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Quick answer
Install the six roles in order, paste your policy and contract scope first, then run one real hard message through the sorter, the checker and the drafter. You read the drafts and you send. The team never sends.
At a glance
All outcome figures are estimates from cited sources, not independent verification by us.
- What it is allowed to do
- Drafts for you
Writes drafts (emails, posts, plans, replies). You review and send. Nothing goes out without you.
- Time saved (estimate)
- Setup is about 20 minutes (estimate, not timed by us yet).
- Money saved (estimate)
- Not stated.
- Difficulty
- Beginner
- Tools needed
- Typical cost
- Not stated in sources. Check the plan of the chat tool you use.
Basis (estimate): Estimate only: the setup time on the team page. Time saved per message is not measured yet.
What does this guide cover?
A walkthrough of the first run of the hard client conversations team: the install order, one example message, and where you stop.
Who is it for?
Freelancers, consultants and small shops who get refund demands, scope creep or angry emails and want one repeatable way to sort the message and draft a calm reply.
What does the first run look like with an example message?
Example only, made up for this page and not a real client: "I want a full refund for the logo project. I was not happy with round two and I am not paying the last invoice." The sorter names the type (refund demand plus a late payment) and the decision you need to make. The checker looks at your policy and contract scope and quotes the clause that applies. You pick decline, partial or redo, and only then does the drafter write three versions.
Where do you stop?
The team drafts. It does not send, offer a refund, discount or deadline you did not approve, quote law, or threaten. If the message is a legal dispute, a debt collector or a safety problem, talk to a professional first and come back for the wording. This guide is not legal advice.
How do you run it step by step?
Tools
- The hard client conversations team page, which has the coordinator's first message
- A chat tool you can paste into (paste mode works to start)
- Your refund or cancellation policy and one contract scope
- Optional: Gmail for drafts, Google Drive or Docs for files, Google Calendar for promise dates
Steps
- Paste your refund or cancellation policy and one contract scope into the hard message sorter. It is the coordinator, so install it first and paste the coordinator's first message from the team page.
- Install the contract and policy checker. It says whether a request is covered, a gray area or new work, and quotes the clause.
- Install the reply drafter. It writes three drafts (firm, warm, brief) only after you pick the outcome.
- Install the tone editor. It flags snark, fake urgency and promises you did not mean to make.
- Install the thread summarizer. It turns a long back-and-forth into a short note of what was agreed.
- Install the promise log. It keeps every promise you made with a follow-up date.
- Paste one real hard message from the last month. Read the sort and the clause check, then pick decline, partial or redo.
- Read the three drafts, run your favorite through the tone editor, and change about 30% into your own words.
- Stop. You send it yourself, or you do not.
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What usually goes wrong?
Where agents tend to stall on this job. More patterns in Where AI gets stuck.
- Starting without your policy or contract scope. The coordinator is told to ask for them and stop.
- Letting a draft go out unedited. Run it through the tone editor and put it in your own words.
- Treating a gray-area answer as a yes. Read the quoted clause yourself.
Common questions
- How long does the first run take?
- The team page estimates about 20 minutes to set up. We have not timed it.
- Does the team send replies to my client?
- No. It writes drafts and you send. Nothing is refunded, discounted or promised without your yes.
- What do I need before I start?
- Your refund or cancellation policy and one contract scope, plus one real hard message to paste.
What tips make it smoother?
- Install in order. The coordinator needs to exist before the others have anything to route.
- Pick the outcome before any draft exists. The drafter is built to wait for it.
- Put promised dates in the promise log the same day.
Where do the claims come from?
Summaries use linked sources, not independent verification. This guide is not legal advice. How we pick setups.
- Read original on x.ai
Public template 'Bodyguard'. Link only; built by @liam_fallen. Role: hard message sorter.
- Read original on x.ai
Public template 'Scope Creep Detector'. Link only; built by @DoonerDesigns_. Role: contract and policy checker.
- Read original on x.ai
Public template 'Support Reply Drafter'. Link only; built by @DoonerDesigns_. Role: reply drafter.
- Read original on x.ai
Public template 'Client Status Digest'. Link only; built by @DoonerDesigns_. Role: thread summarizer.
- Read original on x.ai
Public template 'Post Call Assistant'. Link only; built by @itspriyaptl. Role: promise log.