Complete Setup Guide

Everything you need to go from zero to live in one sitting. Follow each step in order and your bot will be booking appointments by the end.

Jump To Section
Step 1
Choose Your Path
Step 2
Account & Subscription
Step 3
Dashboard Overview
Step 4
Connect Your CRM
Step 5
Configure Your Bot
Step 6
Set Up Webhooks
Step 7
Twilio SMS (Optional)
Step 8
Test Everything
Step 9
Voice AI (Optional)
Step 10
Go Live
1

Choose Your Setup Path

There are two ways to get started. Pick the one that matches your situation.

Path A: LeadConnector Marketplace

Best for users who already have a LeadConnector account. The install handles OAuth, tokens, and Location ID automatically.

This path is for you if:
  • You use LeadConnector as your CRM
  • You want a one-click install with no manual configuration
  • You manage leads inside your LeadConnector sub-account
Path B: Direct Registration

Best for users on Salesforce, HubSpot, Pipedrive, Zoho, Insureio, or Zapier. You register directly, subscribe, then connect your CRM.

This path is for you if:
  • You use a CRM other than LeadConnector
  • You want to connect via API keys and webhooks
  • You want to use Zapier to bridge any unsupported CRM
2

Create Your Account & Subscribe

Path A: Marketplace Install
  1. Log into your LeadConnector account at app.leadconnectorhq.com.
  2. In the left sidebar, click Marketplace.
  3. In the search bar at the top, type "Insurance Grok Bot" and press Enter.
  4. Click on the InsuranceGrokBot listing to open the details page.
  5. Click the green Install button.
  6. A permissions dialog will appear. You need to approve access to:
    • Contacts — so the bot can look up and create leads
    • Calendars — so the bot can read free slots and book appointments
    • Conversations — so the bot can read and send messages
    • Locations — so the bot can identify your sub-account
  7. Click Approve. You will be redirected to InsuranceGrokBot.
  8. On the redirect page, you'll be asked to set a password. Choose a strong password and confirm it.
  9. You'll be taken to the Stripe checkout page. Choose your plan:
    Individual
    $98.99/mo
    Solo agents
    Agency Starter
    $797.99/mo
    Up to 14 sub-accounts
    Agency Pro
    $1,597.99/mo
    Unlimited sub-accounts
  10. Complete the Stripe checkout. All plans include a 7-day free trial.
  11. After checkout, you'll be redirected to your Dashboard. Your Location ID, OAuth tokens, and CRM User ID are already filled in automatically.
If the redirect fails or you close the tab prematurely, don't worry. Go to Login and sign in with the email from your LeadConnector account. Visit Setup Progress to see exactly where you left off.
Path B: Direct Registration
  1. Go to Register.
  2. Enter your email address and choose a password.
  3. Click Create Account.
  4. You'll be redirected to the Stripe checkout page. Choose your plan (same three tiers as above).
  5. Complete the Stripe checkout. 7-day free trial included.
  6. After checkout, you'll land on your Dashboard. Since you didn't install via Marketplace, your dashboard will show empty fields that need to be filled in manually.
Make sure you use the same email address for both registration and Stripe checkout. If they don't match, the system can't link your payment to your account.
3

Understand Your Dashboard

Your dashboard is the control center for everything. Here's what each section does.

Bot Config Tab

This is where you set up the bot's identity and behavior. It contains:

  • Location ID — Your CRM sub-account identifier. Auto-filled if you installed via Marketplace.
  • Calendar — Which calendar the bot books appointments on. You must click "Load" to fetch your calendars, then select one.
  • CRM User ID — The user account the bot sends messages as (LeadConnector only).
  • Timezone — Must match your business hours. Times shown to leads depend on this.
  • Bot First Name — The name the bot uses in conversation (e.g., "Sarah", "Mike").
  • Initial Message — The first outreach message the bot sends to new leads.
Connect Tab

This is where you connect your CRM and configure integrations:

  • Webhook URL — Your unique endpoint URL. Copy this and paste it into your CRM's webhook settings.
  • CRM Selection — Click a CRM button to see its setup guide and configuration fields.
  • Save & Test — Enter your API credentials, save, then test the connection.
  • Built-In Intelligence — Shows the 270+ carrier database, live underwriting, and webhook API that work automatically.
Logs Tab

Real-time activity log showing every event:

  • webhook_received — An inbound message arrived
  • booking_attempt / booking_success / booking_failed — Appointment booking lifecycle
  • message_sent / message_failed — Outbound SMS status
  • error — Something went wrong (check details for specifics)
  • Filter by event type and status. 50 logs per page with pagination.
Workflows Tab

Step-by-step guides for setting up CRM automations:

  • Re-Engage Workflow — 7-step guide for building a lead re-engagement automation in LeadConnector
  • SMS Reply Workflow — 3-step guide for routing inbound SMS replies to the bot's webhook
Billing Tab

Manage your subscription via Stripe:

  • View your current plan and billing period
  • Open the Stripe portal to update payment methods
  • Cancel or change your subscription anytime
Sidebar

Quick-access panel on the left side:

  • System Params — Read-only display of your Location ID, Access Token, and Refresh Token
  • Operator Profile — Your name, phone, and bio (displayed to leads)
  • Connect LeadConnector button — Starts the OAuth flow
4

Connect Your CRM

Click the tab for your CRM below. Follow every step exactly.

LeadConnector

Native integration. Deepest feature set. SMS, calendar, contacts, and OAuth all work out of the box.

If you installed via Marketplace (Path A):

Your OAuth tokens, Location ID, and CRM User ID were set automatically during install. You can verify them in the sidebar of your dashboard under "System Params". If all three show values (not blank), you're connected. Skip to Step 5.

If you registered directly (Path B) and want to use LeadConnector:
  1. On your dashboard, look for the green "Connect Lead Connector" button in the sidebar.
  2. Click it. You'll be redirected to LeadConnector's OAuth authorization page.
  3. Select the sub-account (location) you want to connect. This is important if you have multiple locations.
  4. Click Approve. You'll be redirected back to your dashboard.
  5. Your Location ID, Access Token, and Refresh Token will now be filled in automatically.
  6. Verify them in the sidebar under "System Params". All three should show values.
Finding your CRM User ID:
  1. In LeadConnector, go to Settings → My Staff (or Team Management).
  2. Click on your user profile.
  3. The User ID is in the browser URL: ...users/YOUR_USER_ID
  4. Copy it and paste it into the CRM User ID field on your dashboard's Bot Config tab.
  5. Click Save Configuration.
Salesforce

OAuth 2.0 integration. Requires a Connected App in Salesforce. SMS goes through Twilio.

Step 4a: Create a Connected App in Salesforce
  1. Log into Salesforce and go to Setup (gear icon → Setup).
  2. In the Quick Find box, search for "App Manager" and click it.
  3. Click New Connected App in the top right.
  4. Fill in the required fields:
    • Connected App Name: InsuranceGrokBot
    • API Name: InsuranceGrokBot (auto-fills)
    • Contact Email: your email address
  5. Under API (Enable OAuth Settings), check the box.
  6. Set the Callback URL to: https://login.salesforce.com/services/oauth2/callback
  7. Under Selected OAuth Scopes, add:
    • Full access (full)
    • Perform requests at any time (refresh_token, offline_access)
    • Manage user data via APIs (api)
  8. Click Save. Wait 2-10 minutes for Salesforce to register the app.
  9. After it's ready, go back to App Manager, find your app, click the dropdown arrow, and select View.
  10. Copy the Consumer Key (this is your Client ID) and click Reveal to copy the Consumer Secret.
Step 4b: Get your Access Token and Refresh Token
  1. The easiest way is to use Salesforce Workbench: go to workbench.developerforce.com
  2. Select your environment (Production or Sandbox), accept the terms, and click Login with Salesforce.
  3. Authorize the app. After authorization, note the Access Token and Refresh Token from the OAuth response.
  4. Alternatively, your IT team can generate tokens via the standard OAuth2 authorization code flow.
Step 4c: Enter credentials in InsuranceGrokBot
  1. Go to your Dashboard → Connect tab.
  2. Click the Salesforce button.
  3. Fill in the configuration fields:
    • Instance URL: https://yourorg.my.salesforce.com (check your browser URL bar when logged into Salesforce)
    • Access Token: paste from Step 4b
    • Refresh Token: paste from Step 4b
    • Client ID: Consumer Key from Step 4a
    • Client Secret: Consumer Secret from Step 4a
  4. Click Save Configuration.
  5. Click Test Connection. You should see a green success message.
Salesforce tokens auto-refresh. You only need to enter them once. The system uses your Refresh Token and Client credentials to obtain new Access Tokens automatically when they expire.
HubSpot

Private App integration. Simple token-based auth. SMS goes through Twilio.

Step 4a: Create a Private App
  1. Log into HubSpot and go to Settings (gear icon).
  2. In the left sidebar, navigate to Integrations → Private Apps.
  3. Click Create a private app.
  4. Give it a name (e.g., "InsuranceGrokBot") and optionally a description.
  5. Go to the Scopes tab and enable:
    • crm.objects.contacts.read and crm.objects.contacts.write
    • crm.objects.deals.read and crm.objects.deals.write
    • sales-email-read (optional, for email tracking)
  6. Click Create app and then Continue creating in the confirmation dialog.
  7. Copy the Access Token shown on the next page. This is the only time it's fully visible, so save it securely.
Step 4b: Find your Owner ID (optional but recommended)
  1. In HubSpot, go to Settings → Users & Teams.
  2. Click on your name. In the URL bar, you'll see: ...users/YOUR_OWNER_ID
  3. Copy this number. It's used to assign meetings to you when the bot books appointments.
Step 4c: Enter credentials in InsuranceGrokBot
  1. Go to your Dashboard → Connect tab.
  2. Click the HubSpot button.
  3. Paste your Access Token and (optionally) your Owner ID.
  4. Click Save Configuration, then Test Connection.
Pipedrive

API token integration. New contacts automatically get a deal created. SMS goes through Twilio.

  1. Log into Pipedrive and go to Settings (gear icon in top right).
  2. Navigate to Personal Preferences → API.
  3. Copy your Personal API Token.
  4. Note your Company Domain. This is the subdomain part of your Pipedrive URL. If your URL is yourcompany.pipedrive.com, your domain is yourcompany.
  5. Go to your Dashboard → Connect tab.
  6. Click Pipedrive.
  7. Enter your Company Domain and API Token.
  8. (Optional) Enter your User ID, Pipeline ID, and Stage ID if you want deals assigned to a specific pipeline and stage.
  9. Click Save Configuration, then Test Connection.
Pipedrive automatically creates a Deal for every new contact the bot creates. Messages are logged as Notes on the Person record.
Zoho CRM

OAuth 2.0 integration with auto token refresh. Zoho tokens expire every hour so a Refresh Token is mandatory.

Step 4a: Create a Self Client in Zoho API Console
  1. Go to Zoho API Console and log in.
  2. Click Add Client → select Self Client.
  3. Copy your Client ID and Client Secret from the Client Secret tab.
Step 4b: Generate tokens
  1. In the API Console, go to the Generate Code tab.
  2. Enter scopes: ZohoCRM.modules.ALL,ZohoCRM.users.READ
  3. Set a description and choose your data center region.
  4. Click Create to generate a Grant Token.
  5. Use the Grant Token to request an Access Token and Refresh Token:
    • Make a POST request to: https://accounts.zoho.com/oauth/v2/token
    • Parameters: grant_type=authorization_code, client_id, client_secret, code=YOUR_GRANT_TOKEN
    • The response contains your access_token and refresh_token.
Step 4c: Enter credentials
  1. Go to your Dashboard → Connect tab → Zoho CRM.
  2. Enter: Client ID, Client Secret, Access Token, Refresh Token, and your Data Center (com, eu, in, com.au, or jp).
  3. Click Save Configuration, then Test Connection.
The Refresh Token is required. Zoho access tokens expire every hour. Without a refresh token, the connection will break after 60 minutes.
Zapier (Universal Connector)

Use Zapier to connect any CRM or app that isn't directly supported. Works via webhook relay.

  1. Log into Zapier.
  2. Click Create Zap.
  3. For the Trigger, choose "Webhooks by Zapier" → "Catch Hook".
  4. Zapier will give you a unique Catch Hook URL. Copy this URL.
  5. Go to your Dashboard → Connect tab → Zapier.
  6. Paste the Catch Hook URL into the Webhook URL field.
  7. (Optional) Create separate Zaps for bookings, messages, and contacts with their own hook URLs.
  8. Click Save Configuration.
  9. Back in Zapier, click Test trigger to receive sample data (you may need to send a test message first).
  10. Add your Action steps (e.g., create record in your CRM, send email, log to Google Sheets, etc.).
  11. Important: Create a second Zap that routes inbound messages from your CRM to the InsuranceGrokBot webhook URL shown on your Connect tab.
Insureio

Insurance-specific CRM integration. API key based. SMS goes through Twilio.

  1. Log into your Insureio account.
  2. Go to Account Settings → API and copy your API Key.
  3. Navigate to your Brands section and note your Brand/Profile ID. This is required for lead creation.
  4. (Optional) Note your Subdomain if your Insureio account uses a custom subdomain.
  5. Go to your Dashboard → Connect tab → Insureio.
  6. Enter your API Key, Brand ID, and (optionally) Subdomain.
  7. Click Save Configuration, then Test Connection.
Insureio doesn't have a native calendar API. For appointment booking, add a Booking Webhook URL (e.g., Calendly or Acuity) in your integration settings. The bot will send booking data to that URL.
5

Configure Your Bot

Go to your Dashboard → Bot Config tab and set each field.

A. Select Your Calendar
  1. On the Bot Config tab, find the Calendar dropdown.
  2. Click the "Load" button next to it. This fetches all calendars from your connected CRM.
  3. If you see "None" or an empty list, you need to create a calendar in your CRM first. In LeadConnector, go to Calendars in the sidebar and create one.
  4. Select the calendar you want the bot to use for booking appointments.
  5. Make sure the calendar has available hours configured. The bot can only book during your available slots. If no availability is set, the bot has nothing to offer.
B. Set Your Timezone
  1. Select the timezone that matches your business operating hours.
  2. This affects how the bot displays available time slots to leads.
  3. Common US timezones:
    • America/New_York — Eastern
    • America/Chicago — Central
    • America/Denver — Mountain
    • America/Los_Angeles — Pacific
  4. Make sure this matches your CRM calendar's timezone. Mismatched timezones will show wrong appointment times.
C. Set Bot Name & Initial Message
  1. Bot First Name: Enter a natural first name. This is how the bot introduces itself (e.g., "Hey, this is Sarah..."). Use a real-sounding name, not "InsuranceBot".
  2. Initial Message: This is the very first text the bot sends to a new lead. Keep it short, conversational, and curiosity-driven. The bot uses this as the opening line and builds from there.
  3. If you leave Initial Message blank, the bot will generate its own opening based on the lead's profile and the outreach strategy.
D. Operator Profile (Sidebar)
  1. In the sidebar, fill in your Name, Phone, and Bio.
  2. The bot uses this information as context. For example, your bio might say "Licensed life insurance agent specializing in term and whole life" and the bot will reference that expertise naturally in conversations.

Click "Save Configuration" when everything is set.

6

Set Up Webhooks in Your CRM

This is the step that actually connects your CRM to the bot. When a lead sends a message, your CRM needs to forward it to InsuranceGrokBot's webhook URL.

Your unique webhook URL is displayed on the Connect tab of your dashboard. It looks like: https://yourdomain.com/webhook. Copy this URL and use it in the instructions below.
LeadConnector
  1. In LeadConnector, go to Automation → Workflows.
  2. Click Create Workflow → Start from Scratch.
  3. Add a Trigger: select "Customer Replied". This fires every time a lead sends an inbound SMS.
  4. Filter the trigger by Reply Channel: SMS (so email replies don't trigger the bot).
  5. Add an Action: select "Webhook" (under External Communications).
  6. Set the Method to POST.
  7. Paste your InsuranceGrokBot webhook URL from the Connect tab.
  8. Under Body, ensure it sends the default LeadConnector payload (contact name, phone, message, etc.).
  9. Click Save, then Publish the workflow.
  10. Test it: Send a test SMS to your LeadConnector number. Check your InsuranceGrokBot Logs tab to see if the webhook arrived.
Salesforce
  1. In Salesforce, go to Setup → Process Automation → Flows (or use Apex Triggers if preferred).
  2. Create a Record-Triggered Flow on the Task or EmailMessage object (depending on how inbound messages arrive).
  3. Add a Send HTTP Request action pointed at your webhook URL.
  4. Set the method to POST and the content type to application/json.
  5. Map the lead's phone, name, and message body into the JSON payload.
  6. Activate the Flow.
HubSpot
  1. In HubSpot, go to Automation → Workflows.
  2. Create a Contact-based workflow.
  3. Set the Trigger: "Contact property changed" (choose a property that updates when a message arrives, like "Last Activity Date" or a custom property).
  4. Add an Action: choose "Send a webhook" (this requires Operations Hub or a webhook action via the API).
  5. Set the URL to your InsuranceGrokBot webhook URL, method POST.
  6. Map contact fields (phone, name, message) into the payload.
  7. Alternatively, use Zapier as a bridge: HubSpot trigger → Zapier → webhook to InsuranceGrokBot.
Pipedrive / Zoho / Insureio
  1. These CRMs typically route inbound messages via Zapier or their native Workflow/Automation tools.
  2. Create an automation rule that triggers when a new message, activity, or note is created.
  3. The action should send a POST webhook to your InsuranceGrokBot webhook URL.
  4. The JSON payload must include at minimum: the lead's phone number and message text.
  5. The bot auto-detects field names (camelCase, snake_case, nested objects), so most default payloads work without modification.
7

Set Up Twilio SMS (Non-LeadConnector users only)

LeadConnector users can skip this step. SMS works natively through the LeadConnector API. This step is only for Salesforce, HubSpot, Pipedrive, Zoho, Insureio, and Zapier users.
  1. Go to twilio.com and create a free account (or log in if you have one).
  2. Complete the account verification process (phone number verification, email confirmation).
  3. From the Twilio Console Dashboard, copy your:
    • Account SID — starts with "AC..."
    • Auth Token — click the eye icon to reveal it
  4. Go to Phone Numbers → Manage → Buy a Number.
  5. Search for a number with SMS capability in your area code.
  6. Purchase the number. Note: Twilio charges ~$1.15/month per number and ~$0.0079 per outbound SMS.
  7. Copy the phone number in +1XXXXXXXXXX format (include the +1 country code).
  8. Go to your InsuranceGrokBot Dashboard → Connect tab.
  9. In the integration configuration section, enter:
    • Twilio Account SID
    • Twilio Auth Token
    • Twilio Phone Number (in +1XXXXXXXXXX format)
  10. Click Save Configuration. The bot will now send all outbound SMS through your Twilio number.
Make sure your Twilio account has a billing method set up. Without it, SMS sending will fail after the trial credits run out. You can add a payment method under Billing → Payment Methods in the Twilio console.
8

Test Everything Before Going Live

Run through this checklist before sending the bot to real leads.

A. Try the Demo First
  1. Go to Demo Chat.
  2. Have a full conversation with the bot. Ask about life insurance, mention health conditions, ask about pricing, try to book an appointment.
  3. This uses a demo account so nothing affects real leads.
  4. Use the Reset button to start fresh conversations.
B. Test Your CRM Connection
  1. On your Dashboard → Connect tab, click Test Connection. You should see a green success message.
  2. If it fails, re-check your credentials (see Troubleshooting Guide).
C. Send a Test Message
  1. Send an SMS to your CRM-connected phone number from your personal phone.
  2. Wait 5-10 seconds. You should receive a response from the bot.
  3. Check the Logs tab on your dashboard. You should see:
    • A webhook_received event (inbound message arrived)
    • A message_sent event (bot responded)
  4. If you see webhook_received but no message_sent, check for errors in the logs.
  5. If you see nothing in the logs, the webhook isn't reaching the bot. Verify your CRM webhook URL is correct.
D. Test Booking
  1. Continue the test conversation. Express interest in meeting.
  2. When the bot offers time slots, accept one (reply "yes" or "sounds good").
  3. Check your CRM calendar to verify the appointment was created.
  4. In the Logs tab, look for booking_success.
E. Verify Carrier Intelligence
  1. In your test conversation, mention a carrier: "I have a policy with MetLife".
  2. The bot should recognize it and respond with carrier-specific knowledge (e.g., mentioning employer group limitations if relevant).
  3. Mention a health condition: "I was diagnosed with diabetes". The bot uses live underwriting data to understand which carriers may still accept the condition.
9

Voice AI Agent (Optional)

InsuranceGrokBot can make and receive real phone calls using AI speech-to-speech technology. The AI agent speaks naturally, answers questions, checks your calendar, and books appointments — all in real-time on a live phone call.

How It Works: Your leads call a dedicated Twilio phone number (or the AI calls them). Audio streams to our server, where XAI's Grok processes speech in real-time and responds naturally. It uses the same sales intelligence, prompt, and calendar as your text bot.
9.1 — Get a Twilio Account
  1. Go to twilio.com and create an account (free trial available).
  2. Verify your phone number and email during signup.
  3. Once in your Twilio Console, note your Account SID and Auth Token (found on the main dashboard).
9.2 — Buy a Phone Number
  1. In Twilio Console, go to Phone Numbers → Buy a Number.
  2. Search for a number in your area code. Make sure Voice capability is checked.
  3. Purchase the number (starts at $1.15/month).
  4. Copy the full number in E.164 format (e.g., +15551234567).
9.3 — Configure in Dashboard
  1. Go to your InsuranceGrokBot Dashboard → Voice tab.
  2. Paste your Account SID, Auth Token, and Phone Number.
  3. Choose an AI voice (Ara, Eve, Leo, Rex, Sal, Mika, or Vale).
  4. Optionally customize the greeting and voice instructions.
  5. Enable the toggle and click Save Voice Settings.
  6. Click Configure Number — this automatically points your Twilio number to our AI voice server.
  7. Click Test Connection to verify both XAI and Twilio are working.
9.4 — Test a Call
  1. Inbound test: Call your new Twilio number from your phone. The AI should answer and start a conversation.
  2. Outbound test: Use the outbound endpoint to trigger a call to your own phone: 
    curl -X POST https://insurancegrokbot.click/voice/outbound-call \
  -H "Content-Type: application/json" \
  -d '{"location_id":"YOUR_LOC","phone":"+1YOUR_PHONE","first_name":"Test"}'
9.5 — CRM Automation (Outbound Calls)

To have the AI automatically call leads from your CRM, set up a webhook automation:

  1. In your CRM, create an automation trigger (e.g., "New Lead", "Pipeline Stage Changed", "Form Submitted").
  2. Add a Webhook action pointing to https://insurancegrokbot.click/voice/outbound-call.
  3. Set Method to POST with JSON body containing: location_id, phone, first_name, and contact_id.
  4. The AI will call the lead, introduce itself, qualify them, and book an appointment on your calendar.
9.6 — AI Power Dialer (Click-to-Call)

For manual outbound calling, use the built-in AI Power Dialer:

  1. Go to your Dashboard → Voice tab → click Open AI Dialer.
  2. Your CRM contacts load automatically. Use the search bar to find specific leads.
  3. Click the phone icon next to any contact for an instant AI call, or click + to add them to a call queue.
  4. Hit Start Auto-Dial to power through the queue — the AI calls each contact in order, skipping no-answers and moving to the next.
  5. Embed in your CRM: Copy the dialer URL from the Voice tab and add it as a custom iframe/link in Lead Connector or any CRM.

Cost: XAI Voice at $0.07/min + Twilio at ~$0.014/min. A typical 5-minute qualification call costs about $0.42.

10

Go Live

Once all tests pass, your bot is ready to handle real leads. Here's what happens from here:

Conversations

The bot handles all inbound messages automatically. It qualifies, handles objections, and books appointments 24/7.

Memory

Every fact learned about each lead is stored permanently. Conversations resume naturally even after weeks of silence.

Human Handoff

To take over a conversation, just reply manually in your CRM. The bot detects your human reply and steps back automatically.

What's working automatically behind the scenes:
  • 270+ Carrier Intelligence — Recognizes carriers by name, classifies product types, identifies gaps
  • Live Underwriting Rules — Real-time data refreshed every 60 minutes from live sources
  • 5 Sales Frameworks — NEPQ, Gap Selling, Chris Voss, Ziglar, Straight Line blended in every message
  • Smart Booking Detection — 5 detection cases with anti-hallucination safeguards
  • Stage Progression — Auto-advances through outreach → qualifying → objection handling → closing → booked
  • Re-Engagement Mode — Detects dead leads and switches to pattern-breaking approaches
  • Narrative Memory — Stores and recalls every fact about every lead, permanently
  • Real-Time Logs — Every event visible on your Logs tab with filtering

Ready to get started?

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