How to set up a HighLevel Voice AI Agent: A step-by-step guide
Missed calls aren’t just an inconvenience. They’re missed opportunities.
In fact, Forbes reports that 80 percent of callers sent to voicemail won’t leave a message. That means every unanswered call could be a lost lead, missed booking or delayed sale.
For small businesses and agencies, that adds up fast. That’s exactly why HighLevel Voice AI Agents exist.
This isn’t just a chatbot with a phone line. It’s a fully functional, conversational AI agent for phone calls that can answer, qualify and book appointments automatically. And it lives right inside your HighLevel account working 24/7, so you don’t have to. Let’s take a closer look into it!
What is HighLevel’s Voice AI Agent and why it matters
The HighLevel Voice AI Agent is a fully integrated, inbound call assistant that can:
Answer calls in real time.
Greet customers with a custom script.
Ask for and record important details (like name, email, service need).
Route calls or trigger follow-ups based on what the caller says.
Book appointments directly into your calendar.
Send recap emails, texts or initiate follow-up workflows.
In short, it's your automated phone assistant, purpose-built for businesses that want to deliver instant service without hiring extra staff.
And unlike other AI tools that require multiple integrations, this one is fully embedded in your HighLevel platform, meaning it plays nicely with your CRM, automations, workflows and reporting tools.
Let’s walk through how to set it up.
Step 1: Activate the AI agent inside your HighLevel account
First, navigate to your HighLevel sub-account.
Go to Settings > AI Agents.
Click + Create Agent in the top-right corner.
This opens the AI Phone Agent Setup panel, where you’ll enter:
Agent Name (example: “Inbound Booking Bot”).
Your Business Name.
Choose your preferred voice (you can preview each one).
Customize the Initial Greeting (ex: "Hi, you’ve reached [Business Name], how can I help you today?").
Voice AI defaults to Inbound Call Automation, meaning it will only respond to incoming calls.
Step 2: Connect phone numbers and set call routing rules
Once you’ve created the agent, you’ll need to assign it to a phone number.
Go to the Phone and Availability tab.
Choose one or more phone numbers from your sub-account.
Set business hours for the agent to take calls.
You can also:
Add fallback rules (route to a human after hours).
Assign different agents to different lines or services.
Once assigned, any inbound call to those numbers will be handled by your AI Agent for phone calls.
Step 3: Configure prompts, personality and brand voice
This is where you make the agent sound like your brand.
Basic mode:
You’ll be asked to choose what info the agent should collect:
Name.
Email.
Service type or issue.
Any other custom field you track.
This is fast, easy and no prompt writing is required.
Advanced mode:
For more control, switch to Advanced Mode. Here, you can:
Write a detailed prompt with brand voice, tone and handling instructions.
Tell the agent what to do in specific cases (e.g. escalate, book, follow-up).
Define how it should respond to common objections or FAQs.
Example prompt:
"You’re a helpful, polite assistant for a dental office. Ask the caller for their name, preferred appointment date and type of service needed. If the caller is frustrated, respond calmly and offer to transfer them."
The more specific your prompt, the better your AI sales agent will perform.
Step 4: Sync with calendars for appointment booking
One of the most powerful features of the HighLevel Voice AI Agent is the ability to book real-time appointments.
To activate:
Connect your Google Calendar (or HighLevel’s native calendar).
Define which calendar the AI Agent should book on.
Set availability hours and buffer times.
Now, when someone calls in, your AI agent can:
Offer them available time slots.
Book the appointment directly.
Send confirmation via SMS or email.
Trigger a reminder workflow in HighLevel.
This is AI appointment booking calls done right, no back-and-forth, no missed calls, no manual entry.
Step 5: Monitor performance and optimize responses
Once your AI agent is live, you’ll want to keep an eye on how it’s doing.
HighLevel provides:
Call summaries (duration, intent, resolution).
Call transcripts so you can review what was said.
Triggered workflows listed per call.
Contact updates (tags, custom fields, new pipeline stages).
You can also:
Send email notifications with call details to your team.
Review and adjust your agent’s prompts over time.
Switch between multiple agents depending on the number called or campaign type.
This kind of HighLevel workflow setup means your call automation isn’t static. It gets smarter the more you use it.
Conclusion: Let AI handle the phone so you can handle the business
With the HighLevel Voice AI Agent, you’re not just answering calls. You’re capturing leads, qualifying intent, booking appointments and kicking off workflows.
All before your team even sees the contact.
It’s the modern way to handle phone support, lead intake and scheduling built right into the platform you already use.
Here’s a quick recap:
You can set up your AI phone agent in minutes.
Assign it to any number and set custom hours.
Tailor its tone, prompts and call goals.
Sync it with calendars for live booking.
Trigger workflows and track performance.
By now, you’re probably an automation expert. But what about actually trying these features out?
Start your free 14-day trial of HighLevel and experience the difference of a voice agent that never sleeps, never misses a call, and never forgets to follow up.
And if you're an agency or SaaS provider? You can white-label the entire thing and offer Voice AI for business as a branded service to your own clients.
FAQs | People also ask
What does HighLevel’s Voice AI Agent actually do?
HighLevel’s Voice AI Agent is a virtual phone assistant that answers incoming calls, engages callers in a natural-sounding conversation, captures lead info, qualifies intent and can book appointments or trigger follow-up actions. It works 24/7 and connects directly with your CRM, workflows and calendar.
Can I customize the voice and tone of my AI agent?
Yes. You can choose from multiple AI-generated voice options and customize the agent’s tone, greeting, and behavior through detailed prompts. In Advanced Mode, you can write specific instructions that reflect your brand personality or industry voice.
How do I connect my existing business number to the AI agent?
Inside your HighLevel account, go to the Phone and Availability tab when setting up your agent. You can assign the AI agent to any number in your sub-account. If your current number is already in HighLevel, it’s just a few clicks. If not, you can port your number into HighLevel or purchase a new one to forward calls.
Can the AI agent qualify leads and book appointments automatically?
Yes. The Voice AI Agent can ask screening questions, collect caller information and book appointments directly into your calendar based on real-time availability. You decide what info it gathers and how it responds.
Does the Voice AI Agent work with my workflows?
Absolutely. You can trigger HighLevel workflows automatically based on the outcome of each call. For example, after a call, the AI agent can send follow-up texts, assign tags, update contact fields or notify your team.
How do I test my AI agent before going live?
Once your agent is created, you can test it by calling the assigned number and walking through a typical interaction. We recommend doing a few trial runs with different scenarios (new customer, booking request, no-show call) to make sure the prompts and flows behave as expected.
Can I use the Voice AI Agent for outbound calls too?
Currently, HighLevel’s Voice AI Agent is designed for inbound call automation. Outbound calling may be available in future updates, but for now, the AI agent handles inbound conversations.
What industries benefit most from voice automation in HighLevel?
Almost any service-based business can benefit, but it’s especially powerful for:
Med spas, salons and appointment-based businesses
Real estate and mortgage teams
Home services like HVAC, plumbing or cleaning
Law firms and consulting agencies
Marketing and sales agencies handling client campaigns.
If your business relies on phone calls to generate or convert leads, HighLevel’s Voice AI Agent can save time, reduce missed opportunities and automate follow-up.
