No installation is required. Aiphilia is a cloud-based platform that operates entirely within a standard web browser. Upon signing up, users receive immediate access to all features without needing to download or install any software on their computers.

For mobile access, users can download the LeadConnector app, available for both iOS and Android. This app provides on-the-go access to the CRM, allowing users to manage contacts, appointments, and conversations directly from their mobile devices.
 

The core differentiator for Aiphilia is its “all-in-one” philosophy, which presents both a significant strength and a potential challenge for new users. The platform’s value proposition is that it replaces the need for multiple, disconnected, and often expensive subscriptions. Instead of paying separately for a funnel builder (like ClickFunnels), a course hosting platform (like Kajabi), a CRM (like HubSpot), and an email marketing service (like Mailchimp), users get all of this functionality and more within a single, cost-effective system.

However, the sheer breadth of features, while powerful, can be a source of overwhelm for beginners.5 New users often see the vast toolset and attempt to master everything simultaneously, leading to “analysis paralysis” where they spend months trying to build a perfect, complex system without ever launching a single component or engaging a real customer.6

A successful implementation strategy involves resisting this temptation. The most effective approach is to start small by identifying a single, high-impact business problem and solving it with one or two of Aiphilia’s features. For example, a business struggling with missed phone calls could begin by activating only the “Missed Call Text Back” feature.7 By achieving an early win with a simple, focused use case, users can build confidence and gradually layer on more advanced functionality over time. This incremental approach flattens the learning curve and ensures the platform delivers value from day one, rather than becoming an overwhelming project.
 

Aiphilia is designed for a diverse range of small to medium-sized businesses across numerous industries. The platform’s flexibility allows it to be tailored to the specific needs of various sectors. Key industries that benefit from Aiphilia’s specialized automation capabilities include 3:

• Real Estate: Automating property inquiries, nurturing client pipelines from showing to closing.
• Restaurants: Streamlining online table bookings, sending automatic reminders, and collecting Google reviews to boost local visibility.
• Home Services (Plumbing, HVAC, etc.): Instantly texting new leads, automating booking reminders, and running seasonal tune-up campaigns.
• Beauty Salons: Filling appointment calendars with automated reminders and sending promotional offers to encourage repeat business.
• Health & Wellness: Sending appointment reminders and service instructions, and securely hosting educational content for clients.
• Professional Services (Legal, Finance, IT Support): Automating client intake, document collection, retainer reminders, and case updates.

By providing industry-specific templates and use cases, Aiphilia directly addresses the unique challenges and workflows of these businesses, moving beyond a generic toolset to offer tangible solutions.3
 

Aiphilia is an all-in-one Software-as-a-Service (SaaS) platform engineered specifically for solo founders, entrepreneurs, and small businesses.1 Its primary function is to consolidate and automate the critical operations of marketing, sales, and customer support into a single, unified system. The platform is designed to be used without requiring any coding or development skills, making advanced automation accessible to non-technical users.1

For a new business, this integrated approach means starting with one affordable tool that manages a wide array of functions—from building a first website and capturing leads with forms to orchestrating automated email follow-ups and managing appointment bookings. The system is built to scale alongside a growing business, providing robust functionality at every stage.1

Aiphilia is built upon the powerful and proven technology of GoHighLevel, but it has been reimagined to prioritize simplicity, speed, and user experience for the small business owner.2 It is a self-serve platform, meaning clients have full control to build and manage their systems. While it is not a traditional “done-for-you” agency, optional technical support and expert setup packages are available for users who require hands-on assistance.1
 

<table border="1" cellspacing="0" cellpadding="8" style="border-collapse: collapse; text-align: center;">
  <thead>
    <tr>
      <th>Feature</th>
      <th>Solo Plan</th>
      <th>Team Plan</th>
      <th>Business Plan</th>
      <th>Unlimited Plan</th>
    </tr>
  </thead>
  <tbody>
    <tr>
      <td><b>Monthly Cost</b></td>
      <td>$17</td>
      <td>$67</td>
      <td>$177</td>
      <td>$397</td>
    </tr>
    <tr>
      <td><b>User Limit</b></td>
      <td>1 User</td>
      <td>Up to 3 Users</td>
      <td>Up to 10 Users</td>
      <td>Unlimited Users</td>
    </tr>
    <tr>
      <td><b>Contact Limit</b></td>
      <td>1,000 Contacts</td>
      <td>6,000 Contacts</td>
      <td>20,000 Contacts</td>
      <td>Unlimited Contacts</td>
    </tr>
    <tr>
      <td><b>Feature Access</b></td>
      <td>100% of Features</td>
      <td>100% of Features</td>
      <td>100% of Features</td>
      <td>100% of Features</td>
    </tr>
    <tr>
      <td><b>Pay-As-You-Go Rates</b></td>
      <td>Standard Rates</td>
      <td>Favorable Rates</td>
      <td>More Favorable Rates</td>
      <td>Best Rates</td>
    </tr>
  </tbody>
</table>

Yes. Users have the flexibility to upgrade or downgrade their plan at any time directly from the billing dashboard within their Aiphilia account. If a plan is downgraded, all existing data, workflows, funnels, and settings remain safe and intact; the user simply needs to ensure their account is within the new plan’s limits for users and contacts.

Subscriptions can also be canceled at any time before the next billing cycle. Upon cancellation, the account will remain fully active and accessible until the end of the current paid billing period.1 At this time, Aiphilia does not offer one-time payment or lifetime plans, as the subscription model is optimized for continuous platform updates and long-term business growth.
 

Add-ons are optional, specialized features that can be added to any plan to enhance functionality. These allow users to tailor the platform to more specific needs without having to upgrade their entire plan. Examples of available add-ons include 1:

• Branded Client Portal: Provides a custom-branded portal for clients to log into.
• WordPress Hosting: Offers managed hosting for WordPress sites directly within the platform.
• Ad Manager: A centralized service for managing and reporting on digital ad campaigns.
• AI Employee: An add-on for unlimited usage of the platform’s AI capabilities. 

Yes. In addition to the monthly plan fee, certain services are billed based on consumption. This pay-as-you-go (PAYG) model is common for services that incur a direct cost from underlying carriers and providers. This approach ensures that users only pay for what they actually use, which is often more cost-effective than plans that bundle a large number of credits that may go unused.

Services billed on a PAYG basis include :

• Sending SMS messages
• Making outbound phone calls
• Usage of AI services (e.g., Content AI, Voice AI)
• Sending emails (beyond any included free tier)

While some users of the underlying platform technology have expressed frustration with “hidden charges” from other providers, Aiphilia is committed to transparency. All PAYG services have clear, upfront pricing, and every new account is provided with $10 in free starting credits to help users get started.

The contact limits on Aiphilia plans are “soft limits,” meaning the account will not stop working or be disabled if the limit is exceeded. If a user on the Solo plan grows their list beyond 1,000 contacts, for example, the system will remain fully active, and they can continue to add new contacts without interruption. A notification will appear in the dashboard recommending an upgrade to the next plan tier. While upgrading is not mandatory, moving to a higher plan provides a larger contact capacity, more user seats, and better pay-as-you-go rates for other services.
 

Aiphilia offers four primary subscription plans, each designed to accommodate different stages of business growth. A core principle of the pricing structure is that all plans include 100% of Aiphilia’s features; nothing is locked behind a more expensive tier. The only differences between the plans are the limits on the number of users and contacts, as well as the pay-as-you-go rates for consumption-based services.

The plans are as follows :

• Solo: $17 per month. Ideal for individual founders and solopreneurs.
• Team: $67 per month. Suited for small, growing teams.
• Business: $177 per month. Designed for established businesses with larger teams and contact lists.
• Unlimited: $397 per month. For large-scale operations requiring unlimited users and contacts.This model allows businesses to start with an affordable plan and only upgrade as their operational needs for more users or a larger contact database expand.

Yes. A 2025 platform update introduces Custom Objects, an advanced feature that allows you to create custom data structures tailored to your specific industry. For example, a real estate agency can create a “Properties” object to track listings, while a veterinary clinic can create a “Pets” object to manage animal records. This allows for deep customization beyond standard CRM fields. A full explanation of this feature is available in Part IV. 

Yes. While the standard CRM is contact-centric, a 2025 platform update introduces a dedicated Companies Module, transforming Aiphilia into a full-featured B2B platform. This update fundamentally enhances the CRM’s capabilities for businesses that sell to other companies rather than individual consumers.

The Companies Module allows users to :

• Manage companies as the primary entity in the CRM.
• Associate multiple contacts (e.g., CEO, Head of Sales, Project Manager) with a single company record.
• Use company-specific custom fields to track data like industry, company size, or annual revenue.
• Manage tasks, notes, and sales opportunities at the company level, providing a consolidated view of the entire relationship with a client organization.

This functionality makes Aiphilia a much more powerful tool for B2B sales teams, enabling them to manage complex sales cycles and track relationships across entire organizations, a feature typically found in more expensive, enterprise-grade CRMs.
 

Automation is the engine that powers the entire platform, designed to handle repetitive tasks so business owners can focus on strategic growth.

• Automation Workflows: The visual workflow builder is the heart of the platform’s automation capabilities. It allows users to create powerful, multi-step automations without writing any code. A workflow is a sequence of triggers (e.g., a form is submitted) and actions (e.g., send a thank-you email, add a tag, create a task for a salesperson). This tool is designed to automate follow-ups, lead nurturing, client onboarding, and more.
• Online Courses & Memberships: For businesses that sell knowledge, such as coaches, consultants, and educators, this feature provides a direct way to generate revenue. Users can build and host online courses complete with videos, quizzes, and downloadable resources. The platform manages student access, drips content over time, and can even issue completion certificates, replacing the need for dedicated course platforms like Kajabi.
• Reputation Management: Positive online reviews are a critical driver of new business. This feature automates the process of collecting them. The system can be configured to automatically send a review request via SMS or email to a customer after a service is completed or an appointment has occurred. It also provides a central dashboard to monitor and respond to reviews from Google and Facebook, helping businesses build and maintain a strong online reputation.
   

Aiphilia provides a comprehensive suite of tools to attract, engage, and convert new leads.

• Sales Funnels & Websites: The platform includes a drag-and-drop builder for creating landing pages, sales funnels, and full websites. This solves the need for a separate, often expensive, website or funnel-building tool like WordPress or ClickFunnels. Users can build lead capture pages, sales pages with upsells, and host lead magnets without any coding.
• Email & SMS Marketing: This capability allows businesses to communicate with their audience at scale. Users can send bulk email newsletters and SMS campaigns or create automated nurture sequences that are triggered by specific customer actions. This replaces the need for separate email marketing platforms.
• Social Media Management: To solve the problem of managing multiple social media accounts, the platform includes a social media scheduler. Users can connect their accounts to schedule and manage posts across different platforms from a single interface. It also supports bulk scheduling via CSV upload and can automatically post content from an RSS feed.
   

The core of the platform is a robust Customer Relationship Management (CRM) system designed to organize and manage all client interactions.

• CRM & Pipeline Management: This feature allows businesses to store detailed contact records, track every conversation (email, SMS, phone calls), and manage client relationships from a single dashboard. The visual sales pipeline lets users track leads as they move through different stages of the sales process, from “New Lead” to “Closed,” ensuring no opportunity falls through the cracks.
• Appointment Booking: This tool solves the problem of inefficient, back-and-forth scheduling. Users can create custom booking calendars for individuals or teams, which clients can use to self-schedule appointments. The system integrates with Google Calendar to prevent double bookings and automatically sends confirmation and reminder messages to reduce no-shows.
• Missed Call Text Back: This popular feature provides an immediate solution to the common business problem of missed phone calls, which often represent lost revenue. When a call is missed, the system automatically sends a customizable text message to the caller, initiating a conversation and capturing a lead that might otherwise have been lost to a competitor.

If working with a team, additional users can be added under Settings > My Staff. For each team member, specific roles and permissions can be assigned. This allows an administrator to control access to different parts of the platform, such as restricting a salesperson’s access to system-wide settings or automation workflows while giving them full access to the CRM and their assigned conversations.
 

To host funnels, websites, or landing pages on a custom domain (e.g., go.yourbusiness.com or www.yourbusiness.com), another DNS record must be updated at the domain registrar. This typically involves adding a CNAME (Canonical Name) record that points the domain or subdomain to the value provided in the Aiphilia domain settings. This is the most common cause of a funnel page not loading correctly on a custom domain.

It is important to note that DNS changes, for both email and domains, can sometimes take up to 24 hours to propagate across the internet. This means there may be a delay before the verification is complete and the features are fully functional.
 

This is one of the most critical, and often most technically challenging, steps for new users. To send emails from a professional business address (e.g., contact@yourbusiness.com) and ensure they do not land in the spam folder, the sending domain must be verified. This process proves to email providers like Gmail and Outlook that Aiphilia is an authorized sender on behalf of that domain.

The verification process involves adding specific DNS (Domain Name System) records to the domain’s settings at the domain registrar (the service where the domain was purchased, such as GoDaddy, Namecheap, or Google Domains). Aiphilia provides the exact records that need to be copied and pasted, which typically include:

• SPF (Sender Policy Framework) record
• DKIM (DomainKeys Identified Mail) record

Failure to complete this step is the most common reason for email deliverability issues.

Best Practice Recommendation: To protect the reputation of your primary business domain, it is highly recommended to use a subdomain for sending marketing emails through Aiphilia. For example, if your main business email is name@yourdomain.com (which you use for personal and Google/Outlook communications), you should set up a dedicated sending subdomain like support@mail.yourdomain.com for Aiphilia. This isolates your bulk email sending activity and helps protect your root domain’s deliverability. If your business does not use the root domain for day-to-day email, you can use it directly with Aiphilia.
 

To use the appointment booking feature, users must connect their personal or business Google Calendar. This is done under Settings > My Profile > Integrations. This two-way sync ensures that appointments booked in Aiphilia appear on the user’s Google Calendar, and existing events in the Google Calendar will block off availability in Aiphilia, preventing double bookings.
 

To send SMS messages and make calls from the platform, a dedicated phone number must be purchased. This can be done under Settings > Phone Numbers.

For users in the US and Canada who plan to send text messages, completing the A2P 10DLC registration is a mandatory step for compliance. This is a carrier-mandated registration process to verify business identity and reduce spam. Aiphilia guides users through this process, which is essential for ensuring high SMS deliverability.
 

The first step is to navigate to Settings > Business Profile and fill in all relevant information about the business. This includes the business name, address, and contact details. This information is used by other parts of the platform, such as in email footers and on invoices, so ensuring its accuracy is crucial.
 

LeadConnector is the official mobile application for the Aiphilia platform.1 It is a white-label app that allows users to access their Aiphilia account from their smartphone or tablet. The app provides access to the most critical on-the-go features, including:

• The unified conversations inbox for responding to SMS, email, and social media messages.
• The CRM for viewing and managing contact information.
• The calendar for managing appointments.
• The sales pipeline for tracking opportunities.

The LeadConnector app ensures that business owners can stay connected and manage their leads and customers even when they are away from their computer.
 

Tags are simple labels that can be applied to contacts to segment them into groups. They are the primary mechanism for organizing the CRM and triggering automations. For example, a contact who fills out a “Request a Quote” form could be automatically given the tag “New Lead – Quote Request”.

Tags are essential for:

• Segmentation: Creating dynamic lists of contacts based on their interests or actions (e.g., creating a list of all contacts with the “Past Customer” tag).
• Triggering Automations: Starting a workflow when a specific tag is added to a contact (e.g., when the “New Lead” tag is added, start the welcome email sequence).
• Controlling Workflow Logic: Using tags to direct contacts down different paths within a workflow (e.g., if a contact has the “VIP Customer” tag, send them a special offer).

A well-organized tagging system is the foundation of a clean and effective CRM and automation strategy.
 

Custom Values are one of the most powerful and time-saving features in Aiphilia, yet their importance is often underestimated by beginners. They function as global shortcuts or merge fields for information that is used repeatedly throughout the account.

Think of a Custom Value as a container for a piece of information, such as {{custom_values.business_name}} or {{custom_values.booking_link}}. These values are defined once under Settings > Custom Values. When this placeholder is used in an email template, an SMS message, or on a website page, the system automatically replaces it with the information stored in that container.

The strategic power of this becomes clear when information changes. If a business updates its main booking link, a user who manually typed the link into 50 different templates would need to find and edit all 50 of them. A user who used a Custom Value only needs to update the value in one place—under Settings > Custom Values—and it will automatically update everywhere it is used across the entire platform. Adopting the practice of using Custom Values for all frequently used information (business name, phone number, address, key links) is a fundamental best practice for scalable and efficient automation.
 

Similar to lacking a strategy, some users try to build a system that is “for everyone,” which often results in a system that is effective for no one. The messaging is too generic, the offers are not compelling, and the automations lack specific context.

• How to Avoid It: Focus on a specific target market or niche. The needs of a real estate agent are very different from those of a restaurant owner. By focusing on a niche, the user can tailor every aspect of their Aiphilia setup—the website copy, the email templates, the follow-up sequences—to speak directly to that audience’s pain points and desires. This specialization dramatically increases the effectiveness of all marketing and sales efforts.
   

Sometimes, an implementation fails not because of the technology, but because the user lacks a clear business plan to begin with. They may not have clearly defined their target audience, their core offer, or their customer journey. In these cases, the user often expects the software to be a magic bullet that will create a business for them, rather than a tool to execute an existing strategy.

• How to Avoid It: Before diving into building complex workflows, take a moment to answer a few strategic questions:
• What is the primary goal of this automation? (e.g., book more appointments, sell a product, generate qualified leads).
• What is the single most important action a new lead should take? (e.g., schedule a consultation, download a free trial).
• What is the biggest point of friction in the current sales or marketing process?

Having clear answers to these questions provides a focused objective. This allows the user to leverage Aiphilia as a powerful tool to solve a real, defined business problem, rather than getting lost in a sea of features.
 

The single biggest mistake new users make is being overwhelmed by the platform’s extensive feature set and attempting to learn and implement everything simultaneously. This “all-or-nothing” approach almost always leads to burnout and a failure to launch any single part of the system effectively. The platform’s “all-in-one” promise is its greatest strength, but it can also be a trap for those without a clear, focused plan.

• How to Avoid It: The path to mastery is incremental. Instead of trying to build an entire automated business in the first week, the first goal should be to pick ONE thing. Identify the single biggest bottleneck or the most pressing problem in the business and use Aiphilia to solve only that one problem first. A few recommended “first projects” include:

1. Activate Missed Call Text Back: This is a simple, high-impact feature that takes minutes to set up and immediately starts capturing otherwise lost leads.
2. Set up the Web Chat Widget: Add the chat widget to an existing website to start capturing visitor inquiries directly into the CRM.
3. Build a Simple Lead Capture Funnel: Create a two-page funnel with a form to capture an email address in exchange for a free resource (like a PDF guide), and a simple thank-you page. Connect this form to an automated email that delivers the resource.

By focusing on a single, achievable goal, users can learn a specific part of the platform deeply, see a tangible result, and build the confidence to tackle the next project.
 

Aiphilia comes pre-loaded with several ready-made automation modules to help users get started quickly. These modules are collections of pre-built templates, custom values, and workflows designed for common business tasks. To activate a module, users typically need to follow these steps:

1. Customize Templates: Navigate to Marketing > Templates and edit the pre-built email and SMS templates to match the business’s brand voice and messaging.
2. Fill in Custom Values: Go to Settings > Custom Values and fill in any values required by the module, such as the main scheduling link or business phone number.
3. Activate the Workflows: The final step is to activate the workflows, often by applying the module’s primary trigger tag to a list of contacts or connecting the trigger to a form or calendar.

Examples of modules include:

• Database Reactivation: This is one of the most powerful strategies for generating revenue without spending money on ads. The module is designed to re-engage an old or inactive list of contacts by sending them a compelling offer via email or SMS. It intelligently sends messages in controlled batches to manage deliverability and test effectiveness. A well-executed reactivation campaign can yield significant returns; in one case study, a gym owner generated over $83,000 in immediate revenue from a list of 2,500 dormant contacts.
• Review Automations: This module automates the process of requesting and managing customer reviews. After a service, it sends a review request. Based on the customer’s rating (e.g., high or low), it adds a “Positive Experience” or “Negative Experience” tag. Positive-tagged contacts are directed to public review sites like Google, while negative feedback can trigger an internal notification for the team to follow up personally.17
• List Cleanup/MGMT: This module helps maintain a clean and active sales pipeline. It includes a workflow that identifies opportunities that have been inactive in a pipeline stage for a set period (e.g., 90 days) and applies a “Stale” tag, making it easy to identify and remove old leads.17
   

As automations become more complex, a common challenge is creating a single, massive workflow that tries to do everything. These “monolithic” workflows are difficult to manage, troubleshoot, and update. A best practice to avoid this is to use a modular design, with the Tag Routing Workflow serving as the central hub.

This concept can be understood with an analogy: think of automations like a set of LEGOs. Each individual workflow is a specific, self-contained block (e.g., a “Welcome Email” block, a “Long-Term Nurture” block, a “Booking Request” block). Tags are the connectors that allow these blocks to be snapped together to build a larger, more complex structure.

A Tag Routing Workflow is a central workflow that doesn’t contain many actions itself. Instead, its primary job is to listen for new tags being added to a contact. When a specific tag is added, the router’s job is to direct that contact to the correct “LEGO block” or specialized workflow. For example:

1. A contact submits a form and gets the tag “New Lead.”
2. The Tag Router sees this tag and triggers an action to add the contact to the “New Lead Welcome Sequence” workflow.
3. Later, the contact clicks a link to book a call and gets the tag “Interested in Booking.”
4. The Tag Router sees this new tag, removes the contact from the welcome sequence, and adds them to the “Appointment Booking” workflow.

This modular approach makes the entire automation system much easier to manage. To change the welcome email, a user only needs to edit one small, focused workflow, without risking breaking the entire system.
 

A workflow consists of two primary components: Triggers and Actions.

1. Choose a Trigger: A trigger is an event that starts the workflow and adds a contact to it. Common triggers include “Form Submitted,” “Contact Tag Added,” or “Appointment Booked”.25 A single workflow can have multiple triggers.
2. Add Actions: Actions are the steps the system takes after a contact is added to the workflow. Users can add actions by clicking the + icon. Examples of actions include:

• Send Email / Send SMS: Sends a pre-written message to the contact.
• Add Tag / Remove Tag: Modifies the tags on the contact’s record.
• Wait: Pauses the workflow for a specified amount of time (e.g., wait 2 days) before proceeding to the next step.17
• Create/Update Opportunity: Adds or moves the contact’s opportunity card in the sales pipeline.
• If/Else Condition: Splits the workflow into different paths based on specific criteria (e.g., if the contact has a certain tag, send them Email A; otherwise, send them Email B).25

By combining these triggers and actions, users can build sequences for nearly any business process, from simple auto-responders to complex, long-term nurture campaigns.
 

• Content AI: Integrated throughout the platform (in the email builder, social planner, and website builder), Content AI helps generate written content. Users can provide a topic and a desired tone, and the AI will produce headlines, email copy, blog posts, or social media captions, overcoming writer’s block and speeding up content creation.
• Reviews AI: This tool automates reputation management by responding to customer reviews on Google and Facebook. It can analyze the sentiment of a review and generate an appropriate, on-brand response, saving business owners hours of manual work.
   

• Solution: AI-Powered Workflow Prompt Builder

For users who find the visual workflow builder intimidating, the AI-Powered Workflow Prompt Builder offers a revolutionary alternative. This tool allows users to describe the automation they want to create in plain, natural English, and the AI will automatically construct the entire workflow.

How it Works:

From the workflow builder, a user can choose the option to create with AI. They then simply type a prompt describing the process. For example:

“When a contact submits my ‘Contact Us’ form, add the tag ‘New Lead’, then send them the ‘Thank You Email’ template. Wait 2 days, and then create a task for John Smith to call them.”

The AI will parse this request and build the corresponding workflow, complete with the correct trigger, actions, and wait steps. This dramatically lowers the barrier to entry for creating powerful automations.
 

• Solution: Conversation AI

Conversation AI is an intelligent chatbot that manages real-time conversations across multiple channels, including the website chat widget, SMS, Facebook Messenger, and Instagram DMs.1 It acts as a first line of support and lead engagement, ensuring every inquiry receives an immediate response.

Key Capabilities:

• Knowledge-Based Responses: The AI can be trained on the content of a business’s website or a knowledge base of frequently asked questions. It uses this information to provide accurate, contextual answers.
• Lead Qualification & Booking: Similar to the Voice AI, it can ask qualifying questions and book appointments directly within the chat conversation.
• Seamless Human Handoff: It is programmed to recognize when a conversation requires human intervention and can seamlessly hand off the chat to a live team member with the full conversation history.

Best Practices for Success:

The performance of Conversation AI depends heavily on the quality of its training data. To ensure it provides accurate answers, users should create a comprehensive knowledge base with clear answers to the most common questions their customers ask. Regularly reviewing and updating this knowledge base is key to its ongoing success.
 

• Solution: Voice AI Agent

The Voice AI Agent acts as a 24/7 virtual phone receptionist, ensuring that no inbound call ever goes unanswered. It uses advanced speech recognition and natural language understanding to engage callers in human-like conversations.

Key Capabilities:

• 24/7 Availability: Answers every call instantly, day or night.
• Lead Qualification: Can be programmed to ask callers a series of qualifying questions (e.g., “Are you looking for a quote for a new installation or a repair?”).
• Appointment Booking: Can integrate with Aiphilia calendars to book appointments directly during the call.30
• Data Capture: Automatically captures caller information and updates or creates a contact record in the CRM.28
• Intelligent Routing: Can transfer the call to a live human agent when high intent is detected or if the caller requests to speak with a person.

Best Practices for Success:

To get the most out of the Voice AI Agent, users should customize its prompts and goals. In the agent’s settings, provide clear and concise directions, define the agent’s personality (e.g., friendly, professional), and specify the exact information it needs to collect.
 

Aiphilia offers flexible payment processing options by integrating with several major gateways. While Stripe is a primary integration, the platform also supports PayPal, Authorize.Net, and NMI. Square integration is also planned for the near future. For businesses with specific needs, additional gateways can be connected through the marketplace, and manual payment options are also available. This flexibility ensures you can accept payments in a way that best suits your business model, whether it’s through online order forms, invoices, or in-person transactions via the mobile app.
 

The Social Planner, found under the Marketing tab, allows users to connect their Facebook, Instagram, LinkedIn, and other social media accounts to manage their presence from a single dashboard.1

Key Features:

• Post Scheduling: Create and schedule posts to be published at a future date and time across multiple platforms.
• Unified Content Calendar: View all scheduled and published posts in a calendar view for a clear overview of the content strategy.
• Bulk Scheduling: For users with a large volume of content, posts can be planned in a spreadsheet and uploaded as a CSV file for bulk scheduling. 

The CRM and Opportunities/Pipelines sections are the central hub for all sales activities.

• CRM: Located under the Contacts tab, the CRM stores all contact records. Each record provides a 360-degree view of the customer, including their contact details, tags, conversation history, and any associated sales opportunities.
• Pipelines: Found under the Opportunities tab, a pipeline is a visual representation of a sales process, broken down into stages (e.g., New Lead, Contacted, Proposal Sent, Won). Each lead is represented by a card that can be dragged and dropped from one stage to the next as they progress through the sales cycle. This provides a clear, at-a-glance overview of the entire sales pipeline and helps identify where leads are getting stuck. 

The Reputation tab provides a centralized dashboard for managing a business’s online reviews. This tool is critical for building brand trust and leveraging social proof to attract new customers.

How it Works:

1. Send Review Requests: The primary function is to automate the process of asking for reviews. A workflow can be set up to automatically send an SMS or email to a customer after an appointment or purchase, asking them to leave a review.7
2. Direct to Review Sites: The request link can direct happy customers straight to the business’s Google or Facebook review page, making it easy for them to leave positive feedback.
3. Monitor and Respond: The dashboard pulls in all reviews from connected platforms, allowing the business owner to monitor and respond to all feedback from one place, ensuring no review goes unaddressed. 

Yes, Aiphilia allows you to create and manage coupons to drive sales and promotions for products sold through funnels and memberships.

• Coupon Types: You can create two types of coupons: a percentage-based discount (e.g., 20% off) or a fixed amount discount (e.g., $10 off).
• Configuration: When creating a coupon, you can set a unique code, define its start and end dates, limit the total number of redemptions, and even restrict its use to specific products.
• Application: The coupon code field will automatically appear on your order forms when a valid coupon is active for the products in the cart. Customers can enter the code to receive their discount before completing the purchase. 

Aiphilia has a built-in QR Code Builder that allows you to create, customize, and track QR codes for various marketing purposes.

• Multiple Link Types: You can generate QR codes that link to a wide range of destinations, including your website, a specific funnel, a review page, a payment link, or a form. You can also create codes that initiate a phone call, pre-fill an SMS message, or draft an email.
• Customization: The builder allows you to customize the QR code’s appearance to match your brand. You can change the colors and shapes of the dots and markers, and even embed your logo in the center.
• Download and Use: Once created, you can download your QR codes in PNG, SVG, or PDF format for use in both digital and print materials, such as business cards, flyers, or website banners.
   

Aiphilia includes a powerful builder for creating forms, multi-step surveys, and quizzes. These tools are essential for lead generation, customer feedback, and audience segmentation.

• Drag-and-Drop Builder: You can easily create custom forms and surveys by dragging and dropping standard fields (like name, email, phone) and custom fields directly onto the canvas.
• Advanced Features: The builder supports conditional logic, allowing you to show or hide questions based on a user’s previous answers. You can also include an “Other” option for multiple-choice questions to capture custom responses.
• Quizzes: You can create quizzes with scoring, which is useful for assessments or engaging marketing campaigns. The system can automatically score submissions and tag contacts based on their results.
• Integration: All submissions are automatically captured in the CRM, where they can be used to update contact records, trigger automation workflows, and segment your audience for targeted follow-ups. 

Yes, Aiphilia includes a powerful, native blogging platform that allows you to attract organic traffic, establish your expertise, and generate leads without needing a separate service like WordPress. The 2025 update brings significant enhancements to this feature.

• AI-Powered Content Creation: The blog builder is integrated with Content AI, which can help you overcome writer’s block by generating blog post ideas, creating structured outlines, drafting entire articles, and suggesting SEO-friendly headlines based on simple prompts.
• Seamless Blog Migration: The new Blog Importer tool makes it easy to migrate your existing content from other platforms like WordPress or HubSpot. By providing your blog’s URL and a recent post, the tool can automatically scrape and import your posts, which you can then review and publish as drafts in Aiphilia.52
• Built-in SEO Tools: The platform is designed with SEO in mind. It automatically generates and updates your sitemap when you publish new posts and uses canonical tags to suggest the correct version of a page to Google, which helps improve your search engine rankings. For more advanced needs, there is also an integration with the Search Atlas SEO suite.
• Automated Content Distribution: Once you publish a new blog post, you can use the built-in RSS Feed generator to automatically distribute it. This allows you to create automated email campaigns that send new posts to your subscribers or use the Social Planner to automatically share your latest content across your social media channels, keeping your audience engaged with minimal effort. 

Yes, Aiphilia includes a native e-commerce store feature that allows you to sell physical products, digital products, and even print-on-demand items. This functionality is integrated directly into the platform, allowing you to manage products, orders, and customers within your central CRM.

• Physical and Digital Products: You can create product listings for both physical goods that require shipping and digital products like e-books, software, or video courses. When a customer purchases a digital product through your Aiphilia store, they automatically receive an order confirmation email with a secure “Access Downloads” button. This link takes them to a customer portal where they can log in via a one-time password (OTP) to download their files, ensuring a secure and automated delivery process.
• Print-on-Demand (POD) with Printful: Aiphilia offers a direct integration with Printful, a leading print-on-demand service. This allows you to sell custom-branded merchandise without managing inventory or shipping. The integration automatically syncs products from your Printful store into your Aiphilia store. When a customer places an order, it is automatically sent to Printful for production and fulfillment. Shipping and fulfillment updates from Printful are then synced back to the order in Aiphilia. Note that while products are imported from Printful, you will need to manually publish them and add product descriptions within your Aiphilia store to make them available for sale.
   

Yes, Aiphilia includes a built-in webinar feature designed to help you generate leads, engage your audience, and sell products or services. The platform supports two main types of webinars 37:

• Live Webinars: You can schedule and run live events for a specific date and time. The system allows you to create registration funnels and use automated workflows to send confirmation and reminder emails and SMS messages to maximize attendance. You can use your own meeting link from a service like Zoom for the live broadcast.
• On-Demand Webinars: This allows you to use pre-recorded video content to create an “evergreen” or “just-in-time” webinar experience. Attendees can register and watch the webinar at their convenience, as if they are joining a live session. This is a powerful tool for automating lead generation and sales presentations.

The webinar functionality is fully integrated with the rest of the platform, including a dedicated funnel builder with templates for registration and confirmation pages, and pre-built automation recipes for follow-ups. This seamless connection ensures that all your webinar registrants and attendees are automatically added to your CRM, where they can be tagged and entered into long-term nurture sequences. 

Aiphilia includes a powerful, native community-building feature that serves as a direct alternative to platforms like Skool. This allows you to create exclusive, interactive spaces to foster engagement, offer valuable content, and build stronger relationships with your members, all within your Aiphilia account.

• Core Community Features:
• Groups and Channels: Organize discussions by topic to keep conversations focused and easy to navigate.
• Live Events: Host live sessions, workshops, Q&As, or virtual classes directly within your community using links from platforms like Zoom.
• Gamification: Boost member participation with leaderboards and rewards. You can set up levels (e.g., Bronze, Silver, Gold) and use workflows to automatically grant rewards, such as course access or discounts, when members reach new milestones.
• GoKollab Marketplace (2025 Update):
  A key differentiator is the integration with the GoKollab Marketplace, a public discovery platform for communities and courses. With a single click, you can make your community discoverable to thousands of users, providing a powerful source of organic growth that platforms like Skool do not offer.
• Kollab Studio:
  To manage your offerings, the Kollab Studio provides a centralized creator hub. From this single dashboard, you can manage all your communities and courses—adjusting pricing, updating content, and controlling visibility without navigating through multiple pages. 

The Memberships feature, located under the Sites tab, provides a complete solution for creating, marketing, and selling online courses, coaching programs, or private membership communities. This feature is a direct revenue-generating tool that allows experts to monetize their knowledge.

Key Capabilities:

• Course Builder: Create structured courses with modules and lessons. Host videos, text content, and downloadable files directly within the platform.
• Quizzes & Assessments: Create quizzes to test student knowledge and set passing grades.
• Certificates: Automatically issue completion certificates to students who finish a course. A 2025 platform update adds the ability for these certificates to be easily shared on social media, adding value and social proof for the course.
• Community Engagement: Build an interactive community space where students can engage with each other and the instructor.Tiered Access & Payments: Sell access to courses and communities with one-time payments or recurring subscriptions, creating a stable revenue stream. 

For users migrating from other major CRM and marketing automation platforms, Aiphilia has created comprehensive, step-by-step migration guides. These guides provide detailed instructions on how to export key assets—such as contacts, deals, and email templates—from over a dozen different platforms to ensure that no critical data is lost during the transition. 

Yes. For users migrating from another service provider that also uses the Aiphilia platform, Aiphilia can import an existing setup via a “snapshot.” A snapshot is a complete template of an account, including its funnels, workflows, custom fields, and settings.

To facilitate this process, Aiphilia offers a free one-time snapshot import service for new clients. This white-glove service makes the transition nearly seamless. If a user needs to import additional snapshots in the future, the service is available for a flat fee of $50 per import. 

No, it is not necessary to migrate an entire website at once. In fact, for businesses with an established online presence, a phased migration approach is highly recommended to ensure a seamless transition without disrupting existing operations.

This approach involves keeping the current main website (e.g., built on WordPress or Squarespace) and using Aiphilia on a separate subdomain for its marketing and automation functions. For example, the main site could remain at www.yourdomain.com, while Aiphilia powers landing pages, forms, and calendars on a subdomain like go.yourdomain.com.

The two platforms can be connected by embedding Aiphilia’s assets—such as lead capture forms, appointment calendars, or the web chat widget—directly onto the existing website. This allows a business to immediately leverage Aiphilia’s powerful CRM and automation backend without the immediate need for a full website migration.
 

For more advanced users or for connections to apps not available on Zapier, Aiphilia’s workflow builder supports both sending and receiving data via direct webhooks.

• Outbound Webhook (Sending Data from Aiphilia): The “Webhook” action in the workflow builder can be used to send a contact’s data to an external URL. When this step is triggered, Aiphilia packages the contact’s information into a “payload” and sends an HTTP POST request to the specified URL. This can be used to update an external database, notify a custom-built application, or trigger a process in another system.
• Inbound Webhook (Receiving Data into Aiphilia): The “Inbound Webhook” workflow trigger generates a unique URL. When an external application sends data to this URL, it will trigger the workflow and add the contact to it. This is a powerful way to get data into Aiphilia from any system that can send a webhook, such as payment gateways like Stripe, e-commerce platforms, or custom forms.59 For example, when a purchase is made in Stripe, Stripe can send a webhook to Aiphilia with the customer’s details, triggering a post-purchase follow-up sequence. 

For most users, the easiest way to connect Aiphilia to another application is by using a service like Zapier. Zapier acts as a middleman, providing a simple, visual interface to create connections (called “Zaps”) without any code.

Example Use Case: Add New Aiphilia Contacts to a Google Sheet

This common workflow automatically adds a new row to a Google Sheet every time a new contact is created in Aiphilia, creating a simple backup or reporting ledger.

Step-by-Step Guide:

1. In Zapier, Create a New Zap: Log in to Zapier and click “Create Zap.”
2. Set the Trigger: Search for and select LeadConnector (the official app name for the platform on Zapier) as the trigger app. Choose the trigger event, such as “Contact Created”.
3. Connect Your Aiphilia Account: Zapier will prompt you to connect your account. You will need to provide your Aiphilia login credentials to authorize the connection.
4. Set the Action: Search for and select Google Sheets as the action app. Choose the action event, “Create Spreadsheet Row”.
5. Map the Fields: Connect your Google account and select the specific spreadsheet and worksheet you want to use. Zapier will then display the columns from your sheet. For each column, you can map the corresponding data from the Aiphilia contact record (e.g., map the “Name” column in your sheet to the “Full Name” field from Aiphilia).
6. Test and Publish: Zapier will allow you to test the connection. Once confirmed, you can publish the Zap, and it will run automatically. 

A 2025 platform update introduces Custom Objects, an advanced feature that allows you to create your own data structures within the CRM, essentially letting you build a mini-database tailored to your specific business needs.63 This moves beyond standard records like “Contacts” and “Opportunities” to track any type of information that is unique to your industry.65 This feature is available on the $497/month plan and higher.65

• What are Custom Objects?
  Custom Objects are containers for specialized data. For example, a standard CRM has a “Contact” object with fields like name and email. With Custom Objects, you can create entirely new object types. This allows you to organize and manage niche-specific information in a structured way, rather than trying to fit it into generic note fields or tags.67
• Use Cases for Different Niches:
  The power of Custom Objects lies in their flexibility. Here are a few examples:
• Real Estate: Create a “Properties” object to track details for each listing, such as address, price, square footage, and status. You can then associate each property with multiple contacts (e.g., “Buyer,” “Seller,” “Tenant”).63
• Veterinary Clinic: A “Pets” object can store each animal’s medical history, breed, and vaccination records. This “Pet” object can then be associated with its “Owner” in the Contacts object.65
• Gyms & Studios: An “Equipment” object could be used to manage maintenance schedules and repair logs for each piece of gym equipment.67
• Coaching/Consulting: A “Projects” or “Engagements” object can track the status, deliverables, and key milestones for each client project.
• How Associations Work:
  Custom Objects can be linked to standard contacts or even to other custom objects through “associations.” This allows you to build relationships between different data points. For example, you can open a contact record for “John Doe” and see all the “Properties” he has shown interest in or all the “Pets” he owns, providing a complete view of the relationship.70
• Current Limitations to Be Aware Of:
  Custom Objects is a powerful and rapidly developing feature, but there are some current limitations. As of now, there is no built-in way to have a standard form on your website directly create or update a Custom Object record; this typically requires a more advanced workaround using webhooks.67 Additionally, there is no native CSV import function for bulk-uploading existing custom object data, which can be a consideration for businesses migrating large datasets.73 

While Aiphilia provides standard reporting dashboards, a 2025 platform update introduces a Custom Metrics Widget Builder. This powerful tool allows users to create their own custom dashboard widgets tailored to the specific Key Performance Indicators (KPIs) that are most important to their business.17

This means a business is no longer limited to predefined metrics. They can build widgets that track performance based on their own custom fields, tags, or specific funnel conversion rates. For example, a coaching business could create a widget to track the “Number of applications submitted for the Gold Program,” a metric unique to their operations. This level of customization allows businesses to build a dashboard that provides a true, at-a-glance view of their operational health and strategic performance.
 

Lead Scoring is a feature that allows businesses to move beyond simply counting leads and start measuring their quality. It works by assigning points to contacts based on their actions and attributes, helping to identify which leads are “hot” and most likely to convert.17

A lead scoring model can be configured under Settings > Manage Scoring. A business can create rules to automatically add or subtract points. For example, a sample scoring model might look like this:

• Positive Actions (Indicating Interest):
• Visited the pricing page: +10 points
• Submitted a contact form: +15 points
• Opened an email: +3 points
• Clicked a link in an email: +5 points
• Negative Actions (Indicating Disinterest):
• Unsubscribed from email list: -50 points
• Inactive for over 30 days: -10 points

The total score for each contact is displayed on their record in the CRM. This allows sales teams to prioritize their efforts, focusing on the highest-scoring leads first and creating automated workflows that trigger when a contact’s score reaches a certain threshold (e.g., “When score is greater than 100, create a task for a salesperson to call”).
 

Login issues can be frustrating but are often caused by local browser or network settings rather than a platform-wide outage.76

Troubleshooting Checklist:

1. Clear Browser Cache and Cookies: Old or corrupted data stored in the browser can interfere with the login process. Clearing the cache and cookies for the Aiphilia site is often the quickest fix.77
2. Try an Incognito/Private Window: Opening a private browsing window, which does not use existing cookies or extensions, can help determine if the issue is with the browser’s configuration.77
3. Disable Browser Extensions: Some browser extensions, particularly ad blockers or security plugins, can interfere with the login scripts. Try disabling them temporarily to see if that resolves the issue.77
4. Check for VPN or ISP Security Interference: Some VPN services or ISP-provided security software (like Verizon Fios Home Network Protection or Xfinity xFi Advanced Security) can sometimes mistakenly block access. Try temporarily disabling these services to check if they are the cause.76
    

This is usually due to a configuration disconnect between the form and the workflow.

Troubleshooting Checklist:

1. Check the Form’s Settings: Open the form in the form builder. Go to its settings or options and ensure that it is configured to trigger the correct workflow upon submission. Sometimes a form is not connected to any action, or it is connected to the wrong one.17
2. Check the Workflow’s Trigger: Open the workflow itself and examine the trigger step. Confirm that the trigger is set to “Form Submitted” and that it is correctly pointing to the specific form you are troubleshooting. If the trigger is misconfigured or pointing to a different form, it will not fire.17 

Due to strict compliance regulations like the TCPA (Telephone Consumer Protection Act), a user who opts out of SMS communication by replying with a keyword like “STOP,” “UNSUBSCRIBE,” or “CANCEL” cannot be manually re-subscribed by the business. This is a legal requirement to protect consumers from unwanted messages.

The only way for that contact to receive messages again is for them to opt back in themselves. They must reply to the same phone number with the keyword “START” or “UNSTOP”. Once they do this, the system will automatically remove the block, and they will be able to receive messages again. 

This is typically a DNS issue related to the CNAME record.17

Troubleshooting Checklist:

1. Have you correctly added the CNAME record at your domain registrar? In your Aiphilia settings under Settings > Domains, ensure that you have added the domain and that the system has provided you with a value to point to. This value must be entered as a CNAME record in your domain’s DNS settings.
2. Have you waited long enough for DNS propagation? Changes to DNS records are not always instantaneous. It can take anywhere from a few minutes to 24 hours (and in rare cases, up to 48 hours) for the changes to propagate across the internet. If you have just made the change, it may simply require more time.17
3. Is there a conflicting record? Ensure there are no other A records or CNAME records for the same domain or subdomain that could be conflicting with the one pointing to Aiphilia. 

This is the most frequently encountered issue with email marketing, and in nearly all cases, it is caused by a lack of proper domain authentication. When emails are sent from a domain that has not been verified, email providers like Gmail see them as potentially suspicious and are more likely to filter them into the spam folder.

Troubleshooting Checklist:

1. Have you verified your domain with SPF and DKIM records? This is the essential first step. Navigate to Settings > Email Services to check the status of your domain. If it is not verified, Aiphilia will provide the exact SPF and DKIM records that need to be added to your domain’s DNS settings at your registrar (e.g., GoDaddy, Namecheap).75
2. Are you using a free email address (e.g., @gmail.com, @yahoo.com)? Sending bulk marketing emails from a free email address is highly discouraged and will almost always result in poor deliverability. It is critical to use a professional email address on a domain that the business owns (e.g., yourname@yourbusiness.com).
3. Is your email content spammy? Avoid using excessive capitalization, too many exclamation points, or spam-trigger words (e.g., “free,” “act now,” “guarantee”) in your subject lines and email body. 

Yes. Like any sophisticated software, there are areas of the platform that are still maturing or have known limitations.

• Occasional Bugs and UI Clunkiness: Users have reported that the user interface can sometimes feel clunky or that occasional bugs arise, particularly after a new feature release.12 The development team prioritizes fixes based on user impact and works continuously to improve system stability.
• Steep Learning Curve: The platform’s vast feature set, while a benefit, contributes to a steep learning curve for new users who do not follow an incremental adoption strategy.12
• Incomplete Automation for New Features: Sometimes, a powerful new feature is released before its automation capabilities are fully integrated into the workflow builder. A key example of this is Custom Objects. While users can create and manage custom data objects, there is currently no native workflow action to automatically associate a custom object with a contact. This requires manual input or an advanced workaround.79

Advanced Workaround: The “Boomerang Hook” for Custom Object Automation

For power users who need to automate the association of custom objects, a clever workaround known as the “Boomerang Hook” can be used. This method leverages webhooks and the platform’s API to accomplish what workflows cannot yet do natively.79

The process is as follows:

1. Trigger a Webhook: When a contact is created or updated, the workflow’s first action is to fire an outbound webhook. This sends the contact’s information to an external script or a middle-ware tool like Zapier or Make.
2. Process Externally: The external script receives the data and performs the necessary logic to identify or create the correct custom object (e.g., matching a property address to a landlord).
3. Send Data Back: The script then immediately sends an inbound webhook (a POST request) back into Aiphilia’s API, using the API to create the association between the original contact and the correct custom object.

This “boomerang” of data—out via a webhook and right back in via the API—effectively bypasses the current limitation in the workflow builder.79
 

Yes. The underlying GoHighLevel platform has a massive and vibrant community that produces an enormous amount of free and paid educational content. Aiphilia users can benefit greatly from this ecosystem. Recommended resources include:

• Official GoHighLevel YouTube Channel: Provides tutorials, feature spotlights, and masterclasses.
• Community YouTube Channels: Many expert users run popular YouTube channels dedicated to tutorials and strategic guides. Channels recommended by the community include those run by James Hurst, Max Perzon, and ItsKeaton.
• Facebook Groups: The official GoHighLevel Facebook group and other beginner-focused groups are active communities where users can ask questions, share solutions, and learn from their peers.
• Free and Paid Courses: A wide variety of free and paid courses are available from third-party experts, covering everything from basic setup to advanced SaaS agency models. 

Aiphilia offers a multi-layered support system to ensure users can find answers to their questions quickly and effectively.17

1. Aiphilia Custom GPT: This should be your first stop. Our AI assistant has been trained on our entire platform and all our pre-built modules and can provide instant, step-by-step answers to most questions. You can access it at https://help.aiphilia.com/gpts/
2. Help Center: The official help center at help.aiphilia.com contains detailed tutorials, checklists, and articles covering all aspects of the platform.
3. Paid Professional Services: For users who need more hands-on assistance, Aiphilia offers paid “Done With You” and “Done For You” packages. With these services, Aiphilia’s specialists can help build, configure, or troubleshoot any part of a user’s account. 

Yes. The platform’s core infrastructure is designed to comply with major global data privacy and communication regulations, and it provides users with the tools needed to operate their businesses in a compliant manner. These regulations include 1:

• GDPR (General Data Protection Regulation): For protecting the data of individuals in the European Union.
• CAN-SPAM Act: Regulating commercial email in the United States.
• TCPA (Telephone Consumer Protection Act): Governing telemarketing calls and text messages in the United States. 

Aiphilia provides several layers of security to control access and maintain accountability:

• Role-Based User Permissions: Administrators can assign specific roles and permissions to each team member added to the account. This allows for granular control over who can access different modules. For example, access to sensitive areas like billing, system settings, or the ability to export contacts can be restricted to only trusted administrators, while other team members have access only to the tools they need for their daily tasks.
• Detailed Audit Log: The platform maintains a comprehensive audit log that tracks every significant action taken by every user in the account. This log records events suchas logins, contact edits, data exports, and changes to workflows. This provides full transparency and accountability, allowing administrators to review who made what change and when. 

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