel in real-time.

Conversation History

All AI calls and chats automatically appear in the contact’s GHL conversation timeline.
Want new automations? Drop a note to your strategist with the workflow goal and we’ll configure the GHL pieces for you.

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Collaborating on Your Agents

Agents are the core of Aidan. We handle the configuration end-to-end—use the checklists below to share updates, assets, or preferences so we can implement them quickly.
Perfect for inbound receptionist duties or outbound calling campaigns. Handle calls 24/7 with natural conversation.

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Step 1: Set Your Agent Prompt

The Prompt is the backbone of your agent’s behavior — what it says, how it handles objections, and what outcomes it aims for.
1

Describe the Goal

Share the objective with your strategist (e.g., “Qualify solar leads and book appointments”). We translate that into a full prompt using refined frameworks.
2

Review & Approve

We’ll send you a preview call or transcript. Provide tone tweaks or objection handling notes and we’ll update the prompt for you.

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Step 2: Add Tools

We wire in the right actions—let us know which systems you want involved:

Calendar Booking

Book appointments via Cal.com or GoHighLevel calendars

Send SMS

Send follow-up text messages during or after calls

Send Email

Trigger email sequences based on call outcomes

CRM Actions

Update contact fields, add tags, or trigger workflows

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Step 3: Build Your Knowledge Base

We curate knowledge sources so answers stay accurate. Send us the assets we should include:
Send PDFs, documents, or text files with product info, FAQs, or pricing details and we’ll import them.
Share website URLs and our team will scrape and format the content using Firecrawl.
Provide any custom instructions or messaging in plain text and we’ll add it to the knowledge base.

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Step 4: Configure Voice Settings

Tell us how you want the agent to sound and behave; we’ll configure the settings accordingly:
Let us know the tone you’re after (professional, upbeat, regional accent, etc.). We’ll shortlist voices from our 1,000+ library and send samples for approval.
We’ll pick the model that balances speed, reasoning, and cost for your campaign—and explain the trade-offs during review.
Want office ambience or a silent line? Tell us and we’ll make it feel natural.
Provide the greeting or intro you prefer; we’ll script and implement it.
Share escalation paths and phone numbers so we can configure intelligent transfers on your behalf.

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Testing & Sharing

1

Internal QA

We stress-test every workflow before sharing it. You’ll receive annotated transcripts and recordings to review.
2

Stakeholder Previews

We’ll generate demo links (web call or phone call) so your stakeholders can experience the agent. Collect feedback and send it our way.
3

Go Live & Monitor

After approval, we push the agent live, monitor performance, and keep you updated through recurring calls and dashboards.

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Pre-Built Tools Library

Our team activates and maintains the right tools—no coding required on your side:

GoHighLevel

Native CRM integration with workflow automation and contact sync—we configure triggers and custom actions.

Cal.com

Seamless appointment booking directly from conversations; we manage event types and calendars.

Twilio

Voice calling and SMS messaging infrastructure, maintained and monitored by our telephony specialists.

Sendgrid

Email delivery and automated follow-ups—we’ll set templates and handle sender authentication.

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Workspace Management

We maintain business details, connected numbers, and integrations. Let us know when branding or compliance info changes.
Need additional users? Tell your strategist and we’ll provision access with the right permissions.
Review call and chat volume anytime. We’ll translate the data into actionable recommendations during check-ins.

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Next Steps

Schedule a Setup Call

Book time with your strategist to plan your agent rollout.

Support

Contact the Aidan team if you need help or have questions.