How to Create Smart AI Conversations with GEM Software’s Guided Form Bot

Creating a chatbot is now super easy! With GEM Software's new Guided Form Bot inside Conversation AI, you can build smart bots without writing any prompts. It's great for collecting leads, booking appointments and gathering information all automatically. This helps you save time and give your customers a smooth, reliable experience.

Why This Feature Matters

• No prompt writing required

• Build bots in under Few Minutes

• Smart skip logic for already known info

• Drag-and-drop question setup

• Perfect for lead qualification and appointment flows

Setting Up a Guided Form Bot in GEM Software

Step 1: Start the Guided Bot Setup

• Go to Settings > Conversation AI > Bots

• Click Create Bot

• The Guided Form setup will launch by default.

Step 2: (Optional) Add Brand Information

• Fill in Business Name, Industry, and Tone of Voice

• This helps the bot respond more accurately and in line with your brand.
  
  

Step 3: Configure Basic Settings

• Set an Initial Message (e.g., “Hi there! I’m here to help. Let’s get started.”)

• Choose your communication channel

• Adjust response delay timing to suit your style

Step 4: Define Your Objectives

This is where the magic happens. Think of each “Objective” as a question the bot will ask.

Examples of Objectives:

• Ask for Name

• Ask for Email

• Ask for Phone Number

• Ask for Preferred Appointment Time

• Ask what the contact needs help with

💡 Smart Skip: Enable the toggle to skip questions if the data already exists in the contact’s record.

🔃 Drag and drop to rearrange your questions any time.

Step 5: Set Up Actions

Want to take action after collecting info? You can:

• Connect your Calendar for booking appointments

• Trigger a Workflow after data collection or appointment booking

Step 6: Final Review

• Use Edit Bot to make changes to brand info, settings, or questions

• Add Additional Instructions for advanced control (optional)

• Publish your bot and you’re done!

Scenario: Lead Capture on Website Chat

Let’s say you run a digital marketing agency and want to qualify leads through your website chat.

Your Objectives Could Be:

1. Ask for the visitor’s name

2. Ask for their email

3. Ask what services they’re looking for

4. Offer a link to book a strategy call

Once set up, your bot will follow this structure every time auto-skipping any info it already has from returning users.

Why Clients Love This

• Beginner-Friendly: You don’t need to understand prompt logic

• Fast Setup: Build and publish in under 3 minutes

• Consistent Conversations: Reduce human error

Smart Automation: Combines info capture + next steps in one flow