Everything ReplyFlow does

Every lead follows the same simple path. Someone fills in your public enquiry form or emails your business inbox. Within a minute, ReplyFlow sends a personalised, human-sounding reply written by AI, using everything it knows about your business.

From there the AI keeps the conversation going for as many turns as it takes — answering questions, handling objections, and steering towards a booked call. When the lead is ready, it books the call directly: the time goes into your Google Calendar with a Meet link, the lead gets a confirmation email, and you get an AI-written pre-call brief summarising who they are and what they want.

If a lead goes quiet, ReplyFlow nudges them automatically with follow-up emails at 48 and 96 hours (Pro). If they never respond, the lead is marked as lost so your pipeline stays honest.

Starter gives you the core engine: instant AI first replies, lead scoring, the full leads pipeline, booking page, calendar, inbox, knowledge base, and approval mode.

Pro unlocks the full automation suite: ongoing AI conversations after the first reply, automatic follow-ups at 48 and 96 hours, broadcast emails, the email template editor and automations, the dashboard assistant, CSV export, reply-speed analytics, UTM campaign analytics, and removal of the "Sent via ReplyFlow" footer from your emails.

You can upgrade at any time from Settings → Subscription — the change takes effect immediately and is prorated.

Every account gets a hosted, branded enquiry form with your services listed in a dropdown. Share the link anywhere — your website, social bios, ad campaigns — or embed it directly in your site using the embed code from Settings.

When someone submits the form, the lead is saved instantly, you get a notification, and the AI sends its first reply within about a minute.

The Form Fields tab in Customisation lets you add your own questions to the public form — text answers, dropdowns, and more. Answers are stored with the lead and shown in the lead detail panel, so you and the AI both have the context.

ReplyFlow also watches your business inbox. Every ten minutes it scans new incoming email and uses AI to decide what each message is. Genuine enquiries become leads and get an instant AI reply, exactly as if they had come through your form.

Messages that clearly are not leads — newsletters, receipts, spam — are left alone and marked "Not handled" in your inbox view. Anything the AI is unsure about is forwarded to your personal inbox with a [HANDOFF] prefix so you can deal with it yourself; if you reply, ReplyFlow relays your answer back to the sender.

ReplyFlow is not a two-message autoresponder. After the first reply, the Brain keeps responding for as many turns as the conversation needs — answering questions, qualifying, and moving towards a booking. Every message in and out is stored on the lead, so you can read the whole thread in the lead detail panel.

Behind the scenes, each incoming message is classified by intent — is the lead asking a question, proposing a time, objecting to price, asking for a human, or asking to be left alone? The Brain routes each intent to the right behaviour.

The Customisation page under Agent is where you shape your AI’s personality and behaviour — no prompt-writing required, just pick from options. Choose the booking method (send a booking link, or negotiate and close the time directly in the email thread), the tone of voice, the level of formality, and how long replies should typically be.

You also control its abilities — what the agent is allowed or instructed to do — and its handoff triggers: the situations where the AI should stop replying and leave the conversation waiting in your inbox for you to handle personally.

The Knowledge Base is everything the AI knows about your business. Add documents, FAQs, custom instructions, an agent persona, or scrape pages straight from your website. Every active entry is injected into the AI’s context on every reply.

There is also an AI-generated business summary — a condensed overview of your business the AI writes for itself — which you can regenerate whenever your offering changes.

You are always in control. Open any lead and flip the human take-over toggle — the AI immediately stops replying to that lead and the conversation is yours, in the Inbox or your own email client.

If a lead asks to stop being contacted, the Brain recognises it and marks them opted out — no further AI emails, ever, including follow-ups. And when a conversation hits one of your handoff triggers, the AI stops replying and the thread simply waits in your inbox for you — nothing is forwarded, nothing is guessed.

When a lead names a time — "Tuesday at 2 works for me" — the Brain understands it, checks your availability, and books the call on the spot. The lead gets a confirmation email, your Google Calendar gets the event with a Meet link, and the AI confirms warmly in the same thread.

If the requested slot is taken, the AI proposes the two or three nearest open alternatives instead of sending the lead away to a booking page. If you have no availability configured, it falls back to sharing your booking link.

Every account gets a hosted booking page with your branding: logo, accent colour, headline, and your choice of meeting types. Leads pick a time from live availability — time zones handled automatically — and confirm in a couple of clicks.

Customise the whole page in Customisation → Booking Page: display name, logo, colours, headline, which sections appear in what order, and any extra questions to ask at booking time.

Set your recurring weekly hours in Calendar → Availability — the days and times you take calls. For one-off changes (holidays, a blocked afternoon, an extra Saturday), add date-specific overrides.

ReplyFlow also checks your Google Calendar for existing events before offering any slot, so you can never be double-booked — even by events ReplyFlow didn’t create.

Every booking triggers an AI-written pre-call brief: who the lead is, what they asked about, key points from the conversation, and what they want from the call. It’s emailed to you and attached to the booking in your dashboard — read it in the two minutes before you join.

You can also subscribe to your ReplyFlow bookings from any calendar app using the iCal feed in Settings.

If a lead hasn’t replied 48 hours after the AI’s message, ReplyFlow sends Follow-up 1 — a gentle, personalised nudge in the same thread. If there’s still silence at 96 hours, Follow-up 2 goes out and the lead is marked as lost.

Follow-ups use the same voice you configured in Customisation, so they sound like the rest of the conversation. Leads who opted out or that you’ve taken over are never chased.

If you prefer a lighter touch, single email round mode puts your booking link straight into the very first reply and skips the automated back-and-forth. Starter accounts always work this way; Pro accounts can choose either style.

With approval mode on, nothing is sent automatically. Each time the AI drafts a reply — first contact, mid-conversation, or follow-up — you get a notification with the full draft. Approve it and it sends exactly as written; discard it and nothing goes out.

You can approve from two places: the one-click link in the notification email (valid for 48 hours), or the approval banner on the lead in your dashboard.

Leads move through five statuses: New (just arrived) → Contacted (AI has replied) → Qualified (they replied back) → Booked (call scheduled) — or Lost (went quiet or declined). Statuses update automatically as the AI works, and you can change them by hand at any time.

View your pipeline as a filterable table or a drag-and-drop Kanban board — the toggle is at the top of the Leads page and your choice is remembered. In the table, filter by status with the chips across the top; on the board, drag a card between columns to change its status.

When a lead replies, the AI scores them 1–10 on reply speed, message quality, how specific they are about a service, and engagement signals — with a written explanation of the score. Green badges (7+) are hot, amber (4–6) warm, red (1–3) cold.

Click any lead to open the detail panel: the full email conversation, score and reasoning, custom form answers, collections, notes, the AI pre-call brief once a call is booked, and a complete activity log of everything that happened — every AI reply, follow-up, status change, and booking, with timestamps.

This is also where the human take-over toggle lives, and where any pending approval drafts appear.

ReplyFlow automatically sorts every lead by the service they asked about. Enquire about "Life Coaching" and the lead joins the "Life Coaching — Enquiries" collection; book a call and they also join "Life Coaching — Booked". You never have to file anything.

Create your own collections for anything — "VIP prospects", "Spring campaign", "Past clients" — with a colour of your choice, and add leads from the detail panel. You can also import leads into a collection from a file, and the AI will parse it for you.

Collections really pay off with Broadcast: target a broadcast email at one or more collections and it goes only to those leads.

A two-panel email client synced with your business Gmail: Received, Sent, and Unread tabs on the left, the open message on the right. Compose new emails, reply in-thread, and sync manually any time you don’t want to wait for the automatic refresh.

Emails the inbox watcher chose not to handle are shown with a "Not handled" badge so you can see exactly what the AI skipped and why.

Broadcast sends one email to many leads — each copy personalised with merge tags. Write your message (or use an email template), pick your audience (all active leads, or specific collections), and send. Duplicate addresses are removed automatically and every recipient gets an unsubscribe link.

Merge tags like {{first_name}}, {{service}}, and {{booking_link}} are replaced per-lead at send time. You can give any tag a fallback — {{first_name|there}} — so nobody ever receives an email with a blank where their name should be. As a safety net, any lead whose email would still contain an unresolved tag is skipped rather than sent something broken.

Build emails from 15 block types — headings, paragraphs, buttons, images, video thumbnails, dividers, spacers, social links, testimonials, badges, logos, footers, custom HTML, an OTP passcode block, and the special AI Reply block. Drag blocks from the left panel onto the canvas, or click to insert. Rows can have multiple columns, resizable by dragging the boundary.

Faster still: the Sections tab offers ready-designed building blocks — headers, heroes, feature grids, CTA banners, testimonial strips, signatures, footers — that inherit your template’s colours and fonts automatically. Build a row you love and bookmark it to Saved to reuse it in any future email.

Click into any text to format it with the floating toolbar: bold, links, lists, alignment, sizes, colours, and merge-tag insertion. The right-hand inspector controls every visual detail of the selected block, row, or the whole template’s global styles.

The AI Reply block is a placeholder slot: when a template is used for automated replies, the AI’s written message is poured into that exact spot, wrapped in your design. This is how you make even fully automated emails carry your branding — logo above, signature and socials below, AI text in the middle.

Before anything goes out: Inbox Preview shows your email exactly as Gmail (light and dark), Apple Mail, and Outlook will render it, on desktop and mobile widths. The Preflight check scans for problems — images missing alt text, empty blocks, broken links, misspelled merge tags, and a missing unsubscribe link — and jumps you straight to each issue.

Send a test email to yourself any time from the Preview menu. There’s also a mobile editing mode with a phone-sized frame, and you can hide any block or row on mobile or desktop separately.

Four automated emails go out around every booking: the booking confirmation, the reschedule notice, a 24-hour reminder, and a 1-hour reminder. Each is a slot in the Email Automations panel — assign any of your templates to a slot and that design is used from then on.

Booking emails support extra merge tags: {{booking_datetime}}, {{booking_date}}, {{booking_time}}, {{meet_link}}, {{manage_url}} and your business name. If you haven’t assigned a template, a professionally designed default is used, so these emails always look good.

You can open any booking email in the full email editor and restyle it — click Edit on the slot and ReplyFlow creates your own editable copy of the default design. Change colours, add your logo, rearrange sections, write your own copy.

The parts that make the email work — the date and time, the join-call button, the unsubscribe link — are protected: you can move and restyle them, but not delete them or point them somewhere else. A small lock icon marks them in the editor, so your reminder can never accidentally lose its own meeting link.

You can also wrap the AI’s conversational replies in a template (one containing an AI Reply block). Set one default template for all AI replies — and, if you want to get clever, a different template per conversation intent. A lead asking about pricing can get a template with your packages linked; a lead ready to book can get one that puts the booking button front and centre.

Create an API key in Settings → API and your own software can ask ReplyFlow to send emails: one-time passcodes for login verification, verify-your-email messages, magic links, or any transactional email — each rendered from a template you designed in the email editor, so they match your brand perfectly.

Give any template a short handle (a "slug") in the Email Templates list and reference it by name from your code. The API tab includes ready-to-copy examples, a cheatsheet of the merge tags you can fill from your own data, and a log of recent API sends. For passcode emails there’s a dedicated OTP Code block in the editor that displays the code in large, easy-to-read digits.

Webhooks work in the other direction: tell ReplyFlow a web address in Settings → Webhooks and it will notify your systems the moment events happen — like an email being sent or failing. Every delivery is cryptographically signed so your system can verify it genuinely came from ReplyFlow; the signing recipe is on the API tab.

Switch between Month, Week, Day, and Agenda views — your choice is remembered. Month gives you the overview with colour-coded chips per event type; Week shows an hourly grid with a live "now" line; Day zooms into a single day; Agenda lists the week’s events chronologically, perfect for a Monday-morning scan.

Click any booking to open its detail panel — lead info, the reason for the call, the Meet link, and the AI brief — and cancel or manage it from there. You can also add calls manually with the Add Call button, for bookings that happen outside ReplyFlow.

At the top: four key numbers with trend arrows against the previous period — leads this month, calls booked, average AI reply time, and average lead score. Below: your lead volume over time (7, 30, or 90 days), today’s upcoming calls with one-click Join buttons, your latest leads, a live feed of everything the AI has done recently, and breakdowns by service and lead score.

Each week, the AI writes you a short insight — a plain-English observation about your pipeline’s trends — shown in the strip at the top of the page.

Pro adds reply-timing analytics — a histogram of how fast the AI responds plus a day-by-hour heatmap of when your leads arrive — and UTM campaign analytics showing which sources, mediums, and campaigns actually produce leads.

The bell in the top bar updates in real time as events happen. Email notifications go to your Client-Stream address or any custom address you choose.

In Settings → Notifications you control which events notify you (new leads, draft approvals), where the emails go, and how long in-app notifications stick around (24 hours to a week).

Beyond answering questions about how ReplyFlow works, the assistant can make real changes on your behalf: update your availability (including blocking whole date ranges — "I’m away the first week of August"), edit your booking page, update your services list, adjust your AI prompts, toggle approval mode, change your notification email, cancel bookings, add knowledge base entries, and create collections.

It always shows you what it’s about to change and asks permission before doing it.

Open Agent → Test Agent and play the lead. The test runs the identical pipeline to production — your customisation choices, knowledge base, and live availability — over multiple turns. Each AI reply shows the intent it detected in your message and which email template it would have used, so you can verify your setup end to end.

Account, Security, and Active Products cover the basics — your details, password, and which products are on your account. Notifications controls what you’re told about and where; Email Handoff sets the personal inbox that receives conversations needing a human; Booking holds your booking preferences like meeting type (video, phone, or in person) and scheduling style.

Automations is where the approval-mode toggle lives. Under Data you’ll find your Activity Log, Data Export, Webhooks, and the API tab. Subscription manages your plan, and Contact Support sends a message straight to the team — bug reports, suggestions, or questions.

Choose from three themes — dark, purple, and light — and tune the interface to how you read: font size, line height, a dyslexia-friendly font, reduced motion, high contrast, colour-blind modes, underlined links, and layout density. Preferences follow your account across devices.

Settings collects every shareable URL in one place: your public enquiry form, your booking page, embed codes for both, and your iCal feed for subscribing to bookings from any calendar app.

Manage your plan in Settings → Subscription: switch between monthly and yearly billing, upgrade or downgrade your tier (prorated, immediate), cancel at the end of your billing period, or open the billing portal to update your card and download invoices.