Guides | Small Business Chatbot

Guides

Practical guides for small businesses using an AI receptionist, then step-by-step user guides and integration guides for every part of the app.

User guides

Step-by-step help for every part of Small Business Chatbot, with screenshots from the app.

Start here

  • What it isAn AI receptionist for your website chats, calls and texts. It books from chat into your calendar and sends the follow-ups you set up.
  • Set upTrain the AI chatbot on your website, check its answers in the Playground, and put the chat widget on your site.
  • Free trialWhat the 7-day trial includes, how to test the AI receptionist by phone with no number, and what happens when the trial ends.
  • PlansCompare Self Serve and Managed: the price of each, what our team does on Managed, and the limits that apply to each plan.

Conversations and analytics

  • ConversationsRead every chat, call and text your AI receptionist handled, with its summary, lead score, contact details, photos and spam flags.
  • Summary emailsChoose who gets the email sent after each chat, call and text, and see what each email contains.
  • AnalyticsSee how many website chats, calls and booked appointments your AI receptionist handled over any date range, and download the chart.

Chat widget

  • WebsiteScan your site or add single pages so the AI chatbot answers from them, and re-scan when your site changes.
  • Q&AWrite the answers to the questions people ask most. The AI chatbot uses them in website chats and the AI receptionist on phone calls.
  • Goals and principlesTell the AI chatbot what to aim for, the rules it follows and the usual order of a conversation, in plain words.
  • Look and feelSet the chat widget's colours, the assistant's name and photo, the first message, the launcher video, photo uploads and the contact form.
  • Calendar bookingTurn on booking so the AI chatbot books, reschedules and cancels in Google Calendar or Outlook from chat, and set each booking's hours, length and details.
  • PlaygroundTest the AI chatbot as a visitor would, and call the AI receptionist from your browser before you have a phone number.
  • Add to websiteCopy the chat widget's code and paste it into your site, or email it to whoever runs your site.
  • AI actionsTurn on Website Research so the AI chatbot can look up a missing detail on your own website during a chat.

Voice agent

  • Phone number and voicePick a local number for the AI receptionist, choose the name and voice it uses on calls, and forward your business line to it.
  • Greeting and call rulesSet what the AI receptionist says first on a call, the rules it follows, and the answers and booking link it can give callers.
  • Transfer to a personLet the AI receptionist put a caller through to your phone when they ask for a person, and see what happens when nobody picks up.
  • Spam protectionFlag calls whose callers say your spam words or phrases, so their summary emails stay out of your inbox.
  • Transcripts and summariesRead the transcript and summary of each call the AI receptionist takes, in Conversations and your email, with a recording link when recording is on.

Texting

  • How texting worksWhat sends a text from your business number, how the texting agent replies to the texts people send it, and where each text shows up.
  • Opt-outs and STOPSee what happens when someone texts STOP, which contacts have opted out, and how to change a contact's opt-outs.

CRM

  • ContactsFind, add and edit the people who chat with, call and text your business, set statuses and tags, start a sequence and read each timeline.
  • Companies and opportunitiesKeep the businesses your contacts work for, and track deals on a pipeline board you drag between stages.
  • Notes and tasksLog notes and tasks on contacts and companies, work through the Tasks list, and build sequences of dated tasks.
  • Import from a CSVBring contacts, companies, opportunities, notes and tasks in from a CSV file: map the columns, check the rows, import.
  • Export and duplicatesDownload your CRM records as CSV files, merge contacts saved twice, and decide whose conversation an unmatched chat is.

Workflows

  • Your first workflowBuild a workflow that texts and emails a visitor after a website chat, publish it, and switch on sending.
  • TriggersPick the event that starts a workflow, set its options, and know what each trigger hands to the steps after it.
  • StepsAdd, change and connect the steps a workflow runs after its trigger, and pick the right step for each job.
  • Outbound switches and limitsControl whether workflows can text, email and call, how many go out a day, and when a contact's reply stops a workflow.
  • Run historySee every run of a workflow, read what each step received and produced, find why a step failed, and replay or stop a run.

Account and billing

  • Manage your planSubscribe, move between Self Serve and Managed, or switch between monthly and annual billing from the Manage Plan page.
  • Admin settingsChange your login email, choose who gets conversation summaries by email and text, connect your sending domain, and read scan history.
  • Cancel and number releaseCancel your subscription, and know what happens to your phone number when a subscription ends or a payment is disputed.

Help

  • SupportReach our team from the app, by booking a call or through the contact form, and see what support each plan includes.
  • FAQShort answers about the AI receptionist: plans, the website chatbot, the AI answering service, follow-ups and your account.
  • TroubleshootingFind why the widget doesn't show, the calendar won't connect, a workflow sent nothing, the number doesn't ring or the scan missed pages.

All user guides in the docs

Integration guides

How Small Business Chatbot connects to your website, calendar, Google Analytics, Zapier and any tool with a public API or a webhook.

Your website

  • Any websitePaste one line of code into your site so the AI chatbot shows on every page, then check that it loads.
  • WordPressInstall the Small Business Chatbot plugin and connect it to your account, so the AI chatbot loads on your WordPress site with no code.

Calendars

  • Google Calendar and OutlookConnect Google Calendar or Outlook so bookings from the AI chatbot and your booking page land in it, with Google Meet or Microsoft Teams links.

Analytics

  • Google AnalyticsSee the chats, calls, texts, leads and appointments your AI receptionist handles as events in your own Google Analytics 4 property.

Automation

  • ZapierStart a Zap when a chat, call or text ends, a contact is added, or an appointment is booked, moved or cancelled.
  • Inbound webhooksBring data from any tool into Small Business Chatbot: a form, a CRM or a Zap posts to your workflow's own URL, and the workflow starts with its data.
  • HTTP requestSend a lead, a booking or a conversation's details to any tool with a public API, or fetch data from it, with one workflow step.

Email

  • Sending domainConnect a domain you own, so workflow emails go out from it and replies come back to the app and to your inbox.

All integration guides in the docs