Documentation · Guides · Setup
HelloBotz Guides & Docs
Everything you need to set up, customise and master HelloBotz — from AI automation and Education ERP to every channel and solution. Step by step, no jargon.
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Getting Started
Go from zero to live in under 30 minutes. Everything you need to launch your first automation.
Quick Start — Launch in 30 Minutes
1
Create your account — Sign up with your institute email at
paleturquoise-eagle-534704.hostingersite.com/signup. Verify your email and phone.
2
Complete onboarding — Enter your institute name, courses, fee structure and counsellor list. This trains the AI on your data.
3
Connect a channel — Start with WhatsApp (fastest). Scan the QR, verify your business number and you're live.
4
Turn on the AI Chatbot — Enable the default admission flow. The AI answers course, fee and eligibility questions instantly.
5
Test it yourself — Send a message to your own WhatsApp number. Ask "What are your fees?" and see the AI reply.
6
Invite your team — Add counsellors, assign them leads and set up their inbox access.
Pro tip: Book a free onboarding call and our team will set up everything for you — usually within 24 hours.
Account Setup & Onboarding
1
Institute profile — Add your institute name, logo, address, board (CBSE/ICSE/State) and academic year.
2
Courses & fees — Add each course with duration, fees, eligibility, EMI options and scholarship info. This feeds the AI.
3
Batches & classes — Create batches for each course. Set start dates, class timings and capacity.
4
Staff & counsellors — Invite team members. Assign roles: Admin, Counsellor, Teacher, Accountant, Parent.
5
Notification preferences — Choose where alerts go: WhatsApp, email, SMS or in-app.
Create Your First Automation
Automations are trigger → action workflows. Here's how to build one from scratch:
1
Go to Platform → AI & Automation → Flow Builder.
2
Click New Flow. Give it a name like "New Lead Welcome".
3
Choose a Trigger — e.g. "New WhatsApp Enquiry" or "Form Submitted".
4
Add an Action — e.g. "Send WhatsApp Message" or "Assign to Counsellor".
5
Optionally add a Delay — e.g. wait 5 minutes, then send a follow-up.
6
Click Publish. The flow is live and will trigger automatically.
Good first flow: Welcome message → ask course interest → send brochure → assign to counsellor.
Platform Setup
Configure the AI & Automation, Engagement and Intelligence engines that power your admissions.
AI & Automation — Complete Setup
AI Chatbot Configuration
1
Go to Platform → AI & Automation → AI Chatbot.
2
Train the AI — Upload your course catalogue, fee structure and FAQs. The AI learns from these.
3
Set languages — Enable English, Hindi and Gujarati. Auto-detection is on by default.
4
Configure handoff — Set when the AI should pass to a human: after 3 unanswered questions, or when the student says "counsellor".
5
Set fallback — What happens if the AI doesn't know? Default: "Let me connect you with our counsellor."
Visual Flow Builder
1
Open Flow Builder from the sidebar. You'll see a canvas.
2
Drag a Trigger node (right panel) onto the canvas.
3
Drag an Action node and connect it to the trigger.
4
Add Conditions — e.g. if course interest = BBA, route to counsellor A; else counsellor B.
5
Click Test to run the flow with sample data before publishing.
Important: Always test a new flow with your own number before publishing. Mistakes can trigger unwanted messages.
Engagement — Omnichannel Inbox & Campaigns
Unified Inbox
1
Go to Platform → Engagement → Inbox. All channels appear in one list.
2
Click any conversation to open it. Reply, add notes or assign to a counsellor.
3
Use Quick Replies for common responses (saved templates).
4
Tag conversations with Hot / Warm / Cold for pipeline tracking.
Campaign Automation
1
Go to Engagement → Campaigns → New Campaign.
2
Choose channel — WhatsApp, Instagram, Facebook, Telegram, SMS or Email.
3
Select audience — filter by course, city, batch or funnel stage.
4
Write the message — use placeholders like
{name} and {course} for personalisation.5
Schedule or send now. Track opens, reads and replies in real time.
Intelligence — Analytics & Lead Scoring
Accessing Analytics
1
Go to Platform → Intelligence → Analytics.
2
Filter by date range: today, this week, this month or custom.
3
View KPIs: leads, conversions, response time and drop-off.
Lead Scoring Configuration
1
Go to Intelligence → Lead Scoring.
2
AI scores every lead 0–100 automatically. Bands: Hot (80+), Warm (50–79), Cold (<50).
3
You can override the score manually if needed — click any lead and adjust.
4
Set alerts: "Notify me when a Hot lead comes in" — via WhatsApp or email.
Education ERP
Set up admissions, attendance, exams, fees and operations for your entire campus.
Admissions & Student Records
1
Go to Education ERP → Students → Add Student.
2
Fill: name, DOB, class, section, parent details, contact, address.
3
Assign a roll number (auto-generated or manual).
4
Upload documents: birth certificate, Aadhaar, previous marksheet.
5
Click Save. The student appears in the class roster and parent app.
Bulk import: Use the CSV template in the Students section to add 500+ students in one go.
Attendance — Biometric, App & Manual
1
Go to ERP → Attendance.
2
Manual marking: Select class → mark present/absent → save. Done in 30 seconds.
3
Biometric integration: Connect your device in Settings → Integrations. Data syncs automatically.
4
Parent alerts: Turn on "Auto SMS/WhatsApp to parent on absence" in Settings.
Exams, Results & Report Cards
1
Go to ERP → Exams → Create Exam. Name it (e.g. "Term 1 — 2025").
2
Add subjects, max marks, pass marks and exam date for each.
3
After the exam, go to Exams → Enter Marks. Enter marks per student per subject.
4
Click Generate Report Cards. PDFs are created for every student automatically.
5
Publish results — parents see them instantly in the Parent App + WhatsApp notification.
Fee Management & Online Payments
1
Go to ERP → Fees → Fee Structure. Set up fee heads (tuition, transport, exam, etc.) per class.
2
Assign fee plans to students — annual, term-wise or monthly.
3
Parents receive auto reminders 7 days and 1 day before due date.
4
Online payment via UPI, card, netbanking — receipts auto-generated and sent via WhatsApp + email.
5
Track collections in Fees → Reports. See outstanding dues per class or per student.
Reconciliation: Payments are auto-matched to student accounts — no manual data entry needed.
Channel Setup
Connect each channel and turn on automation — WhatsApp, Instagram, Facebook, Telegram, SMS, RCS, AI Voice and Email.
WhatsApp5 min setup
Instagram5 min setup
Facebook5 min setup
Telegram3 min setup
SMS24 hour setup
RCS3–5 days setup
AI Voice Call5–7 days setup
Email3–5 days setup
WhatsApp Business API
1
Go to Channels → WhatsApp → Connect.
2
You need a Facebook Business Manager account. If you don't have one, create it at business.facebook.com.
3
Verify your business with Meta (may need GST/PAN).
4
Enter your WhatsApp Business phone number — one not registered on regular WhatsApp.
5
Meta verifies the number — you'll receive an OTP.
6
Submit templates for approval (Meta takes 5 min – 24 hours). Once approved, you can send messages.
Green tick: For a verified badge, submit your business documents. HelloBotz guides you through the full process.
Important: Never use unofficial "grey-market" WhatsApp tools. Use the official API only — we handle the setup for you.
Instagram DM Automation
1
Go to Channels → Instagram → Connect.
2
Your Instagram account must be a Business or Creator account. Convert for free in Instagram settings.
3
Connect it to your Facebook Page (they must be linked).
4
Authorise HelloBotz to access your Instagram DMs and comments.
5
Turn on Comment-to-DM: any comment on your reel with "Fees" → auto DM with fee info.
Facebook Messenger & Lead Ads
1
Go to Channels → Facebook → Connect.
2
Select the Facebook Page you want to connect.
3
Authorise HelloBotz in Meta Business Suite.
4
Enable Lead Ads integration — any Facebook lead form submission lands in your CRM instantly.
5
Turn on Auto-reply for Messenger — every message gets an AI reply within seconds.
Telegram Bot & Communities
1
Open Telegram and search @BotFather.
2
Send
/newbot and follow prompts to name your bot.3
BotFather gives you a bot token (copy it).
4
Paste the token into HelloBotz → Channels → Telegram → Connect.
5
Add the bot to your class groups. It will welcome new members, answer questions and broadcast announcements.
Bulk SMS (DLT Compliant)
1
Go to Channels → SMS → Connect.
2
Enter your DLT Entity ID and Sender ID (registered with TRAI). If you don't have them, we assist with registration.
3
Add your DLT template IDs for each message type (promotional, transactional, OTP).
4
Set up SMS credits — purchase from the Billing section.
5
Test with your own number. Once verified, launch campaigns.
Promotional SMS only reaches non-DND numbers between 9 AM–9 PM. Transactional SMS reaches all numbers, 24/7.
RCS Business Messaging
1
Go to Channels → RCS → Connect.
2
Submit your business for Google RCS verification (we guide you).
3
Once verified, your institute logo + green tick appear in Google Messages.
4
Create rich cards, carousels and suggested replies in the RCS builder.
5
Test on an Android phone. RCS works on Android 5+; iOS 18+ supports it too.
AI Voice Call Agents
1
Go to Channels → AI Voice → Create Voice Agent.
2
Choose a voice model — male/female, Hindi/English accent.
3
Upload or write your call script. The AI will follow this conversation flow.
4
Set triggers — e.g. "Call every new lead within 5 minutes" or "Call parents when fee is overdue".
5
Test the AI by calling your own number. Adjust script if needed.
Concurrency: Each agent handles 100 simultaneous calls. Need more? Contact support for enterprise volume.
Email Campaigns & Drips
1
Go to Channels → Email → Connect Domain.
2
Add SPF, DKIM and DMARC records to your DNS (we provide exact values).
3
Verify the domain. Deliverability is now 99%+.
4
Choose a template — Welcome, Fee Receipt, Scholarship, Newsletter or Webinar.
5
Build your campaign with the drag-drop editor. Add personalisation like
{name} and {course}.6
Schedule or send. Track opens, clicks and revenue per campaign.
Solutions Setup
Configure HelloBotz for your specific institute type, segment or consultant practice.
For Schools (K-12)
1
Enable Education ERP — student records, attendance, exams, fees and parent app.
2
Configure class & section structure. Add teachers, assign subjects.
3
Turn on attendance alerts — parents get an SMS/WhatsApp when their child is absent.
4
Set up fee plans — term-wise or monthly. Enable online payment.
5
Add the Parent App to your school's website with a download QR.
For Coaching & Training Institutes
1
Set up batch-wise student management — each batch gets its own group.
2
Configure demo class booking — students book a slot, get reminders, attend, then enrol.
3
Set up test series & result publishing — auto-notify students of scores.
4
Turn on referral program — existing students refer friends, both get rewarded.
5
Enable fee reminders for batch-wise fee cycles.
For Education Consultants
1
Buy verified leads from the Lead Marketplace — filter by course, city, budget.
2
Set up AI outreach — leads get an instant WhatsApp + AI voice call.
3
Configure follow-up sequences — 7-day, 14-day and 30-day drips.
4
Join the Partner Program to resell HelloBotz under your own brand.
Admin & Settings
Manage your account, team permissions, integrations and billing.
Team Roles & Permissions
1
Go to Admin → Team.
2
Invite team members via email. Assign role: Admin (full), Counsellor (own leads), Teacher (attendance), Accountant (fees).
3
Set channel access per role — e.g. counsellors see WhatsApp, not Instagram.
Billing, Plans & Upgrades
1
Go to Admin → Billing. See your current plan and usage.
2
Add payment method — UPI, card or netbanking.
3
To upgrade: click Change Plan, choose new plan and confirm.
4
Download invoices — monthly, GST-compliant PDFs available instantly.
Troubleshooting
Quick fixes for common issues — so you never get stuck.
WhatsApp messages not delivering
Check these in order:
1
Meta status: Check if your WhatsApp Business account is approved. Pending verification blocks sends.
2
Template approval: Templates must be approved by Meta. Check under Channels → WhatsApp → Templates.
3
24-hour window: You can only send free-form messages within 24 hours of the user's last message. Otherwise, use a template.
4
Opt-in status: The user must have opted in to receive your messages. Check consent records.
AI Chatbot giving wrong answers
1
Go to AI Chatbot → Training Data. Verify your course info, fees and FAQs are correct.
2
If the AI says something incorrect, click Flag on that response. It goes to our team for correction.
3
Use the Fallback Message setting: if the AI isn't confident, it should say "Let me connect you with a counsellor."
4
Retrain after any pricing or course change — click Retrain AI in the chatbot settings.
Emails landing in spam
1
Verify SPF, DKIM and DMARC records are correctly set in your DNS. Check in Channels → Email → Domain Health.
2
Warm up your sending domain — start with small batches (200–500/day) and increase gradually.
3
Clean your list — remove hard bounces and unsubscribes immediately.
4
Avoid spam trigger words in subject lines: "FREE!!!", "100% guaranteed", all caps.
Frequently Asked Questions
Quick answers to the most common questions about HelloBotz.
Do I need technical skills to use HelloBotz?
No. Everything is visual — drag-drop flow builder, click-to-edit templates and guided setup. If you can use WhatsApp, you can use HelloBotz.
How long does setup take?
WhatsApp: 5 minutes. Full platform + ERP: 2–4 weeks with our onboarding team. AI Voice Call: 5–7 days. Email: 3–5 days.
Can I use HelloBotz on mobile?
Yes. The admin panel is fully responsive. Parent and Student apps are available on iOS and Android.
Is my data secure?
Yes. All data is encrypted in transit and at rest. Role-based access, audit logs and daily backups are standard. We are DPDP Act compliant.
Do you provide support?
Yes. Every plan includes a dedicated success manager, WhatsApp support and 24×7 help for critical issues.
Can I cancel anytime?
Yes. No long-term lock-in. Cancel with one click from the Billing section.
Do you offer a free trial?
Yes. Book a demo and we set up a free trial with your own data so you can test the AI and flows before committing.
Can I integrate with my existing CRM?
Yes. We support popular CRMs, Google Sheets and custom API endpoints. Lead and conversation data syncs bidirectionally.
Still stuck?
Average response time: under 5 minutes · 24×7 support
Can't Find What You're Looking For?
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