AI Actions

Totebot allows you to create and use AI Actions to extend your agent’s capabilities and automate tasks. To manage actions, open AI Actions in your agent’s sidebar. The number of actions per agent depends on your plan: 5 on Basic, 10 on Pro, 15 on Scale. Available AI Actions:

• Email
• Lead
• API Call
• Web Search
• Custom Button

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Email

You can instruct the agent to send an email to a recipient when certain conditions are met. This is ideal for forwarding inquiries, collecting leads, or notifying your team. To activate this AI Action:

1. Click the Add Action button.
2. Choose the Email option and click Continue.
3. Fill in each field based on your use case.

What to define:

• Action name: Choose a clear and recognizable name. This is especially useful if you plan to create multiple email actions.
• Instructions for the agent: Include details such as when should the agent send an email, what trigger phrases or questions from users activate this action, what should the agent reply or ask in response. Make sure the agent collects a valid email address (and name) from the user and instructs the agent to send the email.
• Body content (based on collected user info)
• Recipient email address (where collected data will be sent)
• Email subject line

After clicking the Create Action button, your first AI Action will be created. To see how this feature works and identify any issues, enter the chat and ask a relevant question. Observe how the agent responds. Then, check your inbox for a notification about the request. Also, check the customer email you provided to confirm that the automated message was sent successfully. If needed adjust how the agent replies, or give clearer instructions to the agent.

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Lead

The agent can generate leads based on certain criteria. Be sure to provide clear instructions on what it should do, as well as what it shouldn’t. This feature can be used to automatically collect contact information from interested customers based on specific intent or trigger phrases during a conversation. When a user expresses interest in your services, custom orders, or newsletters, the agent can:

• Ask for their name
• Ask for their email or phone number
• Optionally ask for company name, budget, or other relevant info

Once the user replies, the agent:

• Saves the lead (name + email)
• Saves this conversation on the Dashboard
• Confirms to the user: “Thanks! Our team will reach out to you shortly.”

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Testing Lead Action

You should test the Lead Action in your chat by writing sentences similar to the trigger phrases defined in your instructions. This will help you check if any adjustments are needed. To access this data, expand AI Actions on the left side to view all relevant information: name, email address, interest, and the date the customer made the request. You can review the conversation and revise any of the agent’s replies to ensure better responses in future interactions with your customers.

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API Call

With this AI Action, you can call a specific API (Application Programming Interface) to connect Totebot with other systems or services. For example, you could integrate your CRM with a marketing platform to automatically send an email when a new lead is added, and many other automations are possible. Make sure you fill in all required fields, including an accurate link. Test your action in the chat. If needed, go to Conversations and revise answers to get the most refined version.

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Web Search

The Web Search action lets your agent search the web to answer questions that go beyond your knowledge base, such as current events or third-party information. You can restrict searches with Include Domains: when set, the agent only searches the domains you list (for example, your own site or trusted sources). Leave it empty to search the whole web.

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Custom Button

The Custom Button action shows a clickable button in the chat when the conversation matches your instructions. Define:

• Button Label: the text on the button (e.g., “Book a demo”).
• Button URL: where the button takes the customer.

Use it to route customers to booking pages, signup forms, or any other destination at the right moment in the conversation.