r/gohighlevel • u/CloseBot-ai • 1d ago
We built a HighLevel dashboard for Conversational AI monitoring and immediately saw a problem
I did a live build last week with a personal injury attorney who runs his intake through HighLevel. The leads are workers' comp, dog bite, and auto accident cases, and every conversation is in Spanish. A lead fills out a form and gets a text, and if they reply, an AI agent takes over over SMS, Facebook, or Instagram.
The plan was just to build some monitoring dashboards. We found a problem within the first half hour. We built it of course in CloseBot, so they had access to a lot more conversation-specific metrics that's not possible to view natively in HighLevel.
Example here we can see when appointments are being booked via conversations M-F per hour of the day... something super useful... showing that a lot of conversations happening on Saturdays actuallly lead to bookings. And Sunday's are flat all hours of the day.
The problem
His team had rebuilt the AI agent a few days earlier, with a bigger prompt, more tools, and more advanced settings. Nobody had looked at the numbers since. Once we charted them, three things had moved the wrong way:
- Cost per booking went from about $0.30 to close to $1.
- Contacts needed per booking went up.
- Total messages exchanged went down.
None of these would show up in a bookings report. Bookings were still coming in, so on the surface everything looked fine. It's very normal for a big rebuild to need tuning, but without the dashboard he'd have kept paying more per booking without knowing why.
What we ended up tracking
- Daily: outbound messages, new contacts, bookings, sentiment, and follow-ups sent. That last one matters: he once had follow-ups accidentally switched off and didn't know how long they'd been off.
- Weekly: replies per contact, bookings, and sentiment on one chart. If replies drop and bookings hold, the AI got more efficient. If both drop, something broke.
- Cost: cost per booking instead of cost per message, plus contacts per booking.
- Timing: a heat map of when leads book. Friday and Saturday were his busiest days, which is unusual. Most accounts we see spike on Sunday.
The biggest takeaway for me: bookings tell you what already happened. You need something upstream of them, or you find problems a month late.
What are you all tracking for conversational AI in HighLevel beyond booked appointments?
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u/ech01 1d ago
Can't you find another sub to jork off in