Sub-Account Setup

A sub-account is the workspace for one business. Your Agents, phone numbers, contacts, calendars, conversations, and automations all live inside it — fully separated from every other sub-account. If you were invited by an agency, your workspace is already created and branded for you; this guide walks through setting it up, step by step, in the order that works best.

Sign in and find your way around

Accept the invitation email from your agency and set a password, then sign in at https://app.dextelai.com. You'll land on the sub-account dashboard. The sidebar is your map:

• Dashboard — live overview of calls, bookings, and activity.
• Inbox — every conversation (SMS, WhatsApp, Facebook, Instagram, web chat) in one thread view.
• Contacts — your CRM: people, tags, notes, and lead scores.
• Appointments & Calendars — bookings and the calendars they land on.
• Reminders — automatic appointment reminders that cut no-shows.
• AI Nexus — the AI control center: Agents, Phone Numbers, Knowledgebase, Call History, Call Insights, and AI Tags.
• Workflows — trigger-based automations.
• Settings — business profile, team members, and integrations.

Step 1 — Complete your workspace settings

Open Settings and confirm the basics before anything else: business name, contact details, and timezone (calendars, business hours, and reminders all key off it). This is also where you invite teammates — admins can manage everything in the workspace, while members work the inbox and contacts day-to-day.

Step 2 — Create your AI Agent

Go to AI Nexus → AI Agentsand create your first Agent. You'll choose:

• Name and voice — how the Agent sounds on calls. Pick a voice that fits your brand; you can preview each one.
• Language — Agents speak and understand multiple languages and can switch when the caller does.
• Instructions — what the Agent does and how it behaves: greeting, services you offer, what it may book, when it should take a message or hand off to a human.

Step 3 — Teach it your business

An Agent is only as good as what it knows. Open AI Nexus → Knowledgebase and feed it:

• Your website — paste the URL and the crawler ingests your pages automatically.
• Documents — price lists, service menus, policies, FAQs.

Attach the knowledge base to your Agent and it will answer questions from your real content — hours, pricing, services, directions — instead of improvising.

Step 4 — Get a phone number

Open AI Nexus → Phone Numbers to provision a number (or connect an existing provider) and assign it to your Agent. From that moment, inbound calls to the number are answered by the Agent — 24/7, including the calls that used to go to voicemail.

Step 5 — Set up calendars and booking

Create a calendar under Calendars: set your working hours, appointment duration, and team member assignment. Connect Google Calendar(or your agency's GoHighLevel calendar) so availability stays in sync both ways. Once the calendar is linked to your Agent, callers can book mid-conversation — the Agent offers real open slots, confirms, and the appointment appears under Appointments instantly.

Then open Reminders and switch on appointment reminders (for example 24 hours and 1 hour before). They run automatically and meaningfully reduce no-shows.

Step 6 — Connect your message channels

Calls are half the story. In Settings → Integrations, connect the channels your customers already use — WhatsApp, Facebook Messenger, Instagram DM, SMS, and the website chat widget. Every conversation lands in the Inbox, the Agent replies automatically, and your team can jump into any thread and take over from the AI at any moment.

Step 7 — Bring in your contacts

Import your existing customer list into Contacts (CSV import, or programmatically via the Contacts API). New callers and message senders are added automatically and deduped across channels. Every contact gets tags, notes, and an automatic lead score (hot / warm / cold) based on their conversations — so you always know who to call back first.

Step 8 — Automate with Workflows

Open Workflows to put follow-up on autopilot. Workflows fire on triggers like new contact, tag added, or contact replied, and run actions such as sending messages, updating tags, or notifying your team. A good first one: when a new contact comes in after hours and doesn't book, send a follow-up text the next morning.

Step 9 — Test before you go live

• Call your own number. Ask the questions your customers ask. Try to book an appointment end-to-end.
• Message every connected channel and watch the thread in the Inbox.
• Review the transcript in AI Nexus → Call History— if an answer was wrong or missing, fix the Agent's instructions or add the answer to the Knowledgebase, then call again.

Going live and daily use

Once you're happy, you're live — there's no separate switch to flip. Day to day:

• Dashboard and AI Nexus → Call Insights show what the Agent handled: calls answered, appointments booked, lead quality trends.
• Inbox is where your team works conversations the AI escalates or that need a human touch.
• Appointments tracks everything booked; reminders go out automatically.
• Keep improving: the more the Knowledgebase covers, the fewer questions the Agent misses.

For developers: API keys and webhooks

Need to connect your own systems? The API Keys & Webhooks page in the sidebar (available on white-label agency plans) lets you mint a sub-account API key for the full REST API, and configure webhooks that POST to your endpoint in real time for contact, appointment, note, tag, and inbound/outbound message events — with per-event toggles and signed deliveries.

Next steps