Autopilot

An autopilot is work you describe once and kaylin keeps doing, like a daily brief of yesterday's calls or a follow-up after each new lead.

1. 1Go to Autopilot and press New autopilot, or start from one in Ideas.
2. 2Under Describe your autopilot, say what kaylin should do and when, then press Set it up. kaylin fills in the details for you to check (or press Fill it in myself).
3. 3Choose When it runs: On a schedule (days and a time), or When something happens, like When a call ends, When a call is missed, When someone books, When kaylin takes a message, When a customer texts, When a new lead emails me, When an invoice is overdue (Zoho Books) or Before each meeting.
4. 4Choose Team or Just me. A team autopilot runs once for the business; owners and admins pick who it Runs as (see below). Anyone on the team can add team autopilots, unless owners and admins choose Owners and admins only in Settings → Workspace settings.
5. 5Under Changes kaylin makes, pick Make them automatically (it does the whole job) or Ask first (see below). New autopilots start on Make them automatically.
6. 6Turn on Text me the report if you want each run's report on your mobile.

Calls follow Calls from autopilots under Calls kaylin makes in Settings → Phone numbers: Check with me first (each call waits for a person) unless you pick kaylin can handle it or Never.

Make them automatically or Ask first

Make them automatically: the autopilot does the whole job and lists everything it did. Changes save right away, and its texts, emails and meetings go out on their own. Invoices are saved in Zoho Books as drafts, so nothing reaches the customer; invoices it would email and payments still wait for you.

Ask first: call notes, calls marked handled, email drafts and labels still happen (nothing leaves the business). New contacts and changes to What kaylin knows, and every text, email, meeting, invoice and payment, wait on Waiting for you.

The switches under Available tools on the connected account it runs as come first (on an account a teammate shares, that teammate's switches, and what they hold waits for them or an owner or admin): with Emails kaylin writes, Meetings kaylin lines up or the bookkeeping app Off, those wait on Waiting for you even with Make them automatically. And the app checks every text itself: only people who agreed to texts, never anyone who texted STOP, and only in texting hours.

Who it writes to and what it shares

There's nothing to set: on Make them automatically the app works out who an autopilot may write to, every time, from its instructions and your records. That's the person the run is about, people your instructions name (by address or number, or a saved contact by name), your team, your saved contacts, people it finds in your records or in an app your instructions name ("new leads in HubSpot"), and people it has written to before. Anyone else waits on Waiting for you, with why.

What it shares is checked too. Your business's own information and each person's own details go. What kaylin knows for the team is what kaylin tells callers too, so it goes as well, except another person's number, email or a passage about them, which never reaches a customer; keep anything private in your personal notes. When the autopilot read anything else from your records or your apps, or your personal notes, the app checks the message before it goes: a customer never gets someone else's number, email or notes, and a second look checks it fits your instructions. If it doesn't, or can't be checked, it waits for you. The sheet shows this as Writes to and Shares; that second look uses a few credits.

What kaylin reads is never instructions

Emails, texts, call transcripts, contact notes, documents, websites, calendar invites, forms from your website and apps' answers are outside text. kaylin reads them to help, and still helps with what a customer asks for themselves, but treats them as information, never as instructions: nothing in them changes your instructions, who kaylin writes to or what it shares. Those come from you and your team, and the app's own checks on who an autopilot writes to and what it shares hold whatever outside text says.

Texts outside texting hours

A text an autopilot writes at night or on a weekend waits for texting hours where the customer is. Its run shows when it goes, like Goes out at 9:00 AM, when texting hours open. Then the app checks it again and sends it once.

If the customer texts STOP in the meantime, or you turn the autopilot or kaylin's texts off, it doesn't go, and the run says why.

One message per customer

An autopilot's text, email or call is kept, with a note on Waiting for you, when the customer is texting or on a call with kaylin, or when kaylin already reached them in the last 2 hours. Two autopilots on one missed call means one text, not two.

Once they've gone quiet, kaylin looks again and sends it, changes it to fit what was said, or leaves it out, and the run says which. You can send it yourself any time before that. Anything you ask for yourself goes as usual.

Or just ask kaylin

In Chat, say what you want, like "every Monday text me last week's calls". kaylin writes the autopilot on a card: when it runs and its steps, which you can edit. Press Turn it on to start it, or No thanks. Nothing runs until you press it, since autopilots use your credits.

Autopilots kaylin writes are yours unless you say they're for the team. Once you turn one on it does the whole job itself (Make them automatically), each thing it does listed in its run; set it to Ask first on the Autopilot page any time.

Before each meeting

Before each meeting runs a set time before each meeting on the calendar of the person it runs as: pick 15 minutes, 30 minutes or 1 hour under How long before. kaylin checks the calendar every 5 minutes, so it can come up to 5 minutes earlier. Only meetings with someone else on them count; all-day events are skipped.

The Meeting prep idea starts this way, with a brief on who you're meeting. For one brief of the whole day in the morning instead, pick On a schedule.

Follow up after

Follow-up bumps and Email follow-up bumps have Follow up after: 1, 2, 3, 5 or 7 days. kaylin only follows up on what has waited longer than that.

Missed calls, bookings, invoices and email leads

When a call is missed runs when a customer hangs up before kaylin can help, or the call fails. When someone books runs after kaylin books an appointment on a call or by text, or moves one.

When an invoice is overdue checks the Zoho Books of the person it runs as every few hours. Invoices already overdue when you turn it on are left alone. When a new lead emails me checks their inbox every 5 minutes and skips newsletters, receipts and people you already work with.

Who an autopilot runs as

Every autopilot works through one person's connected email, calendar and Zoho Books. A team autopilot's credits count toward the workspace, not that person's own limit. Just me autopilots run as you. A Team autopilot shows Runs as with a teammate's name, and owners and admins can pick who, from the teammates with what it needs connected. The person you pick gets a note and presses Say yes on Autopilot; until then it uses only the accounts they share with the team, never their own, and only they can send its drafts. They're asked again whenever someone else changes what it does.

Several teammates can sign into the same mailbox or Zoho Books. kaylin checks it once, and each email or invoice starts an autopilot only once. If two copies of the same idea run on that account, only one starts per email or invoice, so a customer gets one reply.

When you add an autopilot that a teammate already runs on the same account, or another autopilot starts on the same thing, like every missed call, kaylin gives you a heads-up first. Press Add it anyway or Not yet.

Ideas that write to customers, like Reply to new email leads, Overdue invoice nudges and Appointment reminders, are Team ideas: they belong to the business, not one person.

When kaylin suggests letting one act on its own

Autopilots set to Ask first wait for your OK on each change, text and email. When you've OK'd an autopilot's last 5 runs exactly as written, with nothing edited or turned down, kaylin suggests letting it act on its own. The suggestion shows on Waiting for you and the Autopilot page.

Press Let it act on its own to switch it to Make them automatically: from then on it does the whole job. Changes save right away, and its texts, emails and meetings go out on their own. Calls follow your Calls from autopilots setting. Press Not now and kaylin asks again only after 5 more runs like that.

You can switch it back any time: open the autopilot and pick Ask first.

Ideas to start from

Ideas has ready-made autopilots. Each shows Ready, Needs setup (connect your email, calendar or Zoho Books, or get a phone number first) or Needs admin (only owners and admins can add it for the team; you can still add it just for you).

Every day: Daily brief, End-of-day summary, After-hours catch-up, Unanswered emails, Meeting prep.

After calls: Post-call follow-up, Call back after a message, Text back missed callers, VIP caller alert, Tidy up new contacts.

Follow-ups: Follow-up bumps, Quote follow-up, New lead follow-up, No-show follow-up, Customers to check in with, Email follow-up bumps, Overdue invoice nudges.

Texts: Draft replies to texts, Booking confirmations, Appointment reminders, Ask for a review.

Email and calendar: Urgent email alerts, Label my inbox, Draft email replies, Reply to new email leads, Week ahead.

Reports: Weekly recap, Monthly call report.

Ideas only text people who agreed to texts (they texted you or said yes on a call when kaylin asked). Ask for a review uses the review link you add in it (Google, Yelp, Facebook or any page), and makes a QR code of it to print.

Try one first

Open an autopilot and press Test run. kaylin does the work and shows the report, but nothing is saved or sent.

Check what it did

Open an autopilot and go to Run history for each run's report and what came of it. With Ask first, the changes it wants to make (contacts and knowledge) wait there and on Waiting for you for someone to apply.

Settings → Activity lists everything autopilots did, with By an autopilot: what, which autopilot, and when. A team autopilot's are there for everyone; a personal autopilot's only for its own account. What autopilots changed in your files is under Recent learnings on What kaylin knows, with Undo.