User guide
MagizAI, step by step.
How to set up the chatbot, run the inbox and use every business app, with a picture of each key screen.
Getting started
Sign up, find your way around and get a first answer on your own site.
- Your first 15 minutesCreate your workspace, go through the five setup steps and get a first answer from your own assistant.
- Find your way aroundHome, the left menu, search, keyboard shortcuts, notifications, and the menus for your account and for help.
- What's newWhere to see each new feature, improvement and fix in MagizAI, newest first, with the day it went live.
Your chatbot
Train it, put it on your site, decide what it says and when a person steps in.
- Create a chatbotMake a chatbot from a template, find your way around its pages, and pause, switch on or delete it.
- Train your AIGive the chatbot your website, files, text and answers, so it replies from your own information.
- Import past chatsUpload chats exported from another tool. The AI keeps the answers worth reusing and adds them as questions and answers.
- ProductsKeep a catalog of what you sell, so the chatbot can suggest the right product as a card in the chat.
- Install the widgetPut the chat on your website with one line of code or a plugin, and check that it loads.
- Make the widget yoursChoose the chat widget's design, colours, logo, name and greetings, and see them in a live preview before you save.
- Control what the AI saysSet who the assistant is, the rules it follows, how good and how long its answers are, and the facts it always knows.
- Pinned answersAnswers sent word for word, with no AI, for questions where a paraphrase would be a problem: refund terms, opening hours, legal wording.
- Knowledge gapsThe questions your assistant could not answer and the answers visitors marked unhelpful, most asked first, so you know what to teach it next.
- SkillsPlain-language rules your assistant follows. Guidance skills shape what it says; action skills call a connector for live data while it replies.
- Agent actionsChoose what the assistant may do on its own in each chatbot, such as tagging a chat or sending an email, and read the log of what it did.
- On-page co-pilotLet the assistant help on the page itself: point at the right button or box and, if you allow it, click and type for the visitor.
- Reaching a humanDecide how visitors reach your team, what the assistant does while they wait, and what happens when nobody picks the chat up.
- Test chat and answer testsTry the assistant as a visitor would, then keep a list of questions it must keep answering correctly and grade it after each change.
- Simulated chatsMade-up visitors chat with your assistant from the first message to the last and a grader checks each chat, so you see what a change breaks before real visitors do.
Inbox and team
Answer conversations together, see who is on your site and set who does what.
- The inboxRead and answer every chat from your website and WhatsApp in one place, take over from the AI and hand chats back.
- Live visitorsSee who is on your website right now, which page they are reading and who is waiting for a person.
- Contacts and leadsEveryone your assistant or your team captured from chats, sorted by status, grouped into lists and emailed with campaigns.
- Saved repliesWrite the answers your team sends often once, then drop them into any chat by typing / in the inbox.
- TeamInvite the people who answer your chats, give each one a role and take access away when someone leaves.
- Roles and permissionsUse the four built-in roles or build your own from a list of permissions, so each person can do exactly their job.
- Routing, business hours and supervisionSend each chat that needs a person to the right teammate, tell visitors when your team is back, and follow chats as a supervisor.
- The agent appAnswer chats from your phone with the MagizAI agent app: the same inbox, replies and take over, with alerts when a visitor needs you.
Channels and connectors
WhatsApp, email, helpdesks and the tools your business already runs on.
- ChannelsOne page for where customers reach you: the chat on your website, WhatsApp and email, plus alerts to Slack, Discord or Microsoft Teams.
- WhatsAppAnswer customers on your own WhatsApp Business number from the shared inbox, through the official WhatsApp Cloud API, with the AI replying first.
- Email inboxEmails to your support address arrive in the shared inbox as conversations, and replies from the inbox go back to the customer by email.
- ConnectorsConnect the tools your business runs on, such as Shopify, Stripe, HubSpot or Telegram, so skills, workflows and the assistant can use them.
- Helpdesks and ticketsLet the AI that answers your chat work on tickets in Zendesk, Freshdesk, Help Scout, WHMCS or your own system, as private drafts or replies.
- WHMCS moduleFor hosting companies: the MagizAI module puts the chat in your WHMCS client area and lets the assistant answer from each signed-in client's account.
- Online storesPut the chat on your store, connect Shopify, WooCommerce, BigCommerce or the WordPress plugin for the orders of a shopper your site signs in, and add your products on the Products page.
- Site DoctorA read-only agent on your server lets the assistant find out why a website on it is broken, for your team or for a signed-in client in the chat.
- MCP serversConnect your own MCP server and choose which of its tools the assistant may use, such as checking stock or booking a slot in your own systems.
Automation
Rules, visual workflows and AI agents that do the routine work for you.
- AutomationsRun steps the moment something happens in a chat: reply, tag, email your team, hand the chat to a person or call your own system.
- WorkflowsBuild a flow on a canvas: a trigger, an AI step that sorts the chat, branches, and the replies, tags or tools that follow each answer.
- AgentsAI agents that do a task with your knowledge and the tools you choose. Every run is logged step by step, and actions wait for a manager.
Business apps
Apps you switch on beside the chatbot, one topic per app.
- The Apps pageApps are tools built into MagizAI, such as Bookings, Queue and Customers. The Apps page is where a manager turns each one on or off.
- BookingsBooking forms for appointments, stays and requests. Customers book on the form's own page, on your website or in the chat, and you answer here.
- QueueNumbered tokens by QR code or link: people take a number, follow their place on their phone, and the front desk calls them in order.
- CustomersOne list of the people your business serves, with their bookings, chats, quotes and leads. Call them customers, patients or clients.
- Team AIAn AI assistant for your own team: ask questions, draft replies and translate, using what your business trained. Visitors never see it.
- ReviewsEmail customers a short rating request after a solved chat or a finished booking, and show every rater your public review pages.
- Forms & quotesRequest forms collect what customers need, and quotes send them a price from your price book that they accept or decline online.
- BranchesThe places your business works from, each with a short code for its invoice numbers, and which team members work at which branch.
- ImportsBring people, appointments, opening balances and a price list from your old system's CSV or Excel export, checking every column first.
- InvoicesBill your customers, record what they pay and keep balances and receipts. Your team records the payments; MagizAI never holds the money.
- MembershipsSell membership plans that give a discount, included sessions or both. Each membership has its own invoice and starts once that invoice is paid.
- ExpensesRecord what the business spends with its receipt, send it to a manager to approve, and see the totals by month, category or supplier.
- InventoryKeep stock in a central store and in departments, with batches and expiry dates, requests from departments, purchase orders and low stock alerts.
- Consent and formsWrite consent forms and waivers once, then have customers sign them by a link or on a tablet at the desk. Each signed form is locked.
- Customer pageA private page where each customer sees their own bookings, invoices and receipts, memberships and signed forms, after a code sent to them.
Insights and reports
What visitors ask, how well the AI answers and what the business earns.
- AnalyticsReports in the left menu: how much work the AI took off your team, how well it answered, how fast, and what it cost.
- InsightsInsights reads finished chats with AI and sorts them into topics, so you see what customers ask about week on week and how well the AI answers each.
- ReportsThe Reports app counts your bookings, customers, revenue, memberships and queue by day, week or month, with CSV and Excel export.
- RevenueSales your team or your website puts on chats this month: the total, how many chats led to a sale and the average order.
- AI usageHow many AI messages your workspace used this month against your plan, and the calls, tokens and cost behind them by kind of work and by model.
Account, billing and plans
Your workspace, your profile, the plan and the money side.
- Workspace settingsYour company name, the two-step login rule, business hours, abuse protection and the brand your chat shows.
- Your profileYour own name, email, phone, photo, language, password and two-step login. Every member has one.
- Plans and billingChoose or change your plan, pay, keep a way to pay on file and find your invoices.
- AI keys and answer qualityRun your assistant on MagizAI's AI keys or on your own provider keys, and choose how capable its answers are.
- Workspace emailHow the email your workspace sends reaches people, through MagizAI or your own mail server, and the words it uses.
- Privacy requestsExport or erase what you hold about one chat visitor when they ask you to, and choose how long conversations are kept.
- Audit logWho changed what in your workspace, newest first: settings, people, billing and training.
- White label and resellersResell MagizAI under your own brand: create client workspaces, set the brand their chat shows and manage them.
- Affiliate programShare your own link, earn when the businesses you send pay for MagizAI, and get paid.
Developers
Tokens, the REST and AI APIs, webhooks and the widget in code.
- WebhooksSend events such as new leads, handoffs and bookings to your own web address, signed so you can check each one came from MagizAI.
- API tokensMake a token so your own software can use the MagizAI REST API: read chatbots and conversations, add knowledge and ask the bot.
- The widget in codePut the chat on your site with one script tag, open it from your own buttons, and tell it which signed-in customer is asking.
- AI APIUse MagizAI's AI from your own software with an API token: write, summarise, extract, translate, answer from your knowledge and run your agents.
Troubleshooting
What to check first when something looks wrong.