← All HVAC articles How-To / Education (20)

How to Set Up Your HVAC Service Area in CoolerDesk

How to Set Up Your HVAC Service Area in CoolerDesk

One of the first things you'll configure when setting up your CoolerDesk AI site is your service area. Getting this right means the chatbot only accepts leads you can actually service.

Why Service Area Setup Matters

If your chatbot tells someone in a city 50 miles away that you'll come fix their AC, that's a problem. You either eat the travel cost or disappoint the customer. Proper service area setup prevents that.

Step 1: Define Your Coverage

Start with the zip codes and cities you currently service. Be honest — if you only cover certain parts of a large metro area, list the specific zip codes.

• Your primary coverage area (where you respond within 24 hours)
• Your extended coverage area (where you go for larger jobs)
• Areas you're expanding into
• Areas where you absolutely don't service

Step 2: Input Into the Portal

In the CoolerDesk portal, navigate to Settings → Service Area. You can:

• Add zip codes individually or upload a list
• Draw a radius around your shop location
• Select cities and counties from a dropdown
• Set different response time expectations per area

Step 3: Test the Boundaries

After setup, test the chatbot yourself. Ask "Do you service [zip code just outside your area]?" The bot should clearly but politely say no. Ask "Do you service [zip code in your core area]?" The bot should say yes and start the lead capture flow.

What the Chatbot Says for Out-of-Area Leads

The chatbot doesn't just say "no" and end the conversation. It's configured to respond helpfully:

• "We don't currently service the 75201 area, but here's a list of trusted HVAC companies we recommend."
• "We can service 75201 for installation projects, but for emergency repairs we'd recommend someone closer."

Updating Your Area

Service areas change. You add a truck, expand to a new suburb, or drop a city that took too long to drive to. You can update your service area in the portal at any time. Changes take effect within 24 hours.

Pro Tip

List your service area both broadly and specifically. Broad for SEO (so Google knows you cover the metro area). Specific for the chatbot (so it doesn't promise what you can't deliver).