How It Works
Each rep can have tools assigned to them.
When the Reply Assistant handles a response for that rep, it uses the tools connected to that rep to complete the relevant action.
For example:
If a prospect asks to book a meeting with Sarah, the Reply Assistant uses Sarah’s assigned calendar or booking tool
If a prospect asks for available times, the Reply Assistant checks Sarah’s availability
If a prospect confirms a time, the Reply Assistant can book the meeting for Sarah using the assigned tool
This helps make sure meetings are booked with the correct rep and that replies are based on that rep’s actual availability and setup.
Before You Start
Before assigning a tool to a rep, the tool must first be created and configured in your Alta workspace.
You can manage tools from:
Settings → Tools
Step 1: Create a Tool
To create a new tool:
Go to Settings
Select Tools
Click + Add a tool in the left sidebar
Select the tool type you want to add
Enter the required credentials or configuration details
Click Save configuration
Once saved, the tool will be available to assign to reps.
Step 2: Go to the Reps Page
After creating the tool, go to the Reps page in your Alta workspace.
Select the rep you want to edit.
Step 3: Open the Tools Section
Inside the rep’s settings, open the Tools section.
This is where you can choose which tools the Reply Assistant should use when replying or booking meetings on behalf of that rep.
Step 4: Assign Tools to the Rep
Use the dropdown menus to select which tool should handle each action.
For example, you may assign tools for:
Checking calendar availability
Booking meetings
Connecting to an external system
Triggering a workflow or integration
After selecting the relevant tools, click Save.
Once saved, the Reply Assistant can use those tools when handling replies for that rep.
Removing a Tool Assignment
You can remove a tool from a rep at any time.
To remove a tool assignment:
Go to the Reps page
Select the rep you want to edit
Open the Tools section
Click the × next to the assigned tool
Click Save
Once removed, the Reply Assistant will no longer use that tool when replying or booking meetings for that rep.
Important Notes
Tools must be created and configured in Settings → Tools before they can be assigned to reps.
Tools are assigned per rep, not directly to the Reply Assistant.
The Reply Assistant uses the rep’s assigned tools when responding on behalf of that rep.
Multiple reps can use the same configured tool if needed.
Some tools may require additional integrations or authentication before use.
Changes are applied after clicking Save.
Best Practices
Configure Tools Before Assigning Them to Reps
Set up and test the tool in Settings → Tools before assigning it to a rep.
This helps make sure the Reply Assistant can use the tool correctly during live conversations.
Assign the Correct Calendar or Booking Tool to Each Rep
If the Reply Assistant needs to book meetings, make sure each rep has the right calendar or booking tool assigned.
This ensures meetings are booked with the correct person and based on the correct availability.
Review Tool Assignments When Rep Responsibilities Change
If a rep changes role, team, region, or meeting ownership, review their tools to make sure the Reply Assistant is still using the right setup.
Use the Same Tool Across Multiple Reps When Relevant
If multiple reps share the same booking workflow or integration, you can assign the same configured tool to multiple reps.
Frequently Asked Questions
Why are tools assigned to reps?
Tools are assigned to reps so the Reply Assistant knows which tools to use when replying or booking meetings on behalf of each rep.
For example, if the assistant is replying for a specific rep, it needs to use that rep’s calendar availability and booking setup.
Does the Reply Assistant use these tools?
Yes.
The Reply Assistant uses the tools assigned to the rep when handling replies, checking availability, or booking meetings for that rep.
Do I need to create a tool before assigning it to a rep?
Yes.
A tool must be created and configured under Settings → Tools before it can be assigned to a rep.
Can multiple reps use the same tool?
Yes.
The same configured tool can be assigned to multiple reps if they use the same workflow or integration.
Can I remove a tool from a rep?
Yes.
You can remove a tool from the rep’s Tools section by clicking the × next to the assigned tool and saving the changes.
What happens if a rep does not have a booking tool assigned?
If the rep does not have the correct booking or calendar tool assigned, the Reply Assistant may not be able to check availability or book meetings for that rep.