Common Issues And Solutions

Overview

There is a lot we try to keep out of your hands so you have to do as little work as possible. However, we don’t have control over a couple of things that can affect your AI assistant’s performance. Understanding these limitations helps you troubleshoot issues more effectively and optimize your setup.

Platform Limitations

buildassistants.app handles most technical complexity automatically, but there are several areas where external factors or user configuration can impact performance. Here are the most common issues and their solutions.

1. GoHighLevel Calendars and Calendar Configurations

The Issue

What we control: API integration and booking logic What we don’t control: Calendar settings and configurations within GoHighLevel

How It Works

Your AI will pull true-to-time availability from your GoHighLevel calendar via API v2 (OAuth) using GoHighLevel’s very own availability endpoint on scheduling pages. This means we get the most accurate times from GoHighLevel based on your current settings.

Common Problems

Availability Discrepancies

Problem: AI shows different available times than expected Solution: Check your calendar settings in your sub-account

Booking Conflicts

Problem: Double bookings or unavailable times being offered Solution: Review calendar configurations and buffer times

Time Zone Issues

Problem: Appointments scheduled in wrong time zone Solution: Verify time zone settings in GoHighLevel calendar

Troubleshooting Steps

1. Verify Calendar Settings:

   • Check availability hours in GoHighLevel
   • Confirm buffer times between appointments
   • Review any booking restrictions or rules

2. Test API Connection:

   • Ensure OAuth connection is active
   • Verify calendar permissions are properly set
   • Test booking flow manually

3. Check Integration:

   • Confirm calendar is properly linked to AI assistant
   • Verify calendar unique identifier is correct
   • Test with simple booking requests

Best Practices

• Consistent Settings: Maintain consistent calendar configurations across sub-accounts
• Regular Audits: Periodically review calendar settings for accuracy
• Buffer Times: Set appropriate buffer times to prevent scheduling conflicts
• Time Zones: Ensure all calendars use consistent time zone settings

2. GoHighLevel API v2 (OAuth) Initial Connection

The Issue

Critical Connection: If done correctly, this only ever has to be done once over the life of your account User-Dependent: Improper initial configuration can cause ongoing issues

Why This Matters

We were early users to API v2 so we’ve mastered the logistics of the system. However, one thing we cannot control is what you click during the initial connection process.

Common Connection Problems

Improper Initial Setup

Problem: OAuth connection configured incorrectly during setup Consequences:

• Need to reset connection for new sub-accounts
• Loss of connection over time
• Inconsistent data synchronization

Permission Issues

Problem: Insufficient permissions granted during OAuth setup Symptoms:

• Limited calendar access
• Unable to create or modify appointments
• Missing contact information

Account Scope Problems

Problem: OAuth connected to wrong account or limited scope Issues:

• Sub-accounts not syncing properly
• Missing agency-level permissions
• Restricted API access

Prevention and Solutions

During Initial Setup

1. Follow Setup Guide Carefully:

   • Use provided OAuth setup instructions exactly
   • Don’t skip steps or make assumptions
   • Verify all permissions are granted

2. Account Selection:

   • Ensure you’re connecting the correct GoHighLevel account
   • Verify agency-level access when needed
   • Confirm all required scopes are included

3. Testing After Setup:

   • Test calendar integration immediately
   • Verify sub-account syncing works properly
   • Confirm all expected features are functional

If Problems Occur

1. Contact Support: Before attempting to reset OAuth connection
2. Document Issues: Note specific symptoms and error messages
3. Professional Reset: Allow buildassistants.app team to guide OAuth reset process

3. Response Issues and LLM Error Handling

Our Coverage

We have 99.9% of LLM and AI vendor error handling in place to ensure minimal downtime. However, AI and prompting involve many variables that are impossible to account for until encountered.

Common LLM Issues

Tool Calling Problems

Issue: Improper tool calling configurations Symptoms:

• Tools not triggering when expected
• Wrong tools being called
• Parameters not being passed correctly

Solutions:

• Review tool descriptions for clarity
• Verify parameter configurations
• Test tool calling with simple scenarios

Response Generation Errors

Issue: AI fails to generate appropriate responses Symptoms:

• Generic or unhelpful responses
• Incomplete information delivery
• Unexpected response formats

Solutions:

• Check prompt clarity and specificity
• Verify knowledge base integration
• Review conversation context handling

API Timeout Issues

Issue: External API calls timing out Symptoms:

• Delayed responses
• Failed tool executions
• Incomplete data retrieval

Solutions:

• Check external service status
• Verify API endpoint availability
• Review timeout configurations

Error Handling Approach

Proactive Monitoring

• Continuous Improvement: As we encounter unique break-cases and bugs, we fix them
• Pattern Recognition: Common issues are documented and resolved systematically
• Preventive Measures: Known problems are prevented through improved error handling

User Reporting

• Issue Documentation: Report unusual behaviors with specific examples
• Context Sharing: Provide conversation context when reporting problems
• Collaborative Solutions: Work with support team to identify root causes

4. “Off the Rails” or Not Following Instructions

The Reality

Unfortunately, we don’t control the correlation of response-to-query percentages based on instructions. If your AI model goes “off the rails” or doesn’t properly follow instructions, this can usually be linked back to prompting.

Understanding the Challenge

AI Limitations: No AI system has perfect instruction following Prompting Impact: How you instruct your AI significantly affects performance Variable Factors: Context, complexity, and specificity all influence outcomes

Common “Off the Rails” Scenarios

Topic Drift

Problem: AI strays from intended conversation topic Causes:

• Unclear conversation boundaries in prompts
• Insufficient topic guidance
• Complex or ambiguous user queries

Solutions:

• Add clear topic boundaries to prompts
• Include instructions to redirect conversations
• Provide specific examples of desired behavior

Instruction Deviation

Problem: AI doesn’t follow specific procedural instructions Causes:

• Conflicting instructions in prompts
• Overly complex instruction sets
• Ambiguous or unclear directives

Solutions:

• Simplify and clarify instructions
• Remove conflicting directives
• Test instructions with various scenarios

Inappropriate Responses

Problem: AI provides responses that don’t match brand or context Causes:

• Insufficient context in prompts
• Missing brand guidelines
• Inadequate response examples

Solutions:

• Include clear brand voice guidelines
• Provide specific response examples
• Set appropriate conversation boundaries

Best Practices for Prompt Engineering

Prompt Creation

Generated Prompts: We generate torture-tested prompts for you during assistant creation Deviation Warning: With deviation from these instructions, we cannot control how well your AI performs

Optimization Guidelines

1. Start with Provided Prompts:

   • Use our generated prompts as the foundation
   • Make minimal, targeted modifications
   • Test changes thoroughly before deploying

2. Clear Instructions:

   • Be specific about desired behaviors
   • Include examples of good and bad responses
   • Set clear boundaries for conversation topics

3. Iterative Improvement:

   • Make small changes and test results
   • Document what works and what doesn’t
   • Build on successful configurations

4. Context Awareness:

   • Include relevant business context
   • Specify target audience characteristics
   • Provide industry-specific guidance

Troubleshooting Steps

When AI Goes Off-Topic

1. Review Recent Changes: Check for recent prompt modifications
2. Analyze Conversation Context: Look for patterns in problematic responses
3. Test with Simple Scenarios: Verify basic functionality still works
4. Revert if Necessary: Return to previously working configuration

For Persistent Issues

1. Document Specific Examples: Provide exact user inputs and AI responses
2. Contact Support: Share problematic conversations with support team
3. Collaborative Analysis: Work with team to identify root causes
4. Implement Solutions: Apply recommended fixes systematically

Prevention Strategies

Regular Maintenance

• Monitor Performance: Regularly review AI conversation quality
• Update Configurations: Keep calendar and API settings current
• Test Functionality: Periodically test all integrated features
• Review Prompts: Assess prompt effectiveness over time

Quality Assurance

• User Feedback: Collect and analyze user interaction feedback
• Performance Metrics: Monitor response accuracy and user satisfaction
• Continuous Improvement: Apply lessons learned to prevent future issues
• Documentation: Maintain records of successful configurations

Support Resources

• Knowledge Base: Utilize platform documentation and guides
• Community Support: Engage with other users for best practices
• Professional Support: Contact buildassistants.app team for complex issues
• Training Resources: Stay updated with platform improvements and features

When to Contact Support

Immediate Support Needed

• OAuth Connection Issues: Before attempting to reset connections
• Persistent AI Problems: When AI consistently fails to perform
• API Integration Failures: When external integrations stop working
• Data Loss or Corruption: When important configurations are lost

Information to Provide

• Specific Examples: Exact user inputs and AI responses
• Error Messages: Any system error messages or codes
• Configuration Details: Current prompt and tool configurations
• Timeline: When issues started and any recent changes made

Understanding these common issues and their limitations helps you work more effectively with buildassistants.app while knowing when to seek support for complex problems.