Chat203 settings reference

1. What the bot answers

The bot answers only from content you approve on the Knowledge page. If the answer isn't there, it says so and offers a person.

• Your website: the bot reads your pages and re-reads them on its own to stay up to date. "Refresh now" reads it again at once.
• Files: price lists, menus, policies. PDF, Word (.docx), CSV, text or Markdown, up to 20 MB.
• Questions and answers: the exact answer you want, in English, Spanish or both.
• Suggested questions: the questions customers in your line of business usually ask. You write or approve each answer.
• Unanswered: questions the bot could not answer. Teach it once and it answers next time.
• Fix this answer: correct any answer straight from a conversation in the Inbox.
• Topics the bot won't discuss: for example competitors or politics, with an optional reply of your own.
• Tone: friendly, professional or casual. Answer length: short or a bit longer.
• Show sources under answers and "Helpful?" thumbs up/down: each can be turned on or off.
• Try it: chat with your real bot before it goes live. Those chats are not counted.

2. Look

• Match my website (recommended): the chat takes your site's colors, font, corner style and light or dark look, and picks readable text colors automatically.
• Choose my own: brand color, font (your website's or a standard one), corners (square, rounded, very round), light, dark or like your website.
• Logo: square image, PNG, JPG, WebP or SVG, up to 1 MB. Without one, the chat uses your site's icon or your initials.

3. Chat button and where it shows

• Style: round icon, button with text, photo or avatar (always labeled "AI"), or your logo.
• Position: bottom right or bottom left, with a distance from the side and the bottom so it never covers your cookie banner or another button.
• Show the button after a number of seconds, and hide on phones.
• Only on these pages or never on these pages, for example /pricing or /blog/*.

4. Words and languages

• English and Spanish: visitors get the chat in their own language. Every text you write has an English and a Spanish version.
• Assistant name: for example "Sunny". It is always presented as an AI assistant.
• Welcome message: your own greeting; the AI notice is shown under it.
• Suggested questions: up to 4 buttons visitors can tap to ask.
• AI notice: you can reword it in Settings, but it always says the visitor is talking to an AI.

5. Page messages

A short invitation next to the chat button on the pages you choose, after the seconds you choose, for example "Questions about pricing? Ask me." Up to 10 rules. Each visitor sees each one once. It never opens the chat or sends anything by itself.

6. Asking for contact details

• Form before the chat: off (recommended, more people chat), optional or required, with name, email and phone fields.
• When the bot asks for contact details: after two answers or when it can't answer (recommended), only when it can't answer, only when someone asks for a person, or never.
• Extra questions: up to 3, with up to 6 answer choices each. Mark the answers that mean a hot lead and the alert email and Leads page say 🔥 Hot. For sorting follow-ups only, never for screening anyone for credit, housing, insurance, a job or a school.
• Permission to follow up: email and text messages are asked separately and are never pre-ticked.

7. Contact button: WhatsApp, Text us, Call, Email us, Visit us

One corner button lets visitors choose how to reach you. Each choice has its own switch, in any combination, including none.

• Chat with us: the AI chat.
• WhatsApp: opens your WhatsApp with a first message already written: who is writing (if they gave their details in the chat), which page of your website, what it's about and the last messages of the chat. The visitor can change it before sending.
• Text us (phones only): opens the phone's texting app with a shorter version of that message.
• Call: dials on phones and shows the number on computers.
• Email us: a message form inside the chat. Your email address is never shown, so bots can't collect it.
• Visit us: your address, with an optional note, opening Google Maps.
• Layout, separately for computers and phones: one button with a menu or separate buttons; icons and words, or icons only.

8. Sales-pitch and spam filter

Every message left with Email us or the chat's contact form is checked by AI. Offers to sell you something (SEO, websites, leads, "partnership opportunities") and spam are refused in front of the sender, who can rewrite the message if they really are a customer. They never reach you and are not saved; Analytics shows how many were blocked. When the AI is not sure, the message goes through, so a real customer is never lost.

9. Talking to a person

• When a visitor asks for a person: ring the team, then take a message; or always take a message (no live chat).
• How long the visitor waits for someone to join: 2 minutes by default, from 30 seconds to 5 minutes. Then the chat asks for their details.
• Business hours and time zone: when "Talk to a person" connects to your team. Outside them, visitors leave their details.
• Contact directory: departments the bot can point people to, offered as choices under "Talk to a person". The bot never invents other contacts.

The chat never promises someone who isn't there: it offers a live person only while someone on your team can be alerted.

10. Alerts and the team

• Ring: rings like a phone on your computer and phone for the whole wait, with a big Answer button. Five sounds (phone ring, classic double ring, chime, digital beep, bell) and a volume control.
• Available / Away: one switch per person, for all of their businesses. Two visitors in a row with no answer switch you to Away, so visitors aren't kept waiting.
• Install the app on Windows, Mac, Android or iPhone, and start it with your computer. See the alerts guide.
• Team: invite everyone who answers chats. Unlimited team members on every plan. Each person chooses their own email notifications.

11. Photos and documents

Allow nothing, photos only, or photos and PDF documents. Visitors can attach a photo ("my pool looks like this") or a PDF (an estimate, a bill); the AI describes what it sees and answers from your approved content only. It never reads out personal numbers or interprets medical, legal or financial documents. Files stay private with the conversation and are deleted with it.

12. Review link

Adds a "Leave a review" link (Google, Yelp, Facebook…) to the chat, for every visitor equally, never only to happy ones, as the FTC rule on consumer reviews and Google's and Yelp's policies require.

13. Leads, CRM and webhooks

• Leads page: each visitor's name, email, phone, answers and what they wanted, with 🔥 Hot leads marked. Export as CSV.
• Email: every new lead is emailed to your team.
• Your CRM: also email each lead to your CRM's intake address (HubSpot, Zoho, Pipedrive and others).
• Webhook: a signed JSON lead.created POST to your https URL (header x-chat203-signature, HMAC-SHA256 of the body).

14. Inbox and saved replies

• Inbox: every conversation. Take over stops the bot and sends your greeting in the visitor's language; Hand back to AI lets the bot continue.
• Saved replies: type / in the reply box for ready-made answers in the visitor's language, with your business details filled in. Eight come ready in English and Spanish.
• Business details: phone, email, address and website, written once and used by saved replies and the Call and Visit us buttons.

15. Analytics

Conversations per day, leads, questions the bot could not answer, pages where chats start, languages, requests by department, WhatsApp and Text us taps, and sales pitches blocked.

16. Safety and privacy (always on)