Out of Office

Stay responsive while you’re away—set expectations, route urgent asks, and keep momentum.

Outcome at a Glance

Who it’s for: Solo creators, teams, or leaders stepping away — for vacation, travel, or deep-work sprints. What you’ll achieve: A Delphi that answers FAQs, sets clear boundaries, and routes urgent issues automatically — through website, phone, or chat — until you return. Time to first win: 30–45 minutes.

Think of this as your “smart away mode”: Delphi keeps work flowing, conversations active, and emergencies visible, even when you’re offline.

Why it Matters

  • Continuous engagement: Users still get help — no dead ends or “back next week” messages.

  • Inbox relief: Reduces repetitive emails and gives you a clean return.

  • Smart triage: Alerts flag what actually needs escalation, keeping small requests out of your inbox.

  • Actionable insights: When you’re back, check your dashboard for what mattered most while you were away.

  • Meeting readiness: Teammates and clients can discuss questions in advance — better prep, fewer repeats.

You step away confidently. Delphi handles the rest — filtering, tagging, and flagging anything that can’t wait.

What You’ll Set Up

  • Profile — OOO-ready Initial Message + 5–7 Suggested Questions.

  • Mind — Top FAQs, policies, escalation procedures, and “how to reach support” doc with Context + Publish Dates.

  • Mind Settings —

    • Message on No Answer: clear fallback with urgent path.

    • Citations = Show (optional): transparency for policy or procedural docs.

  • Custom Instructions — escalation rules (what to route, where, and how).

  • Access Groups — control visibility (Require email for continuity).

  • Integrations — Website Embed and optional Phone/WhatsApp line with greeting.

  • Actions & Alerts —

    • Alerts: detect urgency, VIP messages, or sensitive keywords.

    • Actions: trigger recaps, status updates, and escalations when alerts fire.

  • Broadcasts — One-time vacation note to VIPs or internal teams.

Build → Launch → Operate

Build (20–30 min)

  1. Profile:

    • Initial Message (150–250 chars): Friendly OOO note + what Delphi can do + urgent path. Example: “Hi! I’m away until [date], but my Delphi can help with [A/B/C]. For urgent [topic], use [status/support link] or email [contact].”

    • Suggested Questions (5–7): Focus on FAQs, deadlines, policies, and contact details.

  2. Mind:

    • Upload FAQs, project timelines, and escalation paths (Context + Publish Dates).

    • Add “how to reach support” or “team contacts” document.

  3. Custom Instructions: “If urgent billing or security → share support link and notify [team contact]. Avoid promises; reference only verified timelines.”

  4. Alerts (Triage Intelligence):

    • “If user mentions urgent, blocked, refund, or outage → tag as High Priority and notify me.”

    • “If user references VIP, client, or CEO → tag as VIP Escalation and send email alert.”

    • “If user expresses confusion (‘not sure,’ ‘stuck,’ ‘need clarity’) → tag as Follow-Up Needed and include in recap.”

    • “If user says thank you or resolved → tag as Closed Conversation.”

  5. Actions:

    • A. Alert Triggered (High Priority): Notify (Team/Email) + tag + include conversation link.

    • B. Conversation Ended: Send recap or confirmation message.

    • C. Specific Date/Time: Post return message or status update.

    • D. Alert Triggered (VIP Escalation): Notify via Slack + add tag VIP Alert.

Launch (10–15 min)

  1. Embed Delphi:

    • Place embed on your site’s hero or help page.

    • Set Require Email for accountability.

  2. Optional Phone Integration:

    • Create a short 10–15 sec greeting: “Hi, you’ve reached [Name]. I’m away until [date]. My assistant can answer most questions or escalate urgent ones at [link].”

  3. Broadcast to VIPs/Insiders:

    • One-time email: dates you’ll be away, how Delphi helps, and how to reach support for urgent needs.

  4. Activate Alerts & Actions:

    • Test urgent keywords (“urgent,” “blocked,” “VIP”) to confirm tagging and notifications.

    • Review your Testing → Actions Log to ensure no double-fires.

Once launched, your Delphi acts as a smart filter — catching what needs eyes, auto-handling what doesn’t.

Operate (During OOO)

  1. Actions (Live):

    • Conversation Ended → Send Message (User): short recap and next step.

    • Specific Date/Time → “Back Monday — here’s what to do meanwhile.”

    • High Priority Alerts → Immediate Slack/email ping with context link.

  2. Monitor (Lightly):

    • Skim daily or delegate review to someone else.

    • Filter by tags (High Priority, VIP Escalation, Follow-Up Needed).

  3. After Return:

    • Review dashboard for summaries: top topics, total conversations, escalation count.

    • Use this data to update FAQs or SOPs for next time.

Recipes (Copy → Tailor)

Initial Message (OOO)

“Hi! I’m away until [date], but my Delphi can still help with [A/B/C]. For urgent [topic], visit [support link] or email [contact]. Want quick direction? Try: ‘Give me a 3-step plan for ___.’”

Message on No Answer

“I don’t have enough information to answer that safely. I can help with [A/B/C]. If this is urgent or account-specific, use [support path] and we’ll jump on it.”

High-Priority Alert

Trigger: Alert Triggered (“urgent,” “blocked,” “critical,” “ASAP”) Action:

  • Add Tag (User): High Priority

  • Notify (Email/Slack): “Urgent message from {user}.”

  • Optional: Send Message (User): “I’ve flagged this for follow-up; you’ll receive an update shortly.”

VIP Alert

Trigger: Alert Triggered (“CEO,” “VIP,” “partner,” “client”) Action:

  • Add Tag (User): VIP Escalation

  • Notify (Slack/Email): “VIP inquiry detected — review immediately.”

Follow-Up Needed Alert

Trigger: Alert Triggered (“stuck,” “not sure,” “need help”) Action:

  • Add Tag (User): Follow-Up Needed

  • Include conversation in daily recap email.

Conversation Recap

Trigger: Conversation Ended Action: Send Message (User): “Thanks for reaching out! Here’s a quick recap of what we covered and next steps. I’ll follow up when I’m back if needed.”

Return Status Update

Trigger: Specific Date/Time Action: Send Message (Channel/User): “I’m back! Thanks for your patience. Here’s what’s new and how to reconnect: [link].”

Metrics to Watch

  • Deflection Rate: % of questions resolved without escalation.

  • Unanswered → Revised Trend: Should decline weekly.

  • Time-to-First Response: Should remain near-instant.

  • Escalation Volume & Accuracy: Ratio of correct to false alerts.

  • Return Rate (7-day): How often users revisit while you’re away.

Troubleshooting

  • Too many escalations: Narrow alert keywords (“urgent” vs. “important”); refine Custom Instructions.

  • Users still confused: Strengthen Initial Message; add 2 OOO-specific starters.

  • Missed alerts: Check alert phrasing for natural variants (“blocked,” “pressing”).

  • Incorrect answers: Update policy docs and FAQs with latest Context.

Pre-Flight Checklist

  • Initial Message updated with OOO dates and escalation path.

  • 5–7 OOO Suggested Questions live.

  • Message on No Answer configured; Citations preference set.

  • Alerts active for High Priority, VIP Escalation, Follow-Up Needed.

  • Actions tested for notification and recap accuracy.

  • Custom Instructions saved for escalation routing.

  • Site/phone integrations tested.

  • VIP Broadcast drafted and scheduled.

  • Daily skim (or delegate) plan ready.

In Practice

Your Delphi becomes your out-of-office teammate — answering questions, tagging urgency, and keeping you looped in only when necessary. Alerts catch true emergencies; Actions deliver the right message or escalate seamlessly.

“If someone says urgent, tag them as High Priority and notify me. If they mention being stuck, tag as Follow-Up Needed for my recap.”

That’s Delphi running your absence like an operation — calm, clear, and always in control.

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