ChatXBot User Guide

Create Your Account

Sign up in under a minute with your email, then tell ChatXBot your website.

⏱ About 1 minute • 📍 app.chatxbot.com

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1 Go to app.chatxbot.com and click Sign up. 1 / 8

1. 1 Go to app.chatxbot.com and click Sign up.
2. 2 Type your name.
3. 3 Type your email address.
4. 4 Choose a password (at least 6 characters) and type it again.
5. 5 Tick the box to agree to the Terms of Service and Privacy Policy.
6. 6 Click Sign up.
7. 7 ChatXBot asks What’s your website? Type your website’s address, for example yourstore.com.
8. 8 Click Create Bot. Your chatbot is named after your website, and its Knowledge Base opens with your pages.

Verify Your Email

Confirm your email address so we know it’s really you and can reach you about your account.

⏱ 30 seconds • 📍 Your inbox

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1 After signing up, a yellow bar at the top reminds you to confirm your email. Open your inbox and click the link in our email. 1 / 2

1. 1 After signing up, a yellow bar at the top reminds you to confirm your email. Open your inbox and click the link in our email.
2. 2 Can’t find it? Check your spam folder, or click Resend link to get a new one.

Teach Your Chatbot Your Website

Your chatbot answers questions using your own website. Add your site once, and ChatXBot reads your pages so it can give your visitors accurate answers.

⏱ About 2 minutes • 📍 Knowledge Base › Sources

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1 After you create your chatbot, its Knowledge Base opens and finds your website’s pages (its sitemap) for you, all selected. 1 / 4

1. 1 After you create your chatbot, its Knowledge Base opens and finds your website’s pages (its sitemap) for you, all selected.
2. 2 Keep Select All ticked, or untick any page you don’t want the chatbot to use.
3. 3 Click Index Selected so the chatbot reads and learns those pages.
4. 4 All done! Pages Indexed shows how many pages were added, and Index Status says Healthy.

Test Your Chatbot

Try your chatbot yourself before your visitors do.

⏱ About 1 minute • 📍 Knowledge Base, bottom-right corner

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1 Open the Knowledge Base and click the chat button in the bottom-right corner, next to Test Your Widget Before Going Live. 1 / 3

1. 1 Open the Knowledge Base and click the chat button in the bottom-right corner, next to Test Your Widget Before Going Live.
2. 2 Type a question your visitors might ask, then press Enter.
3. 3 Read the answer. The small numbers like [1] show which of your pages the answer came from.

Design Your Chat Widget

The widget is the chat box visitors see on your website. Make it match your brand: colors, size, position and pictures.

⏱ About 2 minutes • 📍 Widget Design

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1 Click Widget Design in the menu. 1 / 10

1. 1 Click Widget Design in the menu.
2. 2 Pick your colors and the chat width, or click Use my website's color to use your site's main color.
3. 👁 On your website: the chat box uses your colors and width.
4. 3 Under Position, choose where the chat button sits on computers and on phones. Or click Preview and Drag on Desktop (or on Mobile) to see your website with the chat button and drag it into place. If your site has pages that read right to left (like Arabic) and left to right (like English), turn on Mirror on Right to Left pages: the button moves to the other side on those pages, away from buttons that swap sides with the language.
5. 👁 On your website: the chat button sits where you chose, here bottom-left.
6. 👁 On your website: drag the chat button where you want it, then click Save to keep it there, or Discard to put it back. Click Done when you’re finished.
7. 👁 On your website: with Mirror on, your Arabic pages show the chat button on the other side (here bottom-left), while your English pages keep it bottom-right.
8. 4 Add your own Bot Profile Image and Chat Icon (the picture on the chat button).
9. 5 See your changes right away in the Live Preview.
10. 6 Click Save Changes.

Set Your Widget’s Texts

Choose what the chat box says to visitors, in each of your website’s languages, and when it starts talking.

⏱ About 3 minutes • 📍 Widget Text

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1 Click Widget Text in the menu. 1 / 18

1. 1 Click Widget Text in the menu.
2. 2 Pick a Website language to edit its texts. Auto Detect Website Languages finds every language your website is in.
3. 3 Change the Header Title (the name visitors see), the Welcome Message and the Input Placeholder (the hint inside the message box).
4. 👁 On your website: visitors see your header title, welcome message and typing-box hint.
5. 4 Click Save next to the text you changed, then choose Change Only This, or Translate All Others to update it in your website’s other languages too. Discard puts back the saved text.
6. 5 Turn on the Greeting bubble: the bot offers help by itself in a bubble beside the chat button, after a few seconds or when the visitor is about to leave. Hide the bubble after sets how long it stays (3 to 60 seconds); untick it to keep the bubble until the visitor closes it.
7. 👁 On your website: after the seconds you set, the greeting pops up beside the chat button.
8. 6 Add your Contact Information (phone, WhatsApp, email or opening hours), once for all languages. When your website doesn’t have an answer, the bot suggests it in the visitor’s language.
9. 👁 On your website: when your website doesn’t have the answer, the bot says so and offers your contact details. Visitors tap the link, email or phone number to get in touch.
10. 7 Under Behavior, turn on Auto-open chat (desktop only) (opens the chat by itself on computers), Show on mobile or Play sounds for visitors. Ask follow-up questions is on by default: after answering a broad question, the AI asks one short question to narrow it down. On paid plans, Let visitors send images and voice messages and Show the emoji button add 📎, 🎤 and 😊 to the message box.
11. 👁 On your website: with Auto-open chat on, the chat opens by itself when the page loads on a computer. Phone visitors see just the chat button.
12. 👁 On your website: with Show on mobile on, phone visitors get the chat button too.
13. 👁 On your website: visitors attach an image, record a voice note (up to 4 minutes) or pick an emoji. The chatbot reads images and voice notes, then answers.
14. 👁 On your website: with Ask follow-up questions on, the AI answers a broad question, then asks one short question to find what fits best.
15. 8 Under Pre-chat form, turn on Enable pre-chat form, then add the fields to ask before the chat: + Name, + Email, + Phone, or + Custom for anything else.
16. 9 For + Custom, type its label (for example Company). If your website is in several languages, choose All Languages, or show it only in the language you picked (here English only).
17. 👁 On your website: visitors fill in the pre-chat form, your own fields included, before the chat starts.
18. 10 Click Save Changes to keep the Greeting bubble, Behavior and Pre-chat form settings.

Add the Chatbot to Your Website

Paste one small piece of code into your website and your chatbot goes live.

⏱ About 5 minutes • 📍 Integration › Install widget

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1 Click Integration in the menu. 1 / 13

1. 1 Click Integration in the menu.
2. 2 Check the widget status: Active means visitors can see it. Click Change to turn it on or off.
3. 3 Click Copy Embed Code, then paste the code into your website’s pages. Your web developer can do this in a minute, or follow Platform Guides below.
4. 4 Click Check Now to confirm the chatbot is on your website.
5. 5 Click Open private demo to open your website with the chat button on it. Only your browser can open it, for 2 hours, and nothing is installed.
6. 6 Want others to try it first? Click Share public demo link: anyone with the link and its password can open it, no login needed, to see your site with the chat on it.
7. 7 Choose how long the link lasts (1 to 14 days), type a Password (at least 6 characters), then click Share link. Copy it with Copy link; Stop sharing ends it at any time.
8. 8 Under Allowed domains, type each website address where the chat may appear, then click Add. To remove one, click its ×, then Remove.
9. 9 Using WordPress, Shopify, Wix, Webflow or Bubble? Pick it under Platform Guides for step-by-step help.
10. 👁 On your website: the chat button appears in the corner of every page (here on ranktera.com).
11. 👁 On your website: a visitor opens it and types a question.
12. 👁 On your website: the chatbot answers in seconds from your own pages. The small numbers link to the pages it used.
13. 👁 On your website: visitors can also ask to see something, and the chatbot shows a picture from your pages.

Your Dashboard at a Glance

Your Dashboard is the first page you see after signing in: a quick summary of the chatbot you’re working on.

⏱ About 1 minute • 📍 Dashboard

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1 The chatbot you’re looking at. 1 / 6

1. 1 The chatbot you’re looking at.
2. 2 Total Conversations: how many chats your visitors have started.
3. 3 Last 30 days: Satisfaction (answers rated helpful), Answered (questions the AI could answer) and average response time. Click View analytics for more.
4. 4 Recent Conversations: your latest chats, with the time of their last message; unread ones are highlighted with a blue dot. Click View all to see every chat.
5. 5 Quick Actions: shortcuts to Conversations, Knowledge Base, Customize Widget and Install widget.
6. 6 Refresh: update the numbers right now.

Read & Reply to Conversations

See every chat between your visitors and your chatbot, and step in yourself when needed.

⏱ About 2 minutes • 📍 Conversations

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1 Click Conversations in the menu. A red number shows how many chats you haven’t read yet. 1 / 9

1. 1 Click Conversations in the menu. A red number shows how many chats you haven’t read yet.
2. 2 Open the filter (it shows All) and tick Unread, Active, Favourites, Blocked, Positive, Negative or Unanswered chats. Pick a page under All pages to see only the chats that started there (✕ clears it), or search them.
3. 3 Click a conversation to read it.
4. 4 On the right, see who you are talking to: their name and email (if they shared them), their pre-chat form answers, the page they are on, their language and device.
5. 5 Switch Auto to Manual beside Send: the AI stops answering this chat and you reply yourself.
6. 6 Type your reply, then press Enter or click Send. The visitor sees it right away.
7. 👁 On your website: the visitor sees your reply in the same chat window right away, with your name at the top of the chat.
8. 7 Use the buttons at the top to copy a link to this chat for a teammate, add it to Favourites, block the visitor, or delete the chat.
9. 8 Click the download button to save all your conversations as a CSV file, which opens in Excel or Google Sheets.

Collect Leads & Hand Over to Your Team

Let the AI ask interested visitors for their details in the chat, and alert your team when a visitor asks for a person.

⏱ About 2 minutes • 📍 Widget Text › Leads & human handoff

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1 In Widget Text, scroll down to Leads & human handoff and turn on Let AI ask for visitor details (collect leads). 1 / 9

1. 1 In Widget Text, scroll down to Leads & human handoff and turn on Let AI ask for visitor details (collect leads).
2. 2 Under Details to ask for, click + Name, + Email or + Phone, or type your own detail (for example Budget) and click + Custom. Click the bin to remove one.
3. 3 Turn on Hand over to a human when asked, then pick your working days, hours and time zone.
4. 4 Click Save Changes.
5. 👁 On your website: when a visitor shows interest, the AI answers, then asks for their details. They reply in their own words.
6. 5 Click Leads in the menu, just under Conversations.
7. 6 Each row is one chat: its Request ID, the date, its Type (Lead or Asked for a human), the details, what the visitor wants and when to contact them. Change Status to Contacted once you have.
8. 7 Click a Request ID (here #2) to open the chat at the message where the visitor shared their details.
9. 8 Click Download CSV to save your leads in a file that opens in Excel or Google Sheets.

Track Your Results

See how your chatbot is doing and what your visitors ask most.

⏱ About 2 minutes • 📍 Analytics

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1 Click Analytics in the menu. 1 / 7

1. 1 Click Analytics in the menu.
2. 2 Choose a time range: the last 7, 30 or 90 days.
3. 3 Your key numbers: conversations, satisfaction, unanswered questions and response time.
4. 4 Conversations Over Time: how busy each day was.
5. 5 Busiest Hours: when visitors chat the most.
6. 6 Feedback Summary: how many answers were rated helpful or not. Click Positive or Negative to open those conversations.
7. 7 Unanswered Questions: what your chatbot couldn’t answer yet. Click a question to open the conversation it was asked in.

Find Your Way Around

The menu on the left takes you everywhere:

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1 Chatbot picker: the chatbot you’re working on; click it to switch, or to manage all your chatbots. A red dot means another chatbot has unread chats. 1 / 12

1. 1 Chatbot picker: the chatbot you’re working on; click it to switch, or to manage all your chatbots. A red dot means another chatbot has unread chats.
2. 2 Dashboard: a quick summary.
3. 3 Conversations: read and reply to chats; a red number shows how many you haven’t read yet.
4. 4 Analytics: how many chats you get and how well they’re answered.
5. 5 Knowledge Base: the pages and files your chatbot answers from.
6. 6 Widget Design: how the chat box on your website looks: colors, size, position and pictures.
7. 7 Widget Text: what the chat box says, in each of your website’s languages, and how it behaves.
8. 8 Integration: put the chat on your website, connect your other apps (Webhooks) and keep your pages updated automatically (Live Sync).
9. 9 Team: invite teammates to help you reply to chats and manage your chatbots.
10. 10 Billing: your plan and payments.
11. 11 Your name: opens a menu with Account (your profile, notifications and sign-in details), Help (ask for support or send us an idea), Dark mode and Sign Out.
12. 12 Shrink the menu to icons only; your browser remembers your choice. To open it again, point at the logo and click the button that appears, or click an empty part of the menu.

Add & Manage Your Pages and Files

Add single pages, a list of pages or your own files, and see everything your chatbot has learned.

⏱ About 2 minutes • 📍 Knowledge Base

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1 Click Add URLs. 1 / 7

1. 1 Click Add URLs.
2. 2 Paste a page address, or several, one per line.
3. 3 Click Add to Index.
4. 4 Click Upload a Reference to add a PDF, Word, TXT or Markdown file (up to 10 MB).
5. 5 Open the Indexed content tab to see every page and file your chatbot knows.
6. 6 Search by title or address.
7. 7 Click ↻ to read a page again after you change it, or 🗑 to remove it.

Keep Your Pages Fresh with Live Sync

Live Sync updates your chatbot within seconds whenever your website publishes, edits or deletes a page. Your web developer sets it up once.

⏱ About 10 minutes (for your developer) • 📍 Integration › Live Sync

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1 Open the Live Sync tab in Integration. 1 / 3

1. 1 Open the Live Sync tab in Integration.
2. 2 Put the key file shown here in your website’s main folder, so we know the site is yours.
3. 3 Have your website send a quick notice to the address shown here whenever a page changes.

Invite Your Team

Invite teammates to help you answer chats and manage your content. Your team covers all your chatbots.

⏱ About 1 minute • 📍 Team

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1 Click Team in the menu. 1 / 5

1. 1 Click Team in the menu.
2. 2 Click Invite member.
3. 3 Type your teammate’s email address.
4. 4 Choose a role: Admin can do everything, Editor can create and edit, and Viewer can only look.
5. 5 Click Send invitation. Your teammate gets an email with a link to join.

Your Chatbots

Run one chatbot for each website. The chatbot picker at the top of the menu shows which one you’re working on.

⏱ About 1 minute • 📍 Chatbot picker › Manage chatbots

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1 Click the chatbot picker (the box at the top of the menu showing your chatbot’s name) to switch chatbots. 1 / 8

1. 1 Click the chatbot picker (the box at the top of the menu showing your chatbot’s name) to switch chatbots.
2. 2 Click Manage chatbots to see them all.
3. 3 Click Create New Bot to add another chatbot, for example one for each website.
4. 4 Give your new chatbot a name.
5. 5 Type its website, for example example.com.
6. 6 Click Create Bot. Its Knowledge Base opens with your website’s pages listed: click Index Selected to teach it.
7. 7 To change a chatbot, click the ⋮ menu on its card.
8. 8 Choose Bot settings, Duplicate or Delete. Your other chatbots also offer Open this bot after login.

Rename, Pause or Delete a Chatbot

Change your chatbot’s name, hide it for a while, or remove it.

⏱ About 1 minute • 📍 Manage chatbots › ⋮ › Bot settings

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1 Click the ⋮ menu on a chatbot card. To get here, open the chatbot picker and click Manage chatbots. 1 / 7

1. 1 Click the ⋮ menu on a chatbot card. To get here, open the chatbot picker and click Manage chatbots.
2. 2 Click Bot settings.
3. 3 Type a new name.
4. 4 Set Status to Inactive to hide the chat widget on your website, or Active to show it again.
5. 👁 On your website: with Status set to Inactive, the chat button is gone from your website.
6. 5 Click Save Changes.
7. 6 Click Delete Chatbot to remove it for good. This can’t be undone.

Connect Other Apps with Webhooks (For Developers Only)

A webhook is a web address from another app (such as Zapier or your CRM) that ChatXBot notifies whenever something happens in your chats.

⏱ About 3 minutes • 📍 Integration › Webhooks

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1 Open the Webhooks tab in Integration. 1 / 4

1. 1 Open the Webhooks tab in Integration.
2. 2 Paste the webhook address from your other app.
3. 3 Choose which events to send: unanswered questions, human takeover (a teammate stepped into a chat), new leads (a visitor left their contact details), or a daily summary.
4. 4 Click Save Changes.

Plans & Billing

Every plan gets the AI and live chat. You pay for more AI answers, more chatbots and teammates, and from Pro, your own brand.

⏱ About 2 minutes • 📍 Billing

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1 Click Billing in the menu. 1 / 4

1. 1 Click Billing in the menu.
2. 2 Your current plan, with this month’s AI answers, chatbots and team members.
3. 3 Switch between Monthly and Yearly prices. Yearly saves 20%.
4. 4 Click Upgrade on the plan you want, then pay securely by card.

AI Answers & Monthly Limits

Your plan includes a number of AI answers each month. Here’s what counts, and what happens when you reach your limit.

⏱ About 2 minutes • 📍 Dashboard and Billing

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1 At 80% of your monthly AI answers, a yellow banner appears at the top of the dashboard, and we email you. 1 / 5

1. 1 At 80% of your monthly AI answers, a yellow banner appears at the top of the dashboard, and we email you.
2. 2 At 100%, the banner turns red and the AI pauses until the 1st of next month or until you upgrade. Live chat keeps working, so your team can still reply.
3. 👁 On your website: while the AI is paused, visitors get this message and their chat waits for your team.
4. 3 Click View plans to see your usage or upgrade.
5. 4 AI answers this month on the Billing page shows how many you’ve used.

Manage Your Account

Update your name, choose your notifications, change your email or password, or delete your account.

⏱ About 2 minutes • 📍 Account

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1 Click your name at the bottom of the menu. 1 / 8

1. 1 Click your name at the bottom of the menu.
2. 2 Click Account. The same menu has Help, Dark mode and Sign Out.
3. 3 Update your name on the Profile tab.
4. 4 Click Save Changes.
5. 5 Open the Notifications tab.
6. 6 Under Notify me via, choose This device (pop-up alerts on this computer or phone, even when the dashboard is closed) and/or Email.
7. 7 Choose when: New conversations or New messages, then click Save.
8. 8 Open the Email & password tab to change your email or your password.

Sign In & Reset Your Password

Come back any time to manage your chatbots. If you forget your password, you can set a new one in a few clicks.

⏱ 30 seconds • 📍 app.chatxbot.com

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1 Type your email address. 1 / 6

1. 1 Type your email address.
2. 2 Type your password.
3. 3 Click Log In. You land on your Dashboard.
4. 4 Forgot your password? Click Forgot password?
5. 5 Type the email address you signed up with.
6. 6 Click Reset Password, then open the email we send you and choose a new password.

Get Help & Send Feedback

Ask us a question, report a problem, or suggest an idea.

⏱ About 1 minute • 📍 Help

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1 Click your name at the bottom of the menu, then Help. 1 / 5

1. 1 Click your name at the bottom of the menu, then Help.
2. 2 Choose a message type: Support Request, Feature Suggestion or Bug Report.
3. 3 Write a short subject.
4. 4 Describe your question or idea.
5. 5 Click Submit. We’ll get back to you by email.