AI Reply
Intelligent, AI-powered responses to form submissions
AI Reply automatically generates personalized, contextual responses to form submissions using AI. Unlike static auto-responders, AI Reply understands the content of each submission and generates unique, helpful replies based on your knowledge base.
Pro Feature
AI Reply is available on the Pro and Agency plans. Upgrade to Pro to unlock this feature.
How It Works
AI Reply uses your chosen quality tier — Budget or Standard — to generate responses. Each reply is paid for with credits from your pre-paid wallet, so you only pay for what you use.
Form Submitted
User submits your form with their message, question, or inquiry.
AI Generates Reply
AI processes the submission with your knowledge base to craft a relevant response.
Response Sent
The AI-generated reply is automatically emailed to the form submitter.
How You're Billed
AI Reply runs on a pre-paid credit wallet. There is no monthly fee for AI usage — you top up credits once and they are deducted per reply.
Top up any amount via Stripe; credits never expire
Budget for high-throughput / low-cost replies, Standard for higher quality output
Configure automatic recharges so AI Reply never stops mid-day
Switch tiers anytime — model selection is managed for you
Manage your balance, top up credits, and view your ledger on the Credits page.
Setting Up AI Reply
Top Up Credits
Head to the Credits page and top up your wallet via Stripe. Credits are deducted per reply based on the quality tier you choose. Optionally enable auto top-up so the wallet refills automatically.
Choose Quality Tier
Pick a quality tier in the AI Reply settings:
Budget: Lower per-reply cost — best for high-throughput, short responses.
Standard: Higher quality output — best for nuanced replies that require reasoning.
Add Your Knowledge Base
Provide context for the AI to generate relevant responses by entering text content directly in the knowledge base text area. Include FAQs, product details, company policies, and any other information that will help the AI generate accurate and relevant responses.
Configure Settings
Customize the AI behavior: set rate limits and exclude sensitive fields.
Test Configuration
Use the "Test Configuration" button to verify everything works correctly before going live.
Knowledge Base
The knowledge base provides context for the AI to generate accurate, relevant responses. Enter your information directly as text content in the knowledge base text area. The more detailed your knowledge base, the better the AI replies will be.
What to Include
Business Information
Company name, services, products, pricing, hours, contact methods
FAQs
Common questions and their answers
Policies
Shipping, returns, privacy, terms of service
Response Guidelines
Tone of voice, key phrases, things to avoid
Knowledge Base Example
Excluding Sensitive Fields
You can exclude certain form fields from being sent to the AI for privacy reasons. Common fields to exclude:
- Credit card numbers
- Passwords
- Social security numbers
- Internal reference numbers
Enter field names (comma-separated) in the "Exclude Fields" setting. Field matching is case-insensitive.
Autoresponder Fallback
If the AI fails to generate a reply (API error, rate limit, etc.), the system will automatically fall back to your configured Autoresponder if enabled. This ensures your form submitters always receive a response, even when AI generation fails.
How it works
- When AI Reply fails to generate a response, the system checks if you have an Autoresponder configured
- If Autoresponder is enabled, it sends your pre-configured static message to the form submitter
- You receive a notification email with details about the AI failure
To set up a fallback response, configure your Autoresponder settings. This ensures form submitters always receive a response, even during AI outages.
Rate Limits
Configure rate limits to control usage and prevent abuse:
| Plan | Default Per Hour | Default Per Day |
|---|---|---|
| Pro | 100 | 500 |
| Agency | 500 | 2,000 |
You can set custom limits lower than the defaults in your settings to further control usage.
Viewing AI Reply Logs
Monitor your AI reply activity in the AI Reply Logs dashboard:
- View success/failure status of each AI reply
- Track token usage for each request
- See error details for failed requests
- Filter by success/failure status
- Logs are retained for 14 days
Quality Tiers
Static Forms routes every AI Reply through a managed AI gateway, so you don't need to manage provider accounts, API keys, or model upgrades. Pick a tier and we handle the rest.
Budget
Lowest per-reply cost. Ideal for high-volume forms, short confirmations, and well-defined replies that don't need deep reasoning.
Standard
Higher quality output. Recommended for customer support, lead qualification, and any reply that benefits from nuance and context awareness.
Models are managed for you
The underlying model powering each tier is selected and kept up to date by Static Forms. Live per-token pricing is synced daily from our AI gateway and used to debit your wallet in real cost — there is no markup.
Privacy and Security
Data Processing Disclosure
When AI Reply is enabled, form submission data is sent through the Static Forms AI gateway to a large language model for processing. This includes form field values (except excluded fields) and your knowledge base content. Please review our privacy policy and ensure your use of AI Reply is compliant with your data protection requirements.
No API keys to manage
Static Forms holds the provider credentials — you never share or store keys
Field Exclusion
Sensitive fields can be excluded from AI processing
No training on your data
Submissions are used only to generate the reply — not retained or used to train models
System Guardrails
To ensure safe, compliant, and professional email responses, Static Forms applies system guardrails to all AI-generated replies. These guardrails are prepended to your custom system prompt. Some guardrails are mandatory and always enforced, while others can be customized to fit your needs.
Mandatory Guardrails
These guardrails are always enforced and cannot be customized or disabled. They ensure proper email formatting and scope limitations:
Email Standards
The AI will never generate:
- Harmful, offensive, discriminatory, or inappropriate content
- Profanity, hate speech, or harassment
- Adult or explicit content
Scope Limitations
The AI will:
- Only answer based on information in your knowledge base
- Acknowledge when information is not available
- Never make up information or hallucinate facts
- Stay focused on the form submission topic
These guardrails work alongside your custom system prompt to ensure all AI-generated emails meet professional and legal standards while maintaining the tone and style you specify.
Optional Guardrails
These guardrails are recommended defaults but can be customized in your settings:
Safety Rules
The AI will never generate:
- Harmful, offensive, discriminatory, or inappropriate content
- Profanity, hate speech, or harassment
- Adult or explicit content
Legal and Compliance Rules
The AI will never:
- Make unauthorized promises, guarantees, or commitments
- Provide medical, financial, or legal advice
- Claim to be a licensed professional
- Share personal information beyond what's in the form submission
Customizing Optional Guardrails
You can customize the optional guardrails (safety and legal/compliance rules) in your AI Reply settings. The guardrails editor allows you to:
- Modify existing rules to match your specific requirements
- Add additional rules or guidelines
- Use the "Use Default" button to restore the default optional guardrails
- Leave blank to use the default optional guardrails
Note
Mandatory guardrails (email formatting and scope limitations) are always enforced and cannot be customized. Only optional guardrails (safety and legal/compliance rules) can be modified.
Important
Guardrails must be plain text format (no MDX, HTML, or markdown) to ensure email compatibility. The AI will generate complete, ready-to-send email content without any placeholders or template variables.
AI Reply vs Auto Responder
Choose the right feature for your needs:
Auto Responder
- Static, templated message
- Same response for all submissions
- Supports template variables
- No external API required
- Instant, no latency
AI Reply
- Dynamic, contextual responses
- Unique reply for each submission
- Uses knowledge base context
- Requires AI provider API key
- Slight latency (~1-3 seconds)
Troubleshooting
AI Reply Not Sending
- Verify AI Reply is enabled in settings
- Check that your API key is valid
- Ensure form includes an email field
- Check AI Reply logs for errors
- Verify you haven't exceeded rate limits
Invalid API Key Error
- Re-enter your API key in settings
- Verify the key is active in your provider's dashboard
- Check that you have billing set up with the provider
- Ensure the key has the required permissions
Poor Quality Responses
- Add more detail to your knowledge base
- Include specific FAQs and answers
- Try a more capable model (e.g., GPT-4o, Claude 3.5 Sonnet)
- Adjust the system prompt with clear instructions
Rate Limit Exceeded
- Wait for the next hour/day for limits to reset
- Increase rate limits in settings (within tier limits)
- Consider upgrading to Agency plan for higher limits