Overview
When the HeavySet AI agent is enabled, it automatically reaches out to leads to confirm upcoming appointments.
For BuilderPrime integrations, whether the AI contacts a lead — and whether it treats an appointment as already confirmed — is controlled by a handful of settings on the BuilderPrime Preferences page.
This article explains each setting, what it does, and how the settings interact.
Getting to the Preferences Page
- Log in to HeavySet Tech Admin.
- In the left navigation, go to CRM SETTINGS→ BuilderPrime → Settings.
- Select the CRM config you want to configure from the dropdown at the top of the page.
How HeavySet Decides Whether a Lead Needs Confirmation
The AI agent runs through a two-part check before deciding to reach out.
Part 1: Does this lead have a confirmable appointment right now?
HeavySet looks up the lead’s current opportunity in BuilderPrime and checks its lead status against the Status Names for Leads With Appointments setting.
If the status is not on that list, HeavySet sees no active appointment and the AI does not contact the lead.
Part 2: Is that appointment already confirmed?
If Part 1 passes, HeavySet checks whether the appointment is already confirmed.
- If the appointment is confirmed, the AI skips outreach.
- If the appointment is not confirmed, the AI reaches out.
The settings below directly control both checks.
The Settings
Lead Statuses Section
Status Names for Leads With Appointments
Field label: Status Names for Leads With Appointments
This is the most important setting for confirmation.
It is a comma-separated list of BuilderPrime lead status names that tell HeavySet:
“This lead currently has a scheduled appointment.”
HeavySet checks the lead’s live status in BuilderPrime against this list every time confirmation logic runs.
Behavior
| If the lead’s status... | Then... |
|---|---|
| Matches one of the names in this list | The appointment is visible to the AI agent and confirmation logic continues. |
| Does not match one of the names in this list | HeavySet sees no appointment for this lead and the AI will not reach out, regardless of any other setting. |
Default behavior
If this field is left blank, HeavySet falls back to a single default value:
Appointment Scheduled
This means only leads whose BuilderPrime status is exactly Appointment Scheduled will be evaluated for confirmation.
Example values
Appointment Scheduled, Appt Set, Demo ScheduledCommon misconfiguration:
If your BuilderPrime account uses a custom status name likeClient ApptorMeeting Setand this field is blank or contains different names, the AI agent will never see those appointments.Always confirm this list matches the exact status names used in BuilderPrime.
Confirmed Appointment Status Names
Field label: Confirmed Appointment Status Names (Optional)
This is a comma-separated list of BuilderPrime lead status names that mean the appointment is already confirmed.
When a lead’s status matches any name in this list, HeavySet treats the appointment as confirmed and the AI agent will not reach out.
Use this field when your team moves leads to a specific status after manually confirming an appointment and you do not want the AI to send a duplicate confirmation message.
Example values
Issued, Demo, Appointment ConfirmedHow the Full Confirmed Check Works
Even if Confirmed Appointment Status Namesis not configured, HeavySet still checks for confirmation through several additional signals, evaluated in this order.
| Check | Result |
|---|---|
Status contains canceled or cancelled | Treated as not confirmed and not eligible for outreach |
Status contains unconfirm or not confirmed | Explicitly not confirmed; AI will reach out |
| Status matches any entry in Confirmed Appointment Status Names | Confirmed; AI skips outreach |
Status is exactly confirmed or matches a pattern like appointment confirmed | Confirmed; AI skips outreach |
The BuilderPrime meeting record has its isMeetingConfirmed flag set to true | Confirmed; AI skips outreach |
| HeavySet’s own audit records show the AI previously confirmed this appointment | Confirmed; AI skips outreach |
If none of the above apply, the appointment is treated as unconfirmed and the AI will reach out.
Meetings & Staff Section
Appointment Meeting Type IDs
Field label: Appointment Meeting Type IDs
This is a comma-separated list of BuilderPrime meeting type IDs that HeavySet should treat as appointment meetings.
Only meetings of these types will be evaluated for confirmation outreach.
If this field is left blank, and meetingTypeId is also not set, HeavySet evaluates all meeting types.
When to use this
Use this setting if your BuilderPrime account has multiple meeting types, such as:
- Site visits
- Phone calls
- Demos
Enter the numeric IDs for only the meeting types you want the AI to confirm.
Example value
1055,34333Quick Reference: Why the AI Is or Is Not Reaching Out
| Symptom | Most likely cause | Setting to check |
|---|---|---|
| AI never contacts leads even though appointments exist | Lead status name does not match the list | Status Names for Leads With Appointments |
| AI contacts leads for appointments that were already confirmed externally | Confirmed status name is not recognized | Confirmed Appointment Status Names |
| AI contacts leads for the wrong meeting type | Meeting type filter is not set | Appointment Meeting Type IDs |
| AI contacts leads whose appointments were cancelled | Cancelled status name does not contain the word canceled | Rename the status or contact HeavySet support |
Tips
- Status name matching is case-sensitive and exact for the
Status Names for Leads With AppointmentsandConfirmed Appointment Status Nameslists. - The value you enter must match the status name in BuilderPrime character-for-character, including spacing.
- The hint list shown below each field is populated from your live BuilderPrime data and is a reliable reference for the exact names to use.
- You can add multiple statuses to any field by separating them with commas.
Example:
Appointment Scheduled, Client Appt- Changes take effect immediately after saving. No restart is required.
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