Documentation & User Manual

Ai Botflow WhatsApp CRM is an enterprise-grade customer communication and revenue automation platform built directly on Meta's Official Cloud API infrastructure.

Key System Capabilities:

• Zero Number Ban Risk: 100% official Meta WhatsApp Business Cloud API. Unlike unauthorized Chrome extensions or QR web session scrapers, your official business number is immune to bans.
• Unified Team Inbox: Multi-agent live chat collaborative inbox with active collision detection, in-chat customer tag chips, slash (/) quick canned replies, and yellow private staff notes.
• Bulk WhatsApp Broadcast Engine: Send 10,000+ personalized marketing, utility, and transactional templates per hour with direct drag-and-drop Image, Video, and PDF file attachments (up to 16MB) without needing external CDNs.
• Smart Variable Mapping: Seamlessly map contact data (Full Name, First Name, Today's Date, Order IDs, and Custom Attributes) into Meta templates with fallback values.
• Visual Drag & Drop Flow Builder: Design interactive 24/7 button & list menu automated conversation funnels without writing code.
• Generative AI Agents: Index PDF catalogs, website URLs, and custom Q&As into high-speed vector embeddings for intelligent human-like auto-replies with dynamic lead scoring.
• Webhook Integrations: Ingest real-time triggers from Shopify, WooCommerce, Webflow, Razorpay, and Zapier to automate abandoned cart recoveries and instant order dispatch updates.

Creating your Ai Botflow CRM account takes under 2 minutes. Follow this step-by-step walkthrough:

1. Visit the official signup portal at dash.aibotflow.in/signup.
2. Enter your Full Name, Business Email Address, and create a strong Password.
3. Password Strength Meter: The interactive indicator requires at least 8 characters, with a blend of uppercase letters, numbers, and special symbols recommended.
4. Click "Create Account".
5. On-Screen OTP Verification: A secure 6-digit verification code is generated and dispatched immediately to your email address via our high-speed custom Gmail SMTP service.
6. Enter the 6-digit OTP into the verification screen and click "Verify & Continue". Your workspace is activated with instant access.

Ai Botflow supports two flexible sign-in mechanisms for team convenience and enterprise security:

• 🔑 Password Login (Default): Enter your registered business email and account password to log in directly to your active workspace session.
• ✉️ Email OTP Login (Passwordless Magic Code): Click the "Email OTP" tab on the login screen. Enter your email to receive a 6-digit one-time passcode in your inbox, granting secure access without typing passwords.

If you lose access to your password, visit /forgot-password. Enter your registered email address to receive an instant 6-digit recovery OTP. Upon entering the OTP, you can establish a new secure password and immediately re-authenticate.

Manage your account identity under the Profile tab:

• Display Name: Your name as it appears to teammates in internal notes and agent assignment queues.
• Avatar Upload: Custom profile image for the team dashboard.
• Business Contact Info: Primary phone number, business address, and administrative notification email.

Protect your CRM workspace with enterprise controls:

• Password Updates: Change your password securely with current password confirmation.
• Active Browser Sessions: Inspect IP addresses, operating systems, and browser devices currently logged into your account. Terminate suspicious sessions with 1 click.

To send and receive WhatsApp messages via certified Meta servers, connect your Meta Developer account by following these exact steps:

Step 1: Create a Meta Developer Business App

1. Go to developers.facebook.com and click "My Apps" > "Create App".
2. Select "Business" as your app type and assign your App Name.
3. In the App Dashboard product list, locate WhatsApp and click "Set Up".

Step 2: Retrieve API Credentials

1. In the left sidebar, navigate to WhatsApp > API Setup.
2. Phone Number ID: Copy the 15-digit number under Phone Number ID.
3. WhatsApp Business Account (WABA) ID: Copy the 15-digit WABA ID.
4. Permanent Access Token: Do not use temporary 24-hour tokens. In Meta Business Manager, create a System User with permissions:
   whatsapp_business_messaging, whatsapp_business_management

Step 3: Save Credentials in Ai Botflow

Paste the Phone Number ID, WABA ID, and Permanent Token into their respective fields inside Ai Botflow Settings and click "Save WhatsApp Credentials".

Step 4: Configure Meta Webhook for Real-Time Incoming Messages

1. Copy the Webhook URL provided in your CRM:
   https://dash.aibotflow.in/api/whatsapp/webhook
2. Copy the unique Webhook Verify Token displayed on screen.
3. In Meta Developer Portal, go to WhatsApp > Configuration > Edit Webhook.
4. Paste the Callback URL and Verify Token, then click "Verify and Save".
5. Under Webhook fields, click "Manage" and check the box for messages.

Step 5: Verify Live Connection

Click "Test Connection" in Ai Botflow. You will receive a green `✓ Connected` badge confirming real-time bidirectional syncing.

Connect your brand's social channels to triage Instagram Direct Messages and Facebook Messenger inquiries in the exact same multi-agent inbox alongside WhatsApp:

1. Navigate to /settings?tab=social and click "Connect Facebook / Instagram".
2. Authenticate with the Facebook administrative account that manages your business pages.
3. Select the Facebook Page and linked Instagram Professional Account.
4. Grant messaging permissions and confirm.
5. Incoming DMs will immediately route to your Live Inbox (/inbox) branded with distinctive Instagram or Messenger channel badges.

Meta enforces strict pre-approved message templates whenever initiating outbound broadcasts or contacting customers outside the active 24-hour service window.

Syncing Existing Templates From Meta

Click "Sync with Meta". Ai Botflow immediately imports all approved templates, languages, categories (Marketing, Utility, Authentication), and interactive button setups from your WABA account, displaying live status chips (APPROVED, REJECTED, or PENDING).

Creating a New Template Inside CRM

1. Click "+ Create New Template".
2. Select Category: Marketing (promotions, offers), Utility (order updates, receipts), or Authentication (OTPs).
3. Enter Template Name using lowercase letters and underscores only (e.g. festive_discount_offer).
4. Choose Language (e.g. English US, Hindi, etc.).
5. Header (Optional): Select Text Header or Media Header (Image, PDF Document, or Video).
6. Body Text with Contiguous Variables: Use the quick insertion buttons:
   {{1}} Customer Name, {{2}} Today's Date, {{3}} Custom Attribute
   Note: Meta policy strictly mandates that variables must be numbered sequentially without skips (e.g. {{1}}, {{2}}, {{3}}).
7. Interactive Buttons: Add Quick Reply buttons (e.g. "Interested", "Stop") or Call-to-Action buttons (Website link or Phone number).
8. Click "Submit to Meta for Approval". Approvals typically clear in 2 minutes to 24 hours.

Custom Variable Data Mapping & Fallbacks

Before launching a broadcast, templates containing variables must be linked to CRM contact fields:

• Find templates marked with the amber `⚠ Needs Mapping` badge and click "Map Variables".
• For each placeholder (e.g. {{1}}), select the source field (Full Name, First Name, Phone, Email, Company, or Custom Field).
• Provide a Fallback Value (e.g. "Valued Customer") in case a contact profile is missing that specific field.
• Inspect the Live WhatsApp Bubble Preview on the right to verify formatting.
• Save mapping. The badge turns into a green `✓ Data Mapped` chip ready for broadcasting.

Manage your business contact database and segmentation:

Adding & Importing Contacts:

• Single Contact: Click "+ Add Contact". Input Name, WhatsApp Phone Number with international country code (e.g. 919876543210), Email address, and initial Tags.
• Bulk CSV Import:
  1. Click "Import CSV" and download our sample CSV template.
  2. Populate columns: name, phone, email, tags, and custom fields.
  3. Upload file, map columns on screen, and click "Start Import".

Tags & Segmentation:

Assign tags like VIP, Lead, Payment Pending, or Diwali Offer to categorize users. Filter audiences by tags to send laser-targeted broadcasts.

Extend contact records beyond standard attributes. Create custom data properties suited to your specific industry (e.g. City, Order ID, Renewal Date, Plan Type, Vehicle Number). These custom fields can be dynamically inserted into broadcast templates and evaluated inside Chatbot Flow condition nodes.

A collaborative multi-agent live chat command center designed for high-velocity customer support and sales conversions:

Navigation & Filter Queues

• All: Complete feed of every active customer conversation across the organization.
• Mine: Conversations specifically assigned to your user account.
• Unassigned: New inbound inquiries awaiting an agent.
• Unread: Conversations with unread customer replies.
• Universal Search: Find chats instantly by customer name, phone number, or chat keyword.

In-Chat Customer Tag Management Bar

Directly above the message thread, view active tags attached to the open contact. Click "+ Tag" to assign an existing tag or type a new one and press Enter. Click ✕ on any chip to remove it immediately without leaving the conversation.

Composing & Sending Features

• 24-Hour WhatsApp Service Window Monitor: Live indicator shows time remaining in the Meta service window. If expired, an alert notifies the agent to dispatch an Approved Template Message to re-open the chat.
• Slash (/) Quick Replies: Type / in the message composer to summon saved canned responses (e.g. /pricing, /bank-details, /demo-link).
• Direct Media Attachments: Click the paperclip icon to upload and send Images (JPEG/PNG), Documents (PDF/DOCX), and Audio voice notes.
• Private Internal Staff Notes: Toggle to internal note mode to leave yellow comments visible only to team members for smooth escalations and handover briefs.
• Real-Time Collision Guard: Visual banner prevents duplicate replies by displaying an alert whenever a teammate is currently viewing or replying to the same lead.

Send bulk WhatsApp messages to opted-in audiences with high delivery rates using the 4-Step Broadcast Wizard:

Step 1: Select Approved Template

Search templates by name, filter by category (Marketing, Utility, Authentication), and verify variable mapping status (Ready vs Needs Mapping).

Step 2: Choose Target Audience

Select your recipients: All Contacts, filter by Tags (e.g. VIP + Active Lead), filter by Custom Fields, or upload a fresh standalone CSV. System shows live estimated recipient count.

Step 3: Direct Media Upload & Variable Personalization

Direct File Drag & Drop (No external public CDN required!):

• Images: Upload JPEG or PNG directly (up to 5MB) with instant thumbnail preview.
• Documents: Upload PDF or Word files (up to 16MB).
• Videos: Upload MP4 videos (up to 16MB).

Verify dynamic variables ({{1}}, {{2}}) and inspect the Live WhatsApp Bubble Preview to confirm visual fidelity before dispatch.

Step 4: Schedule & Launch

• Send Immediately: Begins queuing and sending right away.
• Schedule for Later: Designate a future date and time for automated dispatch.
• Delivery Pacing (Smart Throttling): Automatically staggers messages across safe intervals to preserve phone quality ratings and prevent rate-limit penalties.

Inspect real-time metrics for every launched broadcast campaign:

• Full Delivery Funnel: Real-time counts for Total Sent, Delivered, Read (Blue Ticks), Failed, and Unsubscribed.
• Meta Error Diagnostics: If any message fails, inspect exact Meta error codes (e.g. 131026: Message undeliverable or invalid recipient number) for instant list cleaning.

Build 24/7 automated interactive conversation funnels on a drag-and-drop canvas without code.

Available Canvas Nodes:

1. Trigger Node: Initiates flow execution based on incoming keywords (e.g. START, PRICE), first-time customer messages (Welcome Bot), or inbound webhooks.
2. Send Message Node: Dispatch rich text messages with contact variables ({{contact.name}}), interactive quick reply buttons (up to 3 clickable options), or list menus (up to 10 categorized rows).
3. Send Media Node: Automatically dispatch image flyers, PDF brochures, or video walkthroughs.
4. Condition / Branching Node: Evaluate customer tags (e.g. if tag contains VIP, route to Priority Queue), selected button IDs, or specific keyword regex.
5. Update Contact Node: Automatically apply tags, update custom fields, or create new pipeline sales deals based on customer selections.
6. Assign Agent / Human Handoff: Transfer conversation to human agent queue and mute chatbot replies.
7. Delay Node: Wait a designated duration (minutes or hours) before dispatching the next follow-up message.

Ground autonomous AI bots in your proprietary business data:

1. Click "+ Add Knowledge Source".
2. Select data source:
   • Upload Documents: Upload PDF catalogs, brochures, manuals, or pricing sheets.
   • Website / URL Crawl: Provide your company website or FAQ URL for automatic crawling and indexing.
   • Q&A Pairs: Enter custom question and answer pairs directly.
3. The AI engine automatically parses, chunks, and creates vector embeddings for high-speed semantic retrieval.

Fine-tune how your AI interacts with customers:

• System Prompt / Persona: Define identity and rules (e.g. "You are the sales concierge for Ai Botflow. Answer customer queries accurately using only the knowledge base and encourage them to book a free demo.").
• Fallback Rules: Specify explicit action when information is missing from documents (e.g. "Offer to connect with a human agent").
• Temperature: Regulate creative freedom (0.2 for strict compliance support; 0.7 for persuasive sales conversations).
• Auto-Reply Toggle: Activate AI auto-reply for all inbound chats or restrict exclusively to unassigned leads.

Test your trained AI bot in a simulated WhatsApp chat window before deploying it to live customers. In the Playground, every AI response displays the exact retrieved knowledge base document snippets used to generate the answer, ensuring complete transparency and zero hallucinations.

Trigger automated personalized WhatsApp messages directly from Shopify, WooCommerce, Razorpay, or custom backends:

Setup Walkthrough (Shopify New Order / Cart Recovery):

1. Click "+ Create Webhook Trigger" and provide a name (e.g. Shopify New Order Alert).
2. Copy your unique Ingestion URL:
   https://dash.aibotflow.in/api/webhooks/incoming/[trigger_id]
3. Paste this URL into your external application's webhook settings (e.g. Shopify > Notifications > Webhooks > Order Creation).
4. Fire a test webhook event from the external application.
5. Map Payload Data:
   • Select target phone number field (e.g. payload.customer.phone).
   • Select template to dispatch (e.g. order_confirmation).
   • Map template variables: {{1}} → payload.customer.first_name, {{2}} → payload.order.order_number, {{3}} → payload.order.total_price.
6. Click "Activate Webhook Bot". All future transactions automatically trigger instant WhatsApp confirmations.

Track leads visually as they progress toward deals:

• Custom Kanban Stages: Configure stages (e.g. New Lead, Discovery Call, Proposal Sent, Negotiation, Won, Lost).
• Deal Creation: Specify Deal Title, Monetary Value, Currency, and linked Contact.
• Drag & Drop Movement: Seamlessly move cards across columns as customer discussions advance.
• Revenue Velocity Analytics: Monitor total pipeline value and conversion ratios by sales rep.

Scale your sales and support departments with role-based access control:

Available Roles:

• Owner: Full workspace ownership, billing management, subscription upgrades, and organization transfer.
• Admin: Can configure templates, launch broadcasts, build chatbot flows, manage integrations, and view all chats.
• Manager: Can inspect conversations, assign chats to agents, export reports, and edit contacts.
• Agent: Restricted access. Can only view assigned chats in the Team Inbox, send messages, and view contact details.

Inviting Team Members:

1. Click "Invite Member" in Settings.
2. Enter the colleague's email address and assign their role.
3. The colleague receives a secure invitation link (/join/[token]) to create their password and join your workspace instantly.

Integrate Ai Botflow into your proprietary ERP, mobile apps, or custom software:

• Base URL: https://dash.aibotflow.in/api/v1
• Authentication: Pass HTTP Header:
  Authorization: Bearer <YOUR_API_KEY>
• Core Endpoints:
  • POST /api/v1/messages: Send text, media, or template messages.
  • GET /api/v1/contacts: Query contact profiles and tags.
  • POST /api/v1/broadcasts: Programmatically launch bulk campaigns.
  • GET /api/v1/conversations: Retrieve chat history and message logs.

For complete JSON schemas and cURL examples, visit our dedicated API Documentation Page.

Manage subscription plans, user seat add-ons, and payment methods:

• Subscription Plans:
  • Starter (₹599/mo): 1 WhatsApp Number, 1 Agent Seat, 1,000 Contacts, Unlimited Free Incoming Chats, Official Cloud API.
  • Growth (₹1,499/mo): 1 WhatsApp Number, 3 Agent Seats, Unlimited Contacts, Full AI Agents Engine, Bulk Broadcasts.
  • Enterprise (₹2,499/mo): 2 WhatsApp Numbers, 5 Agent Seats, Priority 24/7 Concierge Support, Dedicated IP, Green Tick Filing Assistance.
• Payment Checkout: Secure payment processing via Razorpay (UPI, Credit/Debit Cards, NetBanking).
• Tax Invoices: Download GST-compliant tax invoices directly from the Billing tab.

Q1: Will our business phone number get blocked or banned?

No. Ai Botflow connects strictly through the Official Meta WhatsApp Cloud API. Unlike unauthorized Chrome extensions or QR code web session scrapers that result in immediate number bans, the official API is fully certified, legally compliant, and endorsed by Meta.

Q2: What is the 24-hour customer service window?

When a customer messages your WhatsApp number, a 24-hour service window opens. During this 24-hour window, you can exchange free-form text, photos, PDFs, and voice notes without paying Meta conversation fees. Once 24 hours expire without a customer reply, Meta policy requires sending an Approved Template Message to re-open the conversation.

Q3: Why does my template display the amber "Needs Mapping" badge?

If your approved Meta template contains dynamic variables (like {{1}} or {{2}}), the CRM needs to know which customer field to insert into those blanks. Click "Map Variables" on the template, select the source field (e.g. Full Name), provide a fallback value (e.g. "Valued Customer"), and save. The badge will turn green ✓ Data Mapped.

Q4: What file formats are supported for Broadcast media headers?

• Images: JPEG, PNG (Up to 5MB)
• Documents: PDF, Word DOCX (Up to 16MB)
• Videos: MP4, 3GP (Up to 16MB)

All media files can be uploaded directly via drag-and-drop inside our Broadcast wizard without needing any external CDN URL.

Q5: Who can I contact for official VIP technical assistance?

• Email Support: support@aibotflow.in
• Official WhatsApp VIP Concierge: +91 9939800780
• Video Masterclasses: youtube.com/@AiBotFlow