WaviBot AI Chatbot CRM – User Guide

License Tab

(Covered in Section 4) Used solely for activating or
deactivating your plugin license.

OpenAI & General Tab Requires Active License

• OpenAI API Key / Test Connection: Your essential link to OpenAI. (See
  Section 5).
• OpenAI Model: Select the primary AI model for generating chat responses (e.g.,
  gpt-4o-mini). Different models offer varying levels of intelligence, speed, and cost.
  gpt-4o-mini is often a good starting point.
• Embedding Model: Select the model used for the optional Vector Search feature (e.g.,
  text-embedding-ada-002). Affects search quality and embedding costs.
• Max Tokens: Sets the maximum length (in tokens, roughly parts of words) for an AI
  response. Higher values allow longer answers but increase cost and potentially response time.
• Voice Output Method: Choose how WaviBot generates audio:
  • Browser: Free, uses the visitor’s device/browser voice. Quality varies.
  • tts-1: Premium OpenAI voice generation. Higher quality, consistent voice.
    Incurs OpenAI cost.
  • gpt-4o-mini-tts: Advanced OpenAI voice generation with style control. Highest
    quality and flexibility. Incurs OpenAI cost.
• OpenAI Voice: If using tts-1 or gpt-4o-mini-tts, specify the
  voice name (e.g., alloy, nova, shimmer). Consult OpenAI
  documentation for available voices.
• GPT-4o mini TTS Vibe: (Only if using gpt-4o-mini-tts) Select a pre-defined
  personality (e.g., friendly, professional) or choose
  Custom / Other to use the detailed instructions below it.
• GPT-4o mini TTS Instructions: (Only if using gpt-4o-mini-tts with ‘Custom’
  vibe) Provide detailed text instructions to shape the AI voice’s tone, emotion, pacing, etc.
• Auto Play Voice: If ‘Yes’, WaviBot will attempt to automatically play voice responses.
  (Note: Browser autoplay policies might sometimes prevent this without prior user interaction).
• Default Language: Sets the initial language displayed in the chat interface (e.g.,
  en for English, ar for Arabic).
• Available Languages: Checkboxes allowing you to select which languages visitors can
  choose from in the frontend dropdown menu.
• Vector Search: Enable (‘Yes’) for more accurate, context-aware answers based on
  meaning, using OpenAI embeddings (requires API calls/cost for indexing and queries). Disable (‘No’)
  for simpler content usage.
• Allowed Training Data Types: Select which file types (json,
  txt, csv) are permitted for upload in the Training Data tab.
• reCAPTCHA Site Key / Secret Key: Enter your Google reCAPTCHA v2 keys here
  if you want to add spam protection to the initial chat form. Leave blank to disable.
• Company Email / Company Phone: Your contact details, potentially used by
  WaviBot in fallback responses when it cannot answer a query.
• Chatbot Display Mode: Choose how WaviBot appears on your site: shortcode
  (embed manually), floating (corner button), or both.

Features Tab Requires Active License

• Intent Recognition: Enable/disable basic keyword spotting for specific scenarios (like
  pricing/scheduling fallbacks defined in instructions).
• Continuous Learning: Recommended: Yes. Allows users to
  rate WaviBot’s answers (👍/👎), enabling the AI to learn from feedback and improve accuracy over
  time. Creates CL_LIKED and CL_DISLIKED entries in the Training Data tab.
• Rich Media Support: Currently a placeholder for potential future features related to
  images/videos in chat. Functionality may be limited.
• Enable Custom Theme: Set to ‘Yes’ to use the color and style settings defined
  in the ‘Theme’ tab. If ‘No’, WaviBot uses its default appearance.

Theme Tab Requires Active License & ‘Enable Custom Theme’

• Use the color pickers to customize the appearance of the chat window (Chat Background,
  Text Color, Bot Bubble Background/Text,
  User Bubble Background/Text, Button Background/Text) and the
  Floating Icon Background/Color.
• Use the text field for Floating Icon Content to set the emoji or text in the button
  (e.g., 💬 or 💬).
• Use the dropdown for Floating Icon Animation to add subtle effects (pulse,
  bounce, spin) or set to none.
• Click Reset next to a color picker to revert to the default color.
• Impact: Allows you to visually integrate WaviBot seamlessly with your website’s
  design.

Training Data Tab Requires Active License

• Purpose: This is where you provide WaviBot with the specific knowledge it needs
  about your business, products, services, or policies.
• Training Data Usage:
  • Use All...: WaviBot will consider all uploaded files (of allowed types) plus
    active Continuous Learning files.
  • Use Specific...: WaviBot will only consider files you manually enable
    using the ‘Active’ toggle switch in the table below.
• Upload Form:
  • Click Choose File to select a .txt, .json, or
    .csv file from your computer containing your information (e.g., FAQs formatted
    as Q&A, product descriptions, policy text).
  • Add an optional Description for your reference.
  • Click Upload. The file is saved, and if Vector Search is enabled, background
    indexing begins (may take a few minutes depending on file size and server/cron).
• Files Table: Lists uploaded files and Continuous Learning data.
  • Active Toggle (Only if Usage=’specific’): Click the switch to enable/disable
    specific files for AI use. Green is active.
  • Actions:
    • View: See a preview of the file’s content.
    • Download: Save a copy of the original uploaded file.
    • Re-Index: If Vector Search is ON, click this to force re-processing of
      the file’s embeddings (useful after manual edits or if relevance seems off).
    • Delete: Permanently removes the file, its database entry, and any
      associated embeddings. Confirm carefully!

Instructions Tab Requires Active License

• Purpose: This large text area is critical for defining Wavi’s
  personality, rules, boundaries, and how it should handle specific situations. While Training Data
  provides knowledge, Instructions provide guidance.
• Content: Paste the detailed, boundary-focused instructions provided in the “Final
  Training Instructions” section (or adapt them carefully). Key elements include:
  • Defining the “Wavi” persona (helpful, professional, focused on WaviBot plugin).
  • Setting the STRICT knowledge boundary (only training data).
  • How to answer feature/setup/requirement questions (with benefits).
  • How to handle Pricing questions (Value + Link to Envato ONLY).
  • How to handle Support questions (Docs + Support Channel).
  • How to politely refuse Off-Topic questions and pivot back.
  • How to handle repetitive/persistent users.
  • When/how to subtly guide towards demo/purchase.
• Impact: Directly shapes the AI’s responses, tone, and adherence to its role.
  Well-written instructions are vital for good performance and controlled behavior.

Privacy & Consent Tab

• Privacy Consent Text: Edit the text displayed with the mandatory consent checkbox that
  users must agree to before starting a chat. You can use basic HTML (like <a> tags
  for links) to link to your site’s full privacy policy.

CRM Entries Tab

• Purpose: View and manage the leads captured by WaviBot.
• Export Contacts: Click to download a CSV file of all entries.
• Filters/Sorting: Use the controls at the top to find specific leads.
• Bulk Actions: Select multiple leads using checkboxes and apply actions like Delete,
  Set Status, or Set Priority.
• Table List: Shows key details of each lead. Click View for full
  details. Click Delete to remove (confirms).
• Single Entry View (View Action):
  • Edit contact fields (Name, Email, Phone, Description).
  • Manage Lead Status, Source, Assigned To (assign to a
    WP User), Priority.
  • View, Add, and Delete private Notes for internal tracking.

Chat History Tab

• Purpose: Review past conversations.
• Filters/Sorting: Find conversations by Session ID, Name, Email, Date, or Status
  (Active, Blocked, Terminated, Ended).
• Bulk Actions: Delete/Terminate multiple chats, Block/Unblock users (by IP), Export
  selected chats to CSV.
• Table List: Shows conversation summaries.
• Actions per conversation:
  • View: Expands inline to show the full message transcript.
  • Delete: Permanently deletes the conversation (confirms).
  • Block/Unblock: Blocks/unblocks the visitor’s IP address from using
    the chat (confirms).
  • Terminate: Manually stops an active chat (sets status to Terminated, confirms).
  • Export: Downloads just that conversation as CSV.

Analytics Tab Requires Active License

• Purpose: Get insights into WaviBot’s usage and performance.
• Displays: Total chat counts, active training files, blocked users, a chart of daily chats (last 30
  days), average message count and duration per chat, a list of top users by chat volume, and user
  satisfaction metrics (average rating, total likes/dislikes, if Continuous Learning is enabled).

Using the Shortcode

Language: EnArFrEsDeItPt

Auto-Play Voice End Chat Help

Let’s Get Started

Fill out your details below to begin chatting!

Name *

Email *

Phone (Optional)

By using this chat, you consent to data collection as per our Privacy Policy. We comply with GDPR.

Start Chat

Bot is typing...

Listening...

Send 🎤

FAQs

• How does this chatbot work?
  The chatbot uses AI plus your uploaded training data to respond. Simply type or speak your message, then click Send.
• Is my data safe?
  We value your privacy. Your data is handled according to GDPR and only used for improving our service.
• Can I speak to the chatbot?
  Yes! Click the microphone button to start voice input, or enable auto-play voice to hear responses aloud.
• How do I copy or re-listen to a bot response?
  Each bot response includes Listen, Stop, and Copy buttons.

Close

1. Edit any Page, Post, or use a Text Widget.
2. Paste the shortcode
   Language: EnArFrEsDeItPt

   Auto-Play Voice End Chat Help

   Let’s Get Started

   Fill out your details below to begin chatting!

   Name *

   Email *

   Phone (Optional)

   By using this chat, you consent to data collection as per our Privacy Policy. We comply with GDPR.

   Start Chat

   Bot is typing...

   Listening...

   Send 🎤

   FAQs

   • How does this chatbot work?
     The chatbot uses AI plus your uploaded training data to respond. Simply type or speak your message, then click Send.
   • Is my data safe?
     We value your privacy. Your data is handled according to GDPR and only used for improving our service.
   • Can I speak to the chatbot?
     Yes! Click the microphone button to start voice input, or enable auto-play voice to hear responses aloud.
   • How do I copy or re-listen to a bot response?
     Each bot response includes Listen, Stop, and Copy buttons.

   
   Close
   directly into the content area where you want the
   chat interface embedded.
3. Save the Page/Post/Widget.

Using the Gutenberg Block (“WaviBot AI
Chatbot CRM”)

1. Edit a Page or Post using the Block Editor.
2. Click the ‘+’ icon to add a new block.
3. Search for “WaviBot AI Chatbot CRM”.
4. Click the block name to insert it into your layout.

Using the Floating Widget

1. Go to Settings → AI Chatbot CRM → OpenAI & General.
2. Find Chatbot Display Mode.
3. Select Floating Button (only the button) or Both Shortcode & Floating
   (allows both embedded and floating options).
4. Click Save Changes.
5. A button will now appear (usually bottom-right) on your site frontend. Customize its look in the
   Theme tab.