SETUP GUIDE
Welcome To Your
GenieAI
Setup Guide
Your GenieAI account has been set up with a solid foundation. The core structure, automations, pipeline, calendar, forms, and funnel are all in place and ready for you to personalise. This guide explains everything that has been built and walks you through every step you need to take to make it your own.
SETUP GUIDE
Your Path to Success
Getting started is a straightforward process designed to help guide you through seamlessly getting GenieAI up and running in your business. Follow these 15 Steps to unlock the full potential of GeneiAI and begin transforming your business.
Business Details
01
Covers updating your core business details so branding, merge tags, contact info, and social links appear correctly across the system
Configure Your Email
02
Covers setting up and verifying your email sending domain so emails send from your business domain and land in inboxes more reliably
Connect Calendar
03
Covers connecting your calendar, setting availability, and configuring booking rules so appointments sync correctly and avoid conflicts
Personalise Text
04
Covers personalising the missed call text back so callers instantly receive a branded and useful SMS when you miss a call
Review Workflows
05
Covers reviewing, editing, testing, and publishing workflows so automations for leads, replies, and follow-up run properly
Setup Your Funnel
06
Covers connecting a domain to your funnel and updating the funnel page so your lead capture page is branded and live
Review Form
07
Covers reviewing and testing your enquiry form so submissions create contacts, send alerts, and trigger the right workflow actions
Personalise Pipeline
08
Covers tailoring your sales pipeline so stages, colours, lost reasons, and probabilities match your real sales process
Import Contacts
09
Covers preparing and importing your contacts so your database is clean, mapped correctly, and ready for follow-up
Social Media
10
Covers connecting your social media accounts so you can manage and schedule posts from inside the platform
Build Email Templates
11
Covers creating branded email templates so your key emails are consistent, professional, and ready for automation
Custom Fields
12
Covers creating custom fields so you can store and use extra business-specific data on your contacts
Create Your Tags
13
Covers creating tags so contacts can be organised clearly by source, status, campaign, and customer type
Invite Your Team
14
Covers inviting team members and assigning permissions so the right people have access to the right tools and tasks
End-to-End Testing
15
Covers running a full end-to-end test so you can confirm forms, automations, bookings, emails, SMS, and pipeline updates all work before launch
SETUP GUIDE
Stage 1
Covers updating your core business details so branding, merge tags, contact info, and social links appear correctly across the system
Update Your Business Details
01
This is the single most important first step. Your business name, phone, and email are used as merge tags throughout automated messages, calendar confirmations, email footers, and the missed call text-back. If these are wrong, every outbound communication will look unprofessional.
Navigation: Settings → Business Profile
1.1 — Basic Information:
Go to Settings in the left-hand navigation menu
Select Business Profile (sometimes labelled "Sub-Account Settings")
In the Business Information section, update every field:
What To Enter:
- Business Name - Your actual trading name — this is what appears in automated messages
- Email -Your main business email (e.g. hello@yourbusiness.com)
- Phone - Your real business phone number in full international format (e.g. +44 7700 000000)
- Website -Your full website URL including https://
- Address Line 1 -Your street address (remove "tbc")
- City - Your city
- Postcode -Your postcode (currently "b908bg" — update this)
- Country- Should already be GB — confirm this
- Currency -Set to GBP (£) for UK businesses
- Logo Scroll down to the Logo section — upload your company logo (recommended: PNG with transparent background, minimum 400×400px)
1.2 — Save
Click the Save or Update button at the bottom. Allow a few seconds for the changes to propagate across all templates and messages in the system.
SETUP GUIDE
Stage 2
Covers updating your core business details so branding, merge tags, contact info, and social links appear correctly across the system
Configure Your Email Sending Domain
02
This is technically the most important step for ensuring your emails actually reach people's inboxes. Without a verified sending domain, your emails go out from a generic shared domain, which will result in poor deliverability — many will land in spam.
Understanding the Concept
Your sending domain is a subdomain of your main website domain. For example, if your website is www.yourbusiness.com, you would create a subdomain like mail.yourbusiness.com or email.yourbusiness.com specifically for outbound email. You should not use your main root domain (yourbusiness.com) for this, because adding the required MX records to it could interfere with your existing business email service (e.g. Gmail Workspace or Microsoft 365).
A subdomain is safe because it sits alongside your main email setup without conflicting with it.
Navigation: Settings → Email Services
2.1 — Choose Your Subdomain:
Decide on a subdomain prefix. Common choices are:
Subdomain -> Full Address
Mail -> mail.yourbusiness.com
Email -> email.yourbusiness.com
Send -> send.yourbusiness.com
Mg -> mg.yourbusiness.com
Hello -> hello.yourbusiness.com
Pick one that feels right and make a note of it — you'll need it for the DNS steps.
2.2 — Add the Domain in the Platform:
- Go to Settings → Email Services
- Click the Dedicated Domain & IP tab
- Click Add Domain
- Type in your chosen subdomain (e.g. mail.yourbusiness.com)
- Select the region
- Click Add & Verify
The platform will now generate a set of DNS records specifically for your domain. Leave this screen open — you'll copy these records into your domain registrar in the next step
2.3 — Understand the DNS Records You'll Need to Add:
The platform will present you with several DNS records. Here is what each one does:
Record Type What It Is Why It Matters
TXT (SPF) Sender Policy Framework Tells receiving mail servers that the platform is authorised to send email on behalf of your domain
TXT (DKIM) DomainKeys Identified Mail Adds a cryptographic signature to every email — proves the email hasn't been tampered with and genuinely comes from you
MX Records (×2) Mail Exchange Tells the internet where to deliver replies to your emails. You'll typically add two MX records, each pointing to a platform mail server
CNAME (Tracking) Canonical Name Enables click and open tracking on emails to work on your own domain rather than a shared one
2.4 — Add the DNS Records at Your Domain Registrar
Your domain registrar is wherever you purchased your domain name (e.g. GoDaddy, Namecheap, 123-reg, Cloudflare, IONOS, Google Domains). Log into your registrar's control panel and navigate to the DNS Management or DNS Zone Editor section for your domain.
You need to add the following records — use the exact values shown on the platform screen:
TXT Record 1 — SPF:
- Type: TXT
- Host/Name: Your subdomain prefix only (e.g. mail — NOT the full domain, your registrar adds the root automatically)
- Value/Content: v=spf1 include:mailgun.org ~all (use the exact string shown on screen)
- TTL: 3600 (or "Automatic" if that's the default)
TXT Record 2 — DKIM:
- Type: TXT
- Host/Name: A long string provided by the platform (it will look something like pic._domainkey.mail)
- Value/Content: A long key string provided by the platform — copy it exactly, do not break it across lines
- TTL: 3600
MX Record 1:
- Type: MX
- Host/Name: Your subdomain prefix (e.g. mail)
- Value/Content: mxa.mailgun.org (or as shown)
- Priority: 10
- TTL: 3600
MX Record 2:
- Type: MX
- Host/Name: Your subdomain prefix (e.g. mail)
- Value/Content: mxb.mailgun.org (or as shown)
- Priority: 10
- TTL: 3600
CNAME Record — Email Tracking:
- Type: CNAME
- Host/Name: email.mail (i.e. email. followed by your subdomain prefix)
- Value/Content: mailgun.org (or as shown on screen)
- TTL: 3600
⚠️ Common mistakes to avoid:
- Do not enter the full domain in the Host field — most registrars append it automatically. So enter mail not mail.yourbusiness.com
- Do not break the DKIM TXT value across multiple lines — it must be one continuous string
- Do not add records to your root domain (@) — this will break your existing email
- If using Cloudflare, set all records to DNS Only (grey cloud), not Proxied (orange cloud)
2.5 — Wait for DNS Propagation
After saving your DNS records, you need to wait for them to propagate across the internet. This typically takes 15 minutes to 2 hours, though it can occasionally take up to 48 hours.
You can check propagation status using a free tool like dnschecker.org — search for your subdomain and check that the TXT and MX records are appearing globally.
2.6 — Verify the Domain in the Platform
- Return to Settings → Email Services → Dedicated Domain & IP
- Find your domain in the list and click Verify Records
- The platform will check each DNS record and show a green tick ✅ when each one passes
- If any record shows as unverified, double-check the values in your DNS panel and try again after a few minutes
2.7 — Set as Default Sending Domain
Once verified:
- Click the three-dot menu (⋮) next to your domain
- Select Set as Default
- This ensures all outbound emails from the platform use your verified domain
2.8 — Update Your "From" Email Address
- Go to Settings → Business Profile
- Update the Email field to an address on your new sending domain (e.g. hello@mail.yourbusiness.com or a forwarding address)
- Alternatively, in individual email templates and workflows, set the "From Name" to your business name and the "From Email" to your verified subdomain address
2.9 — Send a Test Email
- Go to any Email Template (or create a quick one)
- Use the Send Test option to send to your own inbox
- Check it arrives in your inbox (not spam)
- Click "View Source" or check the email headers — you should see your domain referenced in the DKIM and SPF sections
- Forward it to mail-tester.com if you want a full deliverability score
SETUP GUIDE
Stage 3
Covers connecting your calendar, setting availability, and configuring booking rules so appointments sync correctly and avoid conflicts
Connect Your Calendar
03
Calendars are used to let people book appointments with you, while syncing availability, preventing double-bookings, and triggering follow-up automations
Navigation: Calendars → Calendar Settings → 30 Minute Chat
3.1 — Connect a Google or Outlook Calendar
First, connect your external calendar at the user level (not just the calendar level):
- Go to Settings → Integrations
- Find Google or Outlook and click Connect
- Sign in to your Google/Microsoft account and grant the requested permissions
- Once connected, your personal diary will sync with the platform
Then link it to the booking calendar:
- Go to Calendars
- Click on 30 Minute Chat to edit it
- Scroll to the Team Members section
- Find your user entry and click the settings/edit option for that team member
- Enable Check for conflicts — this stops double-bookings by blocking slots where you're already busy in your external calendar
- Select which external calendar to sync bookings into (Google Calendar or Outlook)
3.2 — Set Your Availability / Working Hours
- In the 30 Minute Chat calendar editor, scroll to Office Hours or Availability
- Set the days and times you want to accept bookings
- Set your booking window — how far in advance someone can book (e.g. no same-day bookings, maximum 6 weeks ahead)
- Set your buffer time if you need preparation time between calls (e.g. 10 minutes after each appointment)
- Set your minimum scheduling notice — how much advance notice is required before someone can book a slot
3.3 — Personalise the Calendar Details
Still in the calendar editor:
- Update the Calendar Name if "30 Minute Chat" doesn't reflect your offering (e.g. "Discovery Call", "Free Consultation", "Strategy Session")
- Update the Description — explain what the call is for and what the prospect should expect
- Update the Confirmation Message — currently reads:
"Thank you for your booking. Please call us on 0121 765 5551 if you have any questions."
Personalise this with your brand voice, add any preparation instructions (e.g. "Please have your latest figures to hand"), and optionally include a Zoom/Teams link if calls are virtual
- Update Event Title if needed — currently set to which shows the contact's name in your diary (this is usually fine)
3.4 — Add Your Team Members
If other staff members will be taking bookings:
- Scroll to Team Members in the calendar editor
- Click Add Team Member
- Select the user (they must already be invited to the account — see Step 14)
- The Round Robin setting will distribute bookings across available team members
SETUP GUIDE
Stage 4
Covers personalising the missed call text back so callers instantly receive a branded and useful SMS when you miss a call
Personalise the Missed Call Text Back
04
Missed Call Text Back in GenieAI automatically sends a text to anyone whose call you miss, helping you respond quickly and recover the lead.
Navigation: Settings → Phone Numbers → (select your number) → Missed Call Text Back
4.1 — Edit the Message
The current default message is:
"Hi this is GenieAI Support, I saw that we just missed your call how can I help?"
To update it:
- Go to Settings → Phone Numbers
- Find your business number and click on it (or click the settings/edit icon)
- Scroll to Missed Call Text Back
- Confirm it is toggled On
- Edit the message text in the box provided
4.2 — Writing a Good Missed Call Text
A strong missed call text should:
- Be sent instantly (the system does this automatically)
- Be brief — under 160 characters if possible (to avoid multi-part SMS)
- Sound human and personal
- Give the contact a clear next action
Example messages:
Hi , sorry we missed your call at GenieAI Support!
We'll be back in touch shortly — or book a time here: [your calendar link]
Hi there! You just called GenieAI Support and we missed you.
Reply here or call us back on 0121 765 5551 — we'd love to help!
Hi , it's GenieAI Support. We just missed your call —
what can we help you with? Reply to this message anytime.
💡 To add your calendar booking link, go to Calendars → 30 Minute Chat → copy the Booking Link and paste it into the message
SETUP GUIDE
Stage 5
Covers reviewing, editing, testing, and publishing workflows so automations for leads, replies, and follow-up run properly
Review & Publish Your Workflows
05
Workflows in GeneiAI automate tasks and follow-ups based on triggers, so leads and customers move through the right actions without manual work.
Navigation: Automation → Workflows
All four workflows are currently in Draft status. This means they exist but are completely inactive — no automation will run until you review, customise, and publish each one.
Here is how to work through each one:
How to Open and Navigate a Workflow:
- Go to Automation → Workflows
- Click on the workflow name to open it in the Workflow Builder
- The canvas shows a visual map of the automation — triggers on the left/top, actions flowing downward
- Click any step (trigger or action) to open its settings panel on the right
- Use the zoom controls at the bottom-left to zoom in/out
- Use the minimap at the bottom-right to navigate large workflows
Workflow 1 — "Lead Generation – Opportunity Created"
Purpose: This is the most important workflow to get right first. It fires when a new lead submits the General Enquiry Form (or is added via the funnel) and automatically creates an opportunity in your Sales Pipeline. This is what connects your lead capture to your CRM.
What to check and customise:
Trigger:
- Click the trigger step at the top
- Confirm the trigger is set to Form Submitted (pointing to "General Enquiry Form") or Contact Created — whichever is appropriate
- If the trigger isn't right, click the trigger name, select the correct one from the list, and configure it
Opportunity Creation Action:
- Find the Create Opportunity or Create/Update Opportunity action in the workflow
- Click on it and check:
Pipeline: Should be set to "Sales Pipeline"
Stage: Should be set to "New Enquiry" (the first stage)
Opportunity Name: Set this to something useful — e.g. – Enquiry
Assigned User: Set to yourself or the relevant team member
Notifications:
- Check whether there is a Send Internal Notification or Send Email action — if so, update the recipient email to your actual address
- Consider adding an SMS Notification to your own phone so you're alerted instantly when a new lead arrives
Lead Acknowledgement (Optional but Recommended):
- If there is a Send Email or Send SMS action directed to the contact, review the message content
- Update it to match your brand voice — this is what the lead receives immediately after submitting their enquiry
- Personalise the "From Name" and "From Email" to your business
Publishing:
- Once you're satisfied, click Save (top right)
- Toggle the Draft / Published switch at the top right from Draft → Published
- Confirm if prompted
Workflow 2 — "Cold Lead Generation"
Purpose: This is an outbound nurture sequence for cold prospects — people who haven't previously engaged with you. It sends a series of messages (likely a mix of SMS and/or email) over several days or weeks to generate interest and responses.
What to check and customise:
Trigger:
- Click the trigger to open it
- This workflow likely needs a trigger such as Tag Added (e.g. when a contact is tagged "Cold Lead") or a manual trigger — confirm this is set up correctly
- If you want this to run automatically, the trigger needs to be clearly defined — e.g. when a contact tag "Cold Lead" is applied
Message Content — SMS Steps:
- Click on each SMS action in the workflow
- In the Message box, rewrite every single message in your own words and brand voice
- Check that each message:
Sounds natural and human
Is personalised using merge tags (e.g. )
References your actual business and offering
Has a clear call to action (e.g. "Would you be open to a quick call?", "Reply YES if this is of interest")
- Keep each SMS under 160 characters to avoid multi-part billing
Message Content — Email Steps (if present):
- Click each email action
- Update the Subject Line to be attention-grabbing and relevant
- Update the From Name to your business name
- Update the From Email to your verified sending domain
- Rewrite the email body to match your voice and offering
Wait Steps:
- Click each Wait step to see the gap between messages
- Adjust the timing to suit your sales cycle — common patterns are Day 1, Day 3, Day 7, Day 14
- Don't contact cold leads too frequently — spacing is important
Do Not Disturb / DND Check:
- Confirm there is an If/Else condition checking whether the contact has replied or opted out before each message — this is best practice
- If no such check exists, consider adding one: Insert an If/Else action before each message checking "Contact DND = False"
Exit Conditions:
- Review what causes a contact to exit this workflow (e.g. they reply, they book a call, they're tagged as "Not Interested")
- Confirm the Remove from Workflow trigger in the companion workflows (below) is linked correctly
Publishing:
- Save the workflow
- Toggle from Draft → Published only after all messages have been rewritten and tested
Workflow 3 — "Customer Replied 'Interested' to Cold Lead Generation Workflow"
Purpose: When a cold lead responds positively (e.g. replies with "interested", "yes", "tell me more") to the Cold Lead Generation sequence, this workflow takes over. It typically stops the cold outreach and moves the lead into a warmer nurture track — often booking a call.
What to check and customise:
Trigger:
- Click the trigger — it should be a Customer Replied trigger, with a filter for the conversation message containing a keyword like "interested", "yes", "tell me more"
- Review the keywords list — add variations you'd expect a real person to use (e.g. "sounds good", "interested", "yes please", "more info", "tell me more", "I'm in")
- The trigger should also have a filter linking it to the Cold Lead Generation workflow — confirm this is set
Remove from Previous Workflow:
- The first action after the trigger should be Remove from Workflow — specifically removing the contact from the "Cold Lead Generation" workflow so they stop receiving cold messages
- Click this action and confirm it is pointing to the correct workflow
Response Message:
- There should be a Send SMS or Send Email action — this is your warm response to their expression of interest
- Rewrite this message to be enthusiastic and prompt them to take the next step
- Example: "Great to hear from you ! I'd love to find a time to chat. You can book a call here: [calendar link] — or just reply and we'll sort something out."
Opportunity Stage Update:
- Look for an Update Opportunity action — it should move the contact's opportunity from "New Enquiry" to "Contacted" or "Call Booked"
- If this action isn't present, consider adding it so your pipeline reflects the lead's progression
Tag Update:
- There may be an Add Tag action — confirm it adds a relevant tag like "Warm Lead" or "Interested" for future filtering
Publishing:
- Save the workflow
- Publish it — but note this workflow should be published at the same time as the Cold Lead Generation workflow, as they work together
Workflow 4 — "Customer Replies (Remove DND)":
Purpose: This is a utility/housekeeping workflow. When a contact who has been placed on Do Not Disturb (DND) replies to any message, it's a clear signal they want to engage — so this workflow automatically removes the DND flag and re-enables communication.
What to check and customise:
Trigger:
- Click the trigger — it should be set to Customer Replied with no specific keyword filter (catches all replies)
- Optionally, you can add a filter: Contact DND = True — so this only fires when a DND contact replies (not every reply)
Remove DND Action:
- Find the Remove DND or Update Contact — DND: Off action
- Confirm it is set to remove DND across all channels, or specify which channels (SMS, Email, etc.)
Optional — Notify Your Team:
- Consider adding a Send Internal Notification action after the DND removal — alerting you that a previously uncontactable lead has now replied and is worth following up with personally
Optional — Add a Tag:
- Add an Add Tag action — e.g. "Re-engaged" — so you can filter and identify contacts who have come back after a period of silence
Optional — Create a Task:
- Add a Create Task action assigned to yourself or a team member — e.g. "Re-engaged contact — follow up within 24 hours" — so no one slips through the net
Publishing:
- Save and publish this workflow — it's lower risk than the others as it only removes a restriction rather than sending messages, so it's safe to publish once the logic has been checked
General Workflow Publishing Checklist:
- Before publishing any workflow, run through this checklist:
- All SMS messages rewritten in your brand voice
- All email messages rewritten with correct From Name and From Email
- Your email domain is verified before publishing any email-sending workflows
- Wait steps are set to appropriate durations for your business
- DND / opt-out checks are in place before every outbound message
- Internal notification steps point to your correct email/phone
- Opportunity pipeline actions point to "Sales Pipeline" with correct stages
- Test the workflow: Use Test Workflow (top right in the builder) — select a test contact and run through it manually
- Toggle to Published when satisfied
SETUP GUIDE
Stage 6
Covers connecting a domain to your funnel and updating the funnel page so your lead capture page is branded and live
Connect a Domain to Your Funnel
06
Connecting a domain to your funnel in GenieAI lets you publish your page on your own branded web address so it looks professional and is ready to send traffic to.
Navigation: Sites → Funnels → General Enquiry Lead Generation
6.1 — Purchase or Connect a Domain:
You have two options:
Option A — Use a subdomain of your existing website:
- Go to Settings → Domains
- Click Add Domain
- Enter your chosen subdomain (e.g. enquire.yourbusiness.com or start.yourbusiness.com)
- The platform will give you a CNAME record to add at your registrar
- Add the CNAME record at your registrar, wait for propagation, then verify
Option B — Purchase a new domain through the platform:
- Go to Settings → Domains
- Select Buy New Domain
- Search for your preferred domain and purchase it directly — it will auto-configure
6.2 — Assign the Domain to the Funnel:
- Go to Sites → Funnels
- Click on General Enquiry Lead Generation
- Click the Settings tab (or gear icon)
- Under Domain, select your connected domain from the dropdown
- Set the Path (e.g. leave as / to make this the root of the domain, or set a specific path)
- Click Save
6.3 — Customise the Funnel Page Content:
- Click Edit on the "Lead Generation" page
- In the page editor, click on each element to edit:
Headline — your main value proposition (e.g. "Get Your Free Consultation Today")
Subheadline — supporting detail
Body copy — any description of your offer
Form — confirm it is pulling in the "General Enquiry Form"
Images — replace any placeholder images with your own photography or brand imagery
Colours — match your brand colours in the design panel
- Add your logo to the header
- Preview the page on mobile and desktop before going live
- lick Save and then Publish the page
SETUP GUIDE
Stage 7
Covers reviewing and testing your enquiry form so submissions create contacts, send alerts, and trigger the right workflow actions
Review the General Enquiry Form
07
Enquiry forms in GenieAI capture new leads and route their details into your CRM, automations, and follow-up process so you can respond quickly and consistently.
Navigation: Sites → Forms → General Enquiry Form
- Click Edit on the General Enquiry Form
- Review the fields — confirm you are collecting the right information:
First Name ✅
Last Name ✅
Email ✅
Phone ✅
Any additional fields relevant to your business (e.g. enquiry type, message, how did you hear about us)
- To add a new field, click Add Element and choose from the field types (text, dropdown, checkbox, textarea, etc.)
- Click on the Notifications or Options tab within the form editor
- Set the submission notification email to your real email address — this is what sends you an alert when someone fills in the form
- Set the Thank You / Redirect behaviour — either show a thank you message or redirect to a thank you page after submission
- Click Save
Test the form:
- Open the form in a browser (use the Preview or share link)
- Fill it in with your own details
- Confirm:
A new contact appears in GenieAI under Contacts
You receive the notification email
The "Lead Generation – Opportunity Created" workflow fires and creates an opportunity in the Sales Pipeline
SETUP GUIDE
Stage 8
Covers tailoring your sales pipeline so stages, colours, lost reasons, and probabilities match your real sales process
Personalise the Sales Pipeline
08
Pipelines in GenieAI are visual stages that help you track leads, deals, or customers through your sales or onboarding process from start to finish.
Navigation: Opportunities → Pipelines → Sales Pipeline
8.1 — Review Stage Names:
The 8 stages are a good general template. Rename any that don't match your process:
- Click the Pipelines settings (gear icon or Edit Pipeline option)
- Hover over each stage name to rename it
- Drag stages to reorder if needed
8.2 — Add Colours:
- Click on each stage
- Assign a colour — use a logical progression (e.g. blue → green → dark green for Won, red for Lost)
8.3 — Set Up Lost Reasons:
- In the Pipeline settings, find Lost Reasons
- Click Add Reason and create options relevant to your business, for example:
Price too high
Chose a different provider
No budget at this time
Couldn't make contact
Project cancelled
Wrong timing — follow up later
- These appear as a dropdown when you mark an opportunity as Lost — essential for accurate reporting
8.4 — Configure Opportunity Probability (Optional):
The pipeline currently has auto-calculated win probabilities per stage. To adjust:
- Click each stage
- Set the win probability % — this is used in revenue forecasting
- For example: New Enquiry = 5%, Contacted = 15%, Call Booked = 30%, Quote Sent = 50%, Follow Up = 65%, Won = 100%, Lost = 0%
SETUP GUIDE
Stage 9
Covers preparing and importing your contacts so your database is clean, mapped correctly, and ready for follow-up
Import Your Contacts
09
Importing contacts in GenieAI lets you upload a CSV to quickly add or update leads, map fields correctly, and optionally bring in opportunities at the same time.
Navigation: Contacts → Import
9.1 — Prepare Your CSV File:
Before importing, clean your contact list in Excel or Google Sheets:
Column Format Notes
First Name Text
Last Name Text
Email Lowercase, valid format
Phone International format: +44 7700 000000
Tags Comma separated if multiple: "Past Customer, Newsletter"
Any custom fields Match the field names you'll create in the system
Remove duplicates, fix formatting issues, and save as .csv (not .xlsx)
9.2 — Run the Import:
- Go to Contacts
- Click Import (top right)
- Upload your CSV file
- On the mapping screen, match each column in your file to the correct field in GenieAI
- Review the preview to confirm the mapping looks correct
- Choose whether to skip or update duplicates (contacts matched by email or phone)
- Click Import
9.3 — After Import:
- Go to Contacts and filter by Date Added = Today to review the imported contacts
- Spot-check a handful of records for accuracy
- Apply any bulk tags needed (e.g. select all and tag as "Imported – May 2026")
SETUP GUIDE
Stage 9
Covers preparing and importing your contacts so your database is clean, mapped correctly, and ready for follow-up
Import Your Contacts
09
Importing contacts in GenieAI lets you upload a CSV to quickly add or update leads, map fields correctly, and optionally bring in opportunities at the same time.
Navigation: Contacts → Import
9.1 — Prepare Your CSV File:
Before importing, clean your contact list in Excel or Google Sheets:
Column Format Notes
First Name Text
Last Name Text
Email Lowercase, valid format
Phone International format: +44 7700 000000
Tags Comma separated if multiple: "Past Customer, Newsletter"
Any custom fields Match the field names you'll create in the system
Remove duplicates, fix formatting issues, and save as .csv (not .xlsx)
9.2 — Run the Import:
- Go to Contacts
- Click Import (top right)
- Upload your CSV file
- On the mapping screen, match each column in your file to the correct field in GenieAI
- Review the preview to confirm the mapping looks correct
- Choose whether to skip or update duplicates (contacts matched by email or phone)
- Click Import
9.3 — After Import:
- Go to Contacts and filter by Date Added = Today to review the imported contacts
- Spot-check a handful of records for accuracy
- Apply any bulk tags needed (e.g. select all and tag as "Imported – May 2026")
SETUP GUIDE
Stage 10
Covers connecting your social media accounts so you can manage and schedule posts from inside the platform
Connect Social Media Accounts
10
Connecting social media accounts in GHL lets you link your profiles so you can schedule posts and manage social activity from one place.
Navigation: Marketing → Social Planner → New Account
For each platform, click Connect and go through the OAuth flow:
Platform:
Connect the Facebook Page (not your personal profile). You must be an admin of the Page.
Must be an Instagram Professional Account (Business or Creator). It must be linked to your Facebook Page. Connect via the Facebook OAuth flow.
Connect either your personal LinkedIn Profile or your Company Page. Company page requires you to be a Page admin.
Google Business Profile
Connect to post updates and offers directly to your Google listing.
TikTok
Connect your TikTok Business account if applicable.
Once connected, you can start scheduling posts from Marketing → Social Planner → Create Post.
SETUP GUIDE
Stage 11
Covers creating branded email templates so your key emails are consistent, professional, and ready for automation
Build Email Templates
11
Email templates in GenieAI let you create branded, reusable messages for enquiries, follow-ups, confirmations, and newsletters so your communications stay consistent and professional.
Navigation: Marketing → Emails → Templates
11.1 — Create a Master Brand Template First:
Before writing individual emails, create a master template that includes:
- Your branding in the header
- Your brand colours
- A standard footer with your business name, address, phone, and an unsubscribe link
- Social media icons linking to your profiles
To do this:
- Click Create New Template
- Choose Drag & Drop Builder
- Build your header section (logo + banner colour)
- Build your footer section (contact details, unsubscribe, social links)
- Leave the body area empty — you'll duplicate this template for each email you create
- Name it "⭐ Master Template" and save it
11.2 — Essential Templates to Create:
Duplicate your master template for each of these and add the body content:
Template Name : Welcome / Enquiry Acknowledgement
Purpose: Sent immediately when a lead enquires
Key Contents: Thank them, set expectations, introduce your business, call to action (book a call)
Template Name : Discovery Call Confirmation
Purpose: Sent when someone books the 30 Minute Chat
Key Contents: Confirm date/time, preparation instructions, Zoom link if applicable, contact details
Template Name : Quote / Proposal Follow-Up
Purpose: Sent after you've sent a quote
Key Contents: Reference the quote, address common objections, clear CTA to proceed
Template Name : Re-engagement
Purpose: For leads who went cold
Key Contents: Light-touch check-in, new value/insight, easy CTA
Template Name : Newsletter
Purpose: Regular communication to your list
Key Contents: Company news, tips, offers, client stories
11.3 — Workflow Email Templates:
- For each email action inside your workflows:
- Open the workflow
- Click the email action
- Either select a saved template or write inline
- Always set:
From Name: Your name or business name
From Email: Your verified sending domain address
Reply-To: Your main inbox email
SETUP GUIDE
Stage 12
Covers creating custom fields so you can store and use extra business-specific data on your contacts
Set Up Custom Fields
12
Custom fields in GenieAI let you capture and store extra information about each contact, so you can qualify leads, segment your audience, and personalise your follow-up.
Navigation: Settings → Custom Fields
Examples:
Field Name: Industry
Type: Dropdown
Used For:Segmenting contacts by sector
Field Name: Budget
Type: Currency
Used For:Qualifying leads
Field Name: Referral Source
Type: Dropdown
Used For:Attribution reporting
Field Name: Company Name
Type: Text
Used For:B2B businesses
Field Name: Job Title
Type: Text
Used For:B2B contact management
Field Name: Date of Last Purchase
Type: Date
Used For:Re-engagement timing
Field Name: Service Interest
Type: Multi-select
Used For:Matching to the right offer
To create a custom field:
- Go to Settings → Custom Fields
- Click Add Field
- Select the field type (Text, Number, Date, Dropdown, Checkbox, etc.)
- Name it clearly
- For dropdowns/multi-select, add all your options
- Click Save
Once created, these fields can be added to forms, used as merge tags in messages, and used as filters in contact searches and workflow conditions.
SETUP GUIDE
Stage 13
Covers creating tags so contacts can be organised clearly by source, status, campaign, and customer type
Create Your Tags
13
Tags in GenieAI let you label and organise contacts by status, source, or campaign so you can segment people, trigger automations, and follow up more effectively.
Navigation: Settings → Tags (or create on the fly on any contact record)
Plan your tag taxonomy before creating them. Think in categories:
Lead Status Tags:
New Lead
Warm Lead
Hot Lead
Not Interested
Re-engaged
Lead Source Tags:
Website Enquiry
Referral
Social Media
Paid Ads
Cold Outreach
Customer Status Tags:
Active Customer
Past Customer
VIP
Campaign Tags:
Cold Sequence – Active
Newsletter Subscriber
Event Attendee
Create tags by going to Settings → Tags → Add Tag, or simply type a new tag name directly on any contact record and it will be created automatically.
SETUP GUIDE
Stage 14
Covers inviting team members and assigning permissions so the right people have access to the right tools and tasks
Invite Your Team
14
Setting up your team in GenieAI lets you invite the right people, assign permissions, and make sure everyone has access to the calendars, pipelines, and notifications they need.
Navigation: Settings → Team → Invite User
- Click Add Employee or Invite User
- Enter their name, email, and select their Role:
Role: Admin
Permissions: Full access to all settings and features
Role: User
Permissions: Access to contacts, conversations, calendar — limited settings access
- Click Send Invitation — they'll receive an email with a link to set their password
- Once they've accepted, go back to Settings → Team and assign them:
Their Calendar — add them as a team member on the 30 Minute Chat calendar
Their Pipeline assignments — set which pipelines they can see
Their Notification preferences
SETUP GUIDE
Stage 15
Covers running a full end-to-end test so you can confirm forms, automations, bookings, emails, SMS, and pipeline updates all work before launch
Full End-to-End Test
15
Once all the above steps are done, run this test checklist before going live:
Test 1 — Lead Capture:
- Open the funnel in an incognito/private browser window
- Fill in the General Enquiry Form with a test email address you control
- Submit the form
- Confirm a new contact is created in CRM → Contacts
- Confirm the "Lead Generation – Opportunity Created" workflow fires
- Confirm a new opportunity appears in the Sales Pipeline under "New Enquiry"
- Confirm you receive the internal notification email/SMS
Test 2 — Automated Response:
- Confirm the contact receives an acknowledgement email or SMS
- Check the email arrives in inbox (not spam)
- Check the email looks correct — logo, branding, wording
Test 3 — Calendar Booking:
- Open the 30 Minute Chat booking link in a browser
- Book a test appointment for a future date/time
- Confirm the appointment appears in GenieAI under Calendars → Appointments
- Confirm it appears in your connected Google/Outlook calendar
- Confirm the confirmation message is sent to the booking contact
Test 4 — Email Deliverability:
- Send a test email using a template
- Confirm it arrives in inbox (not spam)
- Check the sender name and email address are correct
Test 5 — Missed Call Text Back:
- Call your business number from a mobile phone and let it ring without answering
- Confirm the missed call text is sent within 60 seconds
- Confirm the message wording is correct and uses your real business name
Test 6 — Pipeline Flow:
- Manually move a test opportunity through each stage of the Sales Pipeline
- Confirm the stage changes save correctly
- Mark a test opportunity as "Lost" and select a lost reason
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