GHL Conversation AI: Filter Bot to Only Respond to Engaged Pipeline Leads

Filtering GHL Conversation AI by Pipeline Stage

Problem

The GHL Conversation AI bot triggers on all inbound SMS messages. You need it to ONLY respond to leads in the "Engaged" pipeline stage, not every contact.

Solution Architecture

1. Find Opportunity Node Required — The If/Else condition in the conversation AI workflow does NOT have pipeline stage as a filter option by default. You must add a "Find Opportunity" action BEFORE the If/Else to unlock the opportunities condition folder.

2. Workflow Structure:

   Chat Initiated (trigger)
   → Find Opportunity (most recently created)
   → If/Else: Pipeline Stage = "Sales Pipeline" > "Engaged"
     → True: Continue to bot logic (intent splitter, etc.)
     → False: End workflow
   

3. Critical Gotcha: If you delete the Find Opportunity node, you lose access to the pipeline stage conditions in If/Else. The error message says: "Please add an opportunities trigger or find opportunities action to enable this condition."

Tag-Based Alternative (If Pipeline Filter Fails)

If native pipeline filtering doesn't work reliably:

1. Create tag: bot-eligible
2. In your SMS classification workflow (N8N), when a lead is classified as "interested" and pushed to "Engaged" stage, also add the bot-eligible tag via GHL API
3. In conversation AI workflow: If/Else → Contact has tag bot-eligible → True continues, False ends
4. Create a separate cleanup workflow: When pipeline stage changes AWAY from Engaged, remove the bot-eligible tag

Auto Follow-Up Configuration

• GHL conversation AI supports max 5 auto follow-up touches
• Minimum interval is 1 day (24 hours) — cannot do hours
• Recommended cadence: Day 1, Day 2, Day 4, Day 7, Day 10
• Follow-ups only fire when the lead ghosts mid-conversation
• Randomize timing slightly (don't send at exactly the same time daily) to avoid spam patterns

Bot Goals

• Configure under Bot Goals tab → Appointment Booking
• When bot successfully books, the existing native GHL automation moves them to "Booked" pipeline stage automatically
• No need for the bot to handle pipeline movement

Key Settings to Enable

• Image recognition: ON (lets bot understand photos leads send)
• Voice note reading: ON (lets bot transcribe and understand voice messages)
• Human handover: Not needed for cold outreach leads (they're responding to direct outreach, not banging down the door)