How to Manage Your Chatbot

A chatbot is the AI assistant that answers your visitors. Each chatbot has its own workspace, a set of tabs where you train it, style it, connect channels, set its behavior, test it, and publish it. This guide creates a chatbot and walks through every tab, then shows what each plan unlocks. For the guided first-time setup, see Set Up Your First Chatbot.

Create a chatbot

Open Chatbots in the sidebar and select Add Chatbot in the top right. (If the button is unavailable, you have hit your plan's chatbot limit, upgrade or delete one you no longer use.)

Field	Required	What to enter
Chatbot Name	Yes	A friendly name to identify this chatbot inside ChatFlow.
Website Name	Yes	Your business or site name. The chatbot uses it to refer to your business.
Fallback Support	No	An email address or URL to send people to when the chatbot cannot answer.
Website URL	No	Your site address. If you add it, ChatFlow can crawl your pages to train the chatbot.
Description	No	A short internal note about this chatbot.

Select Create Chatbot. ChatFlow creates it and opens its workspace on the Documents tab, with a short setup checklist (train, test, go live).

The chatbot workspace

Everything for a chatbot lives behind the tabs near the top: Documents, Web, FAQs, Design, Integrations, Settings, Playground, and Publish. Tabs your plan does not include show a small lock; selecting one opens an upgrade prompt.

Documents

Upload PDFs, Word documents, and spreadsheets to train the chatbot on your own content. ChatFlow reads them and answers from them. See Upload Documents.

Web

Crawl your website so the chatbot learns from your public pages. Add a URL, ChatFlow scrapes it, and the pages become answers. See Train with Websites.

FAQs

Add question-and-answer pairs for your most common questions, the fastest way to get accurate answers for predictable queries. See Add FAQs.

Design

Set your brand: logo and icon, header and primary colors, the welcome message, starter questions, and the widget position. A live preview updates as you edit. See Customize Chatbot Design.

Integrations

Connect the chatbot to social channels, WhatsApp, Instagram, Messenger, and Email, and to knowledge Connectors like Google Drive and SharePoint that keep training content in sync. See Integrations and Connect External Services.

Settings

Five sub-panels control how the chatbot behaves:

• Lead Generation, collect a visitor's name, email, phone, and custom fields with a lead form. See Configure Lead Capture.
• Appointments, let visitors book meetings on a connected calendar. See Set Up Appointments.
• Human Support, hand a chat off to a live agent when needed. See Enable Human Support.
• Quick Actions, add shortcut buttons inside the widget. See Set Up Quick Actions.
• Flows, build conversation rules and branching logic. See Create Conversation Flows.

Playground

Chat with the bot exactly as a visitor would, before you publish, so you can check its answers and tone. See Test in the Playground.

Publish

Get the embed snippet to add the widget to your site (with auto-install and manual guides). See Publish Your Chatbot.

Features by plan

Every plan includes the core builder, Documents, FAQs, Design, Playground, and Publish, so you can train, style, test, and ship a chatbot. Higher plans unlock more channels and behavior:

Tab / feature	Solo	Essential	Growth	Enterprise
Documents, FAQs, Design, Playground, Publish	✅	✅	✅	✅
Web training (crawl your site)	✅	—	—	✅
Settings · Lead Generation	—	—	✅	✅
Settings · Flows	—	—	✅	✅
Settings · Appointments, Human Support, Quick Actions	—	—	—	✅
Integrations (WhatsApp, Instagram, Messenger, Email)	—	—	—	✅
Connectors (Google Drive, SharePoint)	—	—	—	✅

Limits by plan

Plans also differ in how much you can store and run:

Limit	Solo	Essential	Growth	Enterprise
Chatbots	1	3	10	Unlimited
Total knowledge items	7	25	500	Unlimited
— Documents	4	17	150	Unlimited
— FAQs	2	8	50	Unlimited
Channels per chatbot	1 (web)	3	Unlimited	Unlimited
Max file size per document	25 MB	250 MB	250 MB	250 MB
Team seats	1	up to 50	up to 100	Unlimited

To change plans, see Manage Your Subscription.

Edit or delete a chatbot

From a chatbot's workspace, use Edit Chatbot to update its name and business details. To remove one you no longer use (which also frees a slot against your chatbot limit), delete it from the chatbot list. Deleting a chatbot removes its training content and conversations, so export anything you need first.

Verify it's working

1. Create a chatbot and confirm it opens on the Documents tab.
2. Add one training source (a document, a website crawl, or a few FAQs).
3. Open the Playground and ask a question, confirm it answers from your content.
4. Open Publish and copy the embed snippet.

Troubleshooting

A tab is locked

That tab is not in your current plan. Upgrade to unlock it (see Manage Your Subscription), or, if you are on the trial, confirm the trial has not ended.

I reached my chatbot limit

The number of chatbots depends on your plan (Solo 1, Essential 3, Growth 10, Enterprise unlimited). Upgrade, or delete a chatbot you no longer use, to add another.

The chatbot replies but cannot answer about my business

It has no training content yet. Add a source from Documents, Web, or FAQs, then test again in the Playground.