Key Concepts

Essential terms for using your Yelp and Thumbtack Auto Responder system effectively. Understanding these concepts helps you maximize your automated lead response capabilities.

🏢 Business

Organizational folder that groups related sources together for management and billing purposes.

Example Organization:

• “Mike’s Plumbing Services” - Contains 3 plumbing sources
• “Mike’s HVAC Solutions” - Contains 5 HVAC sources

Benefits:

• View leads by service type
• Set different messaging per business line
• Track performance separately
• Manage team access by division

🎯 Source

Each individual business profile you manage on any platform.

Important: You pay per source, not per platform.

Examples:

• 3 Yelp business profiles = 3 sources
• 2 Thumbtack pro profiles = 2 sources
• Total: 5 sources = $495/month

Each Source Includes:

• Individual messaging settings
• Separate follow-up sequences
• Custom business hours
• Independent performance tracking

🤖 Lead Statuses

Status indicators showing where each customer stands in your sales process:

● Bot Follow-up

System-controlled status - Your yelp automatic follow-ups are actively nurturing this lead with automated messages.

● Follow-up

Human intervention - You’ve personally responded; automated messages stopped to avoid conflicts.

● Scheduled Messages

Delayed delivery - Message written and scheduled for future delivery at optimal timing.

● Answered

Engaged prospect - Lead responded and is actively interested. Highest priority for immediate attention.

● Meeting

Appointment scheduled - Call, consultation, or site visit planned. Pipeline management status.

● No Answer

Sequence complete - All automated follow-ups sent without response. Consider re-engagement strategies.

● Done

Lead closed - Became customer, decided not to proceed, or was disqualified.

📧 Welcome Messages

First automated response sent to every new inquiry. Choose between:

AI-Powered Messages

• Yelp AI assistant analyzes each inquiry
• Personalized responses addressing specific requests
• Context-aware (pricing, emergency, project details)

Predefined Messages

• Keyword-triggered responses
• Complete content control
• Fallback messages for unmatched inquiries

🔄 Follow-up Sequences

Automated nurturing messages that continue until prospects respond:

Smart Features:

• Business hours respect - No inappropriate timing
• Response detection - Stops when customers engage
• Manual override - Ends when you take over personally

Timing Options:

• Minutes - Emergency services
• Hours - Same-day follow-ups
• Days - Long-term nurturing

🔗 Source Tokens

OAuth profiles determining your yelp chatbot identity on platforms:

Key Function:

• Controls which name appears on automated messages
• Manages profile access across team members
• Enables seamless authentication with platforms

Management:

• Add new OAuth connections
• Transfer profiles between team members
• Troubleshoot authentication issues

👥 Team Management

User access control and collaboration features:

Permission Levels:

• Admin - Full access including billing and team management
• Manager - Source access only, no billing or user management

Features:

• Unlimited team members (no additional cost)
• Source-specific access control
• Business hierarchy support

📊 Analytics

Performance tracking for your yelp business automation:

Key Metrics:

• Response rates and timing
• Lead status distribution
• Platform performance comparison
• Contact information capture rates

Business Intelligence:

• Peak engagement hours
• Conversion pattern analysis
• Seasonal trend identification
• ROI measurement capabilities

Getting Started Priority

Essential Setup Order:

1. Connect sources - Start with highest-volume platforms
2. Configure welcome messages - AI or predefined responses
3. Set up follow-ups - Automated nurturing sequences
4. Add team access - Invite collaborators with appropriate permissions
5. Monitor analytics - Track performance and optimize

Your yelp auto response system uses these concepts to automate lead management while maintaining professional communication standards.

Questions about key concepts? Email support@auto-respond.com or use in-app chat for clarification.