Example V2 Build | Building a CloseBot Coworking Space Concierge and Connecting It to Your GoHighLevel Sub‑Account

A step‑by‑step field guide based on a real build with Think Tank Cowork. Follow along and you’ll have a concierge‑style AI agent live on your site (and over SMS) in under an hour

Why bother?

Members walk in, need the Wi‑Fi password now, or a prospect visits your home page and wants a tour yesterday. A CloseBot concierge handles these requests 24/7, captures leads, and books tours while you focus on growth—not front‑desk triage.

Prerequisites

CloseBot is the brain that is designed to automate lead qualification and booking for your existing CRM. Your CRM is the one that provides the communication channels (SMS, email, web chat, etc.) and CloseBot automates those conversations using existing AI providers like OpenAI and Anthropic)

• GoHighLevel sub‑account (or agency account) with an SMS‑enabled number
• CloseBot V2 account
• API key from at least one LLM provider (OpenAI, Anthropic, DeepSeek, Grok, Gemini)
• Website access (to add a chat widget script) and a QR‑code generator

1 │ Sign up to CloseBot V2

CloseBot is the top installed app for GoHighLevel subaccounts at the time of writing this blog.  That makes it easy to find within the GoHighLevel marketplace.  Keep in mind, this blog reviews how V2 CloseBot Agents are made.  V2 will be out of beta soon, but isn’t yet publicly available (projected release end of May).

2 │ Connect GoHighLevel as a Source

Connecting CloseBot to your GoHighLevel subaccount is a breeze.  Simply navigate to sources within CloseBot and click to connect a new source.  All CloseBot accounts allow you to connect to unlimited sources.  One AI Agent with CloseBot can automate conversations across unlimited subaccounts in HighLevel even on the free plan.

1. In CloseBot, go to Sources › + Add Source
2. Choose GoHighLevel and authorize the pop‑up
3. Pick the sub‑account you want the agent to live in

3 │ Add an AI Provider

If you’re on a free or Business CloseBot plan you won’t have to input an AI Provider.  If you’re on an agency account, you will input your own API key(s) for any of the AI Providers you want to use.  Navigate to your portal for any of the providers to find your API key.

1. Navigate to AI Providers › + New Provider
2. Paste your API secret key for the provider selected
3. Click Validate → Save (Optionally, add a second provider for instant fail‑over)

4 │ Craft the Persona – Sam, the Concierge

The persona is like the “person” you are hiring to do a job… front desk concierge in this case.  Sam is the name we picked for this persona.

1. Go to Agents › + New Persona
2. Set your persona settings to match the conversation style you’re trying to achieve

Here is what we used for the extra How to Respond instruction for Sam:

Never use the person's name in your response. Do not be exclamatory or over-the-top. Only answer questions that you know the answer to. Don't discuss anything not related to Think Tank, co-working, Everett, etc. If someone begins to show frustration or notes that their problem is not being solved give them the support contact info and let them know they will respond asap. If they communicate that they have not heard back from support and show extreme signs of frustration or a negative experience give them the support phone number. If they continue to verbalize frustration give them the owners contact info. The owners contact info is < email >

5 │ Design the Flow

Flows are the drag-and-drop created jobs for your personas to do for you.  We created a workflow for Sam that allows Sam to manage the GoHighLevel web chat and SMS conversations.  We want Sam to determine whether a person is an existing member or a new member.  If they are an existing member, just answer any questions they have.  If they are a new coworking member, gather their first name and email if we don’t have it already.  At any time, if the person wants to book a tour, send them the link to book a tour (you can choose to conversationally book instead if you wish).  If the person wants to purchase a day pass, send them the link to allow them to buy the day pass.  As you can see, this would be tough for a typical AI to handle reliably… easy for CloseBot!

1. Go to Agents › + New Workflow
2. Select GoHighLevel as the workflow type
3. Add your HighLevel source and choose to enable this only for Channels Live Chat and SMS
4. Create From Scratch
5. Create the flow and connect your persona to your flow

Tips

• Keep your Short Description of objectives clear and short for the AI to know exactly what it needs to do
• Use Allow Skip on objectives so returning contacts aren’t asked again about fields we already have filled out in HighLevel

6 │ Fill the Knowledge Library

It’s time to pull together resources that your AI needs to be able to answer questions.  These resources may be websites that you want scraped, PDFs, Excel Files, normal text, or something else.

1. Go to Knowledge Library › + Add Files
2. Web‑scrape your site: Knowledge › + Add › Web Crawl.
   • Breadth: 10 links   Depth: 2 levels is plenty for most sites
3. Notes: Add dynamic snippets like Wi‑Fi passwords, printer codes, or the day‑pass door key. Notes are editable in place—no more deleting & re‑uploading
4. Connect each of these items to your HighLevel source

8 │ Publish & Test

Now it’s time to test your agent.  You can go back to the flow you built and click the Test button.  Test any scenarios you want to see how your new Agent performs!

1. Click Publish.
2. Open the Test pane, type something and watch Sam collect details and answer.

10 │ Add the SMS Concierge (QR code magic)

Text is unbeatable for guests already inside the building.  You can create a QR code within HighLevel that opens up the text message app for a member with a message “I’m an existing member and need help” pre-filled.  When a member sends this message, Sam will automatically know that this is an existing member and will collect their name if you don’t have that info already for that contact and proceed to the conversation action stage to answer their questions.

1. Within your HighLevel account, go to Sites › + QR Codes
2. Create a QR Code to send a Message to a Phone Number

When scanned, the guest’s phone opens their messaging app with the text pre‑filled. They tap Send; CloseBot takes it from there.

11 │ Bonus:  Automate Housekeeping Blank Contacts

When you install a chat widget on your site, you get a lot of site visitors who may not share their contact information with you.  To keep your contacts list clean, we recommend creating a HighLevel automation that deletes any contact over 24 hours old without a phone number or email attached to them.  Here’s what that might look like for you.

Ship it 🚀

You now have an always‑on concierge that greets prospects, books tours, and supports members—all inside the tools you already use. Iterate on the flow, add knowledge as questions roll in, and watch your front‑desk workload shrink.

Questions or success stories? Drop them in the CloseBot community—we’d love to feature your build!