HelloBotz Product Documentation

Quickstart: Launching HelloBotz in 3 Steps

Welcome to HelloBotz! This guide walks you through setting up your workspace, connecting an official WhatsApp Business API account, and sending your first automated message.

Quickstart Checklist:

1. Create Your HelloBotz Account: Sign up at HelloBotz Registration. Choose your organization name and preferred workspace subdomain.
2. Complete Meta Embedded Signup: From the HelloBotz Dashboard, click "Connect WhatsApp". A secure Meta pop-up window will guide you through selecting or creating your Meta Business Manager and WABA (WhatsApp Business Account).
3. Verify Your Phone Number: Enter the 6-digit one-time code (OTP) sent via SMS or voice call to link your phone number to the WhatsApp Cloud API infrastructure.
4. Send a Test Message: Open the Shared Inbox, select your verified test contact, and dispatch an approved template message to confirm bidirectional connectivity.

Meta Business Manager Verification

Meta requires business verification to confirm your legal identity, protect customers against spam, unlock higher messaging tiers (up to unlimited conversations/day), and enable the official Green Tick verification badge.

Required Verification Documents:

• Proof of Legal Business Name: Certificate of Incorporation, GST Registration, Trade License, or Business Bank Statement.
• Proof of Business Address: Utility Bill (electricity/phone), Bank Statement, or Lease Agreement displaying the exact business address registered in Meta.
• Website Domain Verification: DNS TXT record or HTML meta tag verification on your official company website.

Step-by-Step Submission:

1. Navigate to Meta Business Settings → Security Center.
2. Click "Start Verification" under the Business Verification tile.
3. Enter your legal organization name, address, phone number, and official website URL.
4. Upload your government-issued registration certificates. Ensure all business names and addresses match verbatim.
5. Select domain verification or corporate email domain verification (e.g. @yourcompany.com) to complete the request.

Phone Number Setup & Green Tick Verification

Your WhatsApp Business API number is the identity through which all customers interact with your brand. You can use standard 10-digit mobile numbers, landline numbers, or toll-free numbers (e.g. 1800 numbers).

Number Migration Considerations:

• If your phone number is currently active on the consumer WhatsApp or standard WhatsApp Business app, you must first navigate to Settings → Account → Delete Account within the mobile app before registering on the Cloud API.
• Once registered on the Cloud API, all chats are managed through HelloBotz’s web console, Android app, and iOS app.

Official Business Account (Green Tick) Application:

The Green Tick badge displays your verified business name in the chat header instead of a phone number, even if the user has not saved your contact.

1. Ensure your Meta Business Manager is fully verified and 2FA is enforced on all admin accounts.
2. Maintain a High phone number quality rating in HelloBotz for at least 7 consecutive days.
3. Compile 3 to 5 organic news articles or press releases from notable publications mentioning your brand.
4. In your HelloBotz Settings → WhatsApp Profile, click "Apply for Official Business Account" and submit your references.

Visual Flow Builder & Chatbot Logic

HelloBotz’s drag-and-drop Visual Flow Builder lets you create sophisticated automated conversation journeys without writing code.

Core Node Types:

• Send Message: Dispatches text, images, PDF brochures, video explainers, or interactive buttons.
• Ask Question: Waits for customer reply and validates format (Text, Email, Phone Number, Date, Number).
• Condition Branch: Splits the path based on user attributes, tags, or keyword match.
• CRM Update: Sets contact attributes, adds tags (e.g. lead-qualified), or updates pipeline stage.
• Webhook Action: Sends customer responses to an external server URL via HTTP POST.
• Agent Handoff: Pauses automation and notifies an available human agent in the Shared Team Inbox.

AI Agents & Natural Language Chatbots

Empower your chatbot with generative AI to answer open-ended customer inquiries using your own company documentation, FAQs, and product catalogs.

Configuring Your AI Knowledge Base:

1. Navigate to Chatbots → AI Assistant in your HelloBotz workspace.
2. Upload your product catalogs, warranty policies, service menus, and PDF documentation into the Knowledge Base store.
3. Configure your agent’s persona and system prompt (e.g. "You are an empathetic customer support assistant for a premium fashion brand. Always provide helpful sizing guidance.").
4. Set confidence thresholds: If the AI confidence score falls below 75%, configure it to gracefully transfer to an on-duty human agent.

Broadcast Campaigns & Anti-Ban Compliance

Send personalized notifications, promotional offers, and newsletters to thousands of opted-in customers in seconds with 98%+ open rates.

Creating Approved Message Templates:

Meta requires all outbound business-initiated messages to be pre-approved templates. Templates fall into 3 official categories:

• Marketing: Promotions, product announcements, discount coupons, and seasonal sales.
• Utility: Order confirmations, shipment tracking updates, appointment reminders, and billing receipts.
• Authentication: One-Time Passwords (OTPs) and account login security codes.

Best Practices for High Phone Quality Rating:

• Always Include an Opt-out Button: Add a Quick Reply button saying "Stop Promotions" or "Unsubscribe" so users opt out rather than blocking your number.
• Segment Your Contacts: Only broadcast to users who have engaged with your brand in the last 30 to 90 days.
• Use Dynamic Personalization: Personalize the greeting with {{1}} (customer name) and recent order data to increase relevance.

Shared Team Inbox & Collaboration

One unified inbox for your entire sales and support department. Eliminate duplicate replies, collaborate on complex customer issues, and monitor SLA response metrics.

Key Inbox Capabilities:

• Collision Detection: See in real-time when a colleague is currently viewing or typing a reply to a conversation.
• Internal Private Notes: Mention teammates with @teammate to discuss customer requests privately without the customer seeing the notes.
• Canned Quick Replies: Press / in the reply box to insert standardized answers, payment links, or return guidelines.
• Round-Robin Assignment: Automatically distribute incoming chats evenly across online agents.

CRM & Contact Management

Organize contacts, configure custom properties, manage sales stages, and sync audience lists with CSV imports.

Custom Properties & Segmentation:

Create unlimited custom attributes such as city, vip_status, annual_spend, or lead_source. Use these attributes to build dynamic audience segments for targeted marketing campaigns.

REST API & Webhooks Integration

Integrate HelloBotz programmatically into your software stack. Complete API references and live interactive code samples are available at HelloBotz API & Webhooks Documentation.

# Dispatch WhatsApp message via cURL
curl -X POST https://api.hellobotz.com/v1/messages \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "to": "+919876543210",
    "type": "text",
    "text": { "body": "Hello from HelloBotz API!" }
  }'

E-Commerce & Native Integrations

Connect your storefront and business tools with zero code.

• Shopify: Install the HelloBotz app to automate abandoned cart recovery, order dispatch alerts, and COD confirmations.
• WooCommerce: Instant store sync via our native WordPress plugin.
• Google Sheets: Append incoming form leads to Google Sheets and dispatch WhatsApp notifications automatically.
• Google Calendar: Automatically sync booked appointments and send WhatsApp reminders with Meet links.

Analytics, Reporting & Agent SLAs

Gain actionable visibility into messaging deliverability, open rates, campaign ROI, and team response speeds.

• Broadcast Analytics: Real-time tracking of sent, delivered, read, and failed message counts.
• Agent Performance: Track First Response Time (FRT), average resolution time, and total resolved conversations per agent.
• Exportable Reports: Download comprehensive CSV audit trails for accounting and compliance.

Billing, Plans & Conversation Credits

Understand plan allowances, add-on credits, and invoice management.

HelloBotz separates subscription platform fees from official Meta conversation fees. You pay the transparent flat platform tier plus exact official Meta rates without markup. Top up your conversation wallet anytime with instant GST-compliant tax invoices.