After-Hours AI Outreach

Overview

Heavy Set can automatically suppress AI outreach to new leads outside of your configured business hours using the New Lead Automation Window. When enabled, the system checks whether the current time falls within your allowed window before initiating an AI appointment conversation for a brand-new lead.

How It Works

The feature is controlled by two settings in your organization config:

• enableNewLeadAutomationWindow toggles the after-hours check on or off
• newLeadAutomationWindowMinutes  defines the allowed window in minutes (e.g. 480 = 8 hours)

When a new lead arrives, the system checks whether the current time is within the configured window. If the lead arrived outside that window, the AI outreach is suppressed and no conversation is started.

What Triggers This Check

This check only applies when newLeadAutomation: true — meaning it fires exclusively for brand-new leads entering the AI appointment conversation flow. Re-engage, rehash, and retry flows are not affected and will continue to run regardless of the automation window setting.

How the Window Is Calculated

The window is calculated relative to the lead's CRM creation date (lead.createdDate), not the time the lead arrived in HeavySet. If no creation date is available, the system falls back to the current time.

Important: Bulk CRM Imports

Be aware that leads bulk-imported into your CRM at night will typically carry a fresh createdDate timestamp from the time of import. If those leads sync into Heavy Set during after-hours, the automation window check will treat them as brand-new leads created at that moment which may result in after-hours messages being sent if enableNewLeadAutomationWindow is not configured, or if the import falls within your allowed window.

If you run nightly CRM imports, review your automation window settings to ensure they align with your expected lead flow.

Configuration

These settings are managed at the organization level. Contact HeavySet support to review or update your enableNewLeadAutomationWindow and newLeadAutomationWindowMinutes values.