Automations Overview

What are Automations?

Think of an Automation like a robot employee that works 24/7 and never forgets a follow-up. You set the rules once — "if this happens, do that" — and BiteBot runs it automatically for every lead, every time.

For example: When a new lead fills out your Facebook ad form → immediately send them a text → wait 1 hour → if no reply, send another text → wait 1 day → call them → add them to a 6-month nurture sequence. That entire flow runs on autopilot without your team lifting a finger.

To access Automations, click Marketing in the left sidebar, then click Automations.

The Automation List

When you open Automations, you'll see your Automation List — all automations organized into folders. BiteBot pre-loads your account with proven automations during onboarding, including:

• AI Bot Automations — The AI Text Bot sequences that respond to leads and book appointments

• BiteBot Standard Automations — Your core follow-up and nurture sequences

• Feedback/Review — Post-appointment review request sequences

• Pro Users Only — Advanced automations available on the Pro plan

The top tabs let you filter between All Automations, Needs Review, and Deleted.

Creating a New Automation

Click the blue + Create Workflow button in the top right. You can start from scratch, choose a template, or use Build using AI to describe what you want in plain English and let BiteBot generate it for you.

For most dental practices, the pre-built BiteBot automations cover everything you need — you rarely need to build one from scratch.

How an Automation Works

Every automation has two parts:

1. Trigger — What starts it. Examples: "Lead form submitted," "Appointment booked," "Tag added to contact," "Lead replies to a message"

2. Actions — What happens next. Examples: Send a text, send an email, wait X minutes, add a tag, assign to a pipeline stage, notify a team member, book an appointment

You can chain as many actions as you want, add time delays between them, and add conditional branches — "if they replied, go this way; if not, go that way."

Turning Automations On and Off

Each automation has a toggle to turn it Published (on) or Draft (off). When off, it won't fire even if the trigger condition is met — useful for pausing sequences during holidays or office closures.

Important: Your AI Text Bot only works if its connected automation is turned ON. If leads stop getting instant responses, check that your AI Bot Automations are published.

Editing an Existing Automation

Click any automation name to open it in the visual editor. You can add or remove steps, change timing of delays, edit message content, and add conditional branches.

? Tip: Before editing a live automation, duplicate it first using the three-dot menu → Duplicate. That way you always have the original to fall back on.

Automation Stats

The Automation List shows a Stats column on the right side. Click it to see how many contacts have gone through an automation and what percentage completed each step. Use this to spot where leads are dropping off in your follow-up sequences.

Pre-Built BiteBot Automations You Should Know

• New Lead — Instant AI Response — Fires when a new lead comes in, sends an immediate personalized text within 30 seconds, and begins the qualification conversation

• Appointment Confirmation — Sends a confirmation text + email when a patient books, followed by a reminder 24 hours before

• No Show Follow-Up — Automatically re-engages patients who missed their appointment with a reschedule offer

• 6-Month Nurture — Long-term follow-up for leads who weren't ready to book, keeping you top-of-mind over time

• Post-Visit Review Request — Sends a Google review request after a completed appointment

• Database Reactivation — Re-engages old leads and past patients who haven't heard from you in a while

Need Help?

If you'd like help customizing your automations or building a new sequence, contact us at support@bitebot.io or use the Need Help? button in the bottom right of your account.