Creating & Managing Chatbots¶
Section: 11-user-documentation
Document: Complete Chatbot Creation & Management Guide
Audience: All users
🎯 Overview¶
Learn how to create, configure, and manage your AI chatbots from start to finish.
In this guide:
- Choose the right chatbot type
- Navigate the creation wizard
- Configure advanced settings
- Manage your chatbots
- Delete and restore chatbots
Chatbot Types¶
🎭 3D Avatar Chatbot¶
Best for: Customer support, brand ambassadors, virtual receptionists
Features:
- ✅ Lifelike 3D character with facial expressions
- ✅ Natural voice with lip-sync animation
- ✅ Engaging visual presence
- ✅ 5 professional avatars to choose
Use cases:
- Website customer support
- Product demonstrations
- Virtual sales assistant
- Company spokesperson
Technical specs:
- Rendering: Real-time 3D (Three.js)
- File size: ~15MB (initial load)
- Performance: 30-60 FPS on modern devices
💬 Text Chatbot¶
Best for: Quick Q&A, lightweight embedding, mobile apps
Features:
- ✅ Traditional chat interface
- ✅ Fast, lightweight
- ✅ Easy to embed anywhere
- ✅ Works on all devices
Use cases:
- FAQ chatbot
- Internal knowledge base
- Mobile app integration
- Low-bandwidth environments
Technical specs:
- File size: ~500KB
- Performance: Instant responses
- Mobile-friendly: 100%
🎤 Voice Chatbot¶
Best for: Phone systems, voice-first applications, accessibility
Features:
- ✅ Audio-only responses (no visual)
- ✅ Natural TTS voice
- ✅ Perfect for phone integration
- ✅ Accessible for visually impaired
Use cases:
- IVR (phone) systems
- Voice assistants
- Hands-free environments
- Accessibility compliance
Technical specs:
- Audio format: MP3, 64kbps
- Voice quality: Azure TTS (premium)
- Latency: 1-2 seconds
Creation Wizard¶
Step 1: Select Chatbot Type¶
When you click + Create New Chatbot, the wizard opens.
Choose your type:
┌─────────────────────────────────────────┐
│ 3D Avatar Chatbot [SELECT] │
│ Most engaging, lifelike avatars │
└─────────────────────────────────────────┘
┌─────────────────────────────────────────┐
│ Text Chatbot [SELECT] │
│ Fast, lightweight, traditional chat │
└─────────────────────────────────────────┘
┌────────────────────────────────────────┐
│ Voice Chatbot [SELECT] │
│ Audio-only, perfect for phone/IVR │
└─────────────────────────────────────────┘
Comparison table:
| Feature | 3D Avatar | Text | Voice |
|---|---|---|---|
| Visual presence | ✅ | ❌ | ❌ |
| Voice responses | ✅ | ❌ | ✅ |
| File size | Large (~15MB) | Small (~500KB) | Medium (~2MB) |
| Mobile performance | Good | Excellent | Excellent |
| Bandwidth required | High | Low | Medium |
| Engagement level | Very High | Medium | Medium |
Step 2: Choose Avatar (3D Only)¶
Meet our 5 professional avatars:
Lisa - Professional Businesswoman¶
- Appearance: Corporate attire, professional demeanor
- Voice: Female, authoritative yet friendly
- Personality: Confident, knowledgeable, trustworthy
- Best for: B2B, financial services, legal, consulting
Emma - Young & Energetic¶
- Appearance: Modern casual, approachable
- Voice: Female, warm and enthusiastic
- Personality: Helpful, friendly, energetic
- Best for: E-commerce, customer support, startups, tech
Jack - Confident Professional¶
- Appearance: Business casual, confident posture
- Voice: Male, clear and authoritative
- Personality: Direct, professional, reliable
- Best for: Sales, B2B, corporate training
Sarah - Approachable Expert¶
- Appearance: Smart casual, calm presence
- Voice: Female, soothing and clear
- Personality: Patient, knowledgeable, caring
- Best for: Healthcare, education, non-profits
Michael - Friendly Guide¶
- Appearance: Casual professional, friendly smile
- Voice: Male, warm and helpful
- Personality: Approachable, patient, tech-savvy
- Best for: Tech support, onboarding, tutorials
How to choose:
- Consider your brand personality
- Match industry expectations (corporate vs. casual)
- Test with your target audience
- You can change later!
Step 3: Configure & Customize¶
Basic Settings¶
1. Chatbot Name
- Purpose: Display name shown to users
- Example: "Support Assistant Emma" or "Sales Bot"
- Character limit: 100 characters
- Best practice: Include role (Support, Sales, Info)
2. Brand Color
- Purpose: Primary color for chatbot UI
- Format: Hex code (e.g., #4A90E2)
- Usage: Buttons, headers, accents
- Tip: Match your website/brand colors
3. Chatbot Logo (Optional)
- Upload: Your company/product logo
- Format: PNG, JPG (square recommended)
- Size: Max 2MB, 512x512px ideal
- Usage: Shown in chat header
Advanced Settings¶
4. LLM Model Selection
| Model | Speed | Quality | Cost | Best For |
|---|---|---|---|---|
| GPT-4 Turbo | Medium | Excellent | High | Complex queries, high accuracy |
| GPT-4 | Slow | Excellent | Highest | Maximum quality |
| GPT-3.5 Turbo | Fast | Good | Low | Simple FAQs, cost-conscious |
Default: GPT-4 Turbo (recommended)
5. Temperature (Creativity)
- Range: 0.0 (deterministic) to 1.0 (creative)
- Default: 0.7
- Use cases:
- 0.0-0.3: Factual Q&A, customer support (consistent answers)
- 0.4-0.7: Balanced (most use cases)
- 0.8-1.0: Creative writing, brainstorming
6. Max Tokens (Response Length)
- Range: 256 to 4096 tokens
- Default: 2048 (~1500 words)
- 1 token ≈ 0.75 words
- Tip: Lower = faster responses, lower cost
Managing Chatbots¶
View All Chatbots¶
Dashboard → My Chatbots
You'll see a grid/list of your chatbots:
┌──────────────────────────────────────────┐
│ Emma - Support Bot [ACTIVE] │
│ 3D Avatar | 127 conversations today │
│ [Test] [Edit] [Analytics] [Delete] │
└──────────────────────────────────────────┘
┌──────────────────────────────────────────┐
│ Sales Assistant [ACTIVE] │
│ Text | 43 conversations today │
│ [Test] [Edit] [Analytics] [Delete] │
└──────────────────────────────────────────┘
Plan limits:
- Free: 1 chatbot
- Pro: 5 chatbots
- Business/Premium/Enterprise: Unlimited
Edit Chatbot¶
Click Edit on any chatbot to modify:
Editable fields:
- ✅ Chatbot name
- ✅ Brand color
- ✅ Logo
- ✅ Avatar (can switch between avatars)
- ✅ Voice selection
- ✅ LLM model
- ✅ Temperature
- ✅ Max tokens
- ✅ System prompt
- ✅ Greeting message
- ✅ Guardrails
Non-editable:
- ❌ Chatbot type (3D/Text/Voice) - create new if you want to change
- ❌ Project ID (internal identifier)
- ❌ Creation date
Customize System Prompt¶
What is a system prompt?
- Instructions that define your chatbot's personality and behavior
- Sets tone, style, and boundaries
- Invisible to users
Default prompt:
You are a helpful AI assistant. Answer questions clearly and concisely based on the provided context. If you don't know the answer, say so politely.
Custom prompt example (E-commerce):
You are Emma, a friendly customer support representative for TechGadgets, an online electronics store.
Your role:
- Help customers with product questions
- Assist with orders and shipping inquiries
- Be polite, patient, and enthusiastic
Guidelines:
- Always be helpful and friendly
- If you don't know something, offer to connect them with a human agent
- Never make up information about products or policies
- Use casual, conversational language
- Keep responses under 3 sentences when possible
Tone: Friendly, helpful, professional
Best practices:
- Define role clearly ("You are...")
- Set boundaries (what NOT to do)
- Specify tone (formal vs. casual)
- Include examples if needed
- Keep it under 500 words
Delete Chatbot¶
Soft Delete (7-day recovery):
- Click Delete on chatbot
- Confirm deletion
- Chatbot moves to Trash
- Recoverable for 7 days
- Auto-deleted after 7 days
What gets deleted:
- ❌ Vector embeddings (Milvus) - permanent
- ❌ Uploaded files (Azure Blob) - permanent
- ✅ Chatbot configuration - soft delete (recoverable)
- ✅ Project metadata - soft delete (recoverable)
⚠️ Warning: Training data (documents, embeddings) is permanently deleted and cannot be recovered!
Restore from Trash:
- Go to Trash (sidebar)
- Find deleted chatbot
- Click Restore
- Chatbot configuration restored
- ⚠️ You'll need to re-upload training data!
Permanent Delete:
- Go to Trash
- Click Delete Permanently
- Confirm (irreversible!)
- Everything deleted forever