Getting Started

Intellichat is an AI chatbot that you can add to your WordPress website. It learns from your existing content—like posts, pages, and uploaded files—so it can answer your visitors' questions with accurate, site-specific information. The free version uses Google Gemini as the AI engine, while Intellichat Pro unlocks premium providers (OpenAI, Anthropic, DeepSeek), a built‑in support ticketing system, conversational lead capture, WooCommerce order lookup, and advanced privacy tools.

Before You Begin

To get the most out of Intellichat AI Chatbot, make sure you have the following ready:

• A self‑hosted WordPress website (the plugin is designed to work with any standard WordPress installation).
• A Google Gemini API key – a free key is required for the chatbot to work. You can obtain one at ai.google.dev.
• Optional: If you plan to use Intellichat Pro features, you’ll also need API keys for OpenAI, Anthropic, or DeepSeek models.

Tip: The Setup Wizard (see below) walks you through entering your API key and testing it, so you can verify everything is correct right away.

Installation

Installing the plugin takes just a few moments.

1. Download the plugin – obtain the .zip file from your account or from the WordPress plugin repository.
2. Go to your WordPress admin and navigate to Plugins → Add New.
3. Click “Upload Plugin”, choose the downloaded .zip file, and click “Install Now”.
4. Activate the plugin by clicking “Activate” after the installation finishes.

Once activated, the plugin’s Setup Wizard will open automatically, ready to guide you through the initial configuration.

First‑Time Setup

The Setup Wizard is the fastest way to configure Intellichat. It consists of four simple steps.

Note: If you dismiss the wizard, you can always reopen it later by going to SkyPlugins → Intellichat Settings and clicking the “Run Setup Wizard” button.

Step 1: Enter Your API Key and Choose a Model

1. Select your AI Provider – for the free version, choose Google Gemini (Pro users can also pick OpenAI, Anthropic, or DeepSeek).
2. Enter your Gemini API Key in the provided field.
3. Click “Save & Validate Key” to check that the key works.
4. Select a chat model – for example, Flash Latest, Pro Preview, or Flash Lite.

Step 2: Train the AI on Your Content

1. The wizard shows a list of your published posts and pages.
2. Check the boxes next to the content you want the AI to learn from, or use the “Select All” checkbox.
3. Click “Start Training Selected Content”. The plugin will chunk and embed this content using Gemini so the AI can reference it when answering visitors’ questions.

Step 3: Customize the Chat Widget

1. Customize the look and feel of your floating chatbot – set a brand color, pick a position (bottom‑right or bottom‑left), choose a theme (Light, Dark, or System Default), upload a custom avatar, and select a toggle icon.
2. Write a welcome message and optionally add up to six preset questions that visitors can click to get started.
3. Watch the live preview update as you make changes – no need to save to see how it will look.
4. When you’re happy, click “Save Widget & Continue”.

Step 4: Done!

The final screen shows a summary of your configuration. Click “Go to Dashboard” to enter the main plugin dashboard.

Your chatbot is now live on your site with the settings you just chose!

Your First Steps

After the initial setup, here are a few things you can do right away to make the chatbot more useful and test that everything works.

Train More Content

The wizard only trained the content you selected. You can always add more:

1. Go to SkyPlugins → Intellichat Settings → Train AI.
2. In the Train New Content subtab, filter by Posts or Pages if needed.
3. Select additional items and click “Train Selected”.

Test the Chat Widget

1. Visit your website’s front end (open it in a browser).
2. You should see the floating chat icon (for example, a speech bubble) in the bottom corner you chose.
3. Click the icon, type a question, and press enter. The AI will answer based on the content you trained it on.

Tip: If the AI doesn’t have enough information, you can set up a Fallback Button (under SkyPlugins → Intellichat Settings → Widget) that links to a contact page.

Adjust the Widget Appearance

You can fine‑tune the chatbot’s look and behavior at any time:

• Go to SkyPlugins → Intellichat Settings → Widget.
• Change the brand color, header title, welcome message, preset questions, or any other setting.
• Use the live preview to see your changes instantly, then click “Save Widget Settings”.

Setup Wizard

What It Does

The Setup Wizard is a step-by-step four‑step wizard that guides you through configuring the plugin. You can enter your API key, select an AI model, train the AI on your content, and customize the chat widget with a live preview.

How to Use It

1. Navigate to Intellichat Settings and click the Run Setup Wizard button.
   (If you activated the plugin for the first time, you may be automatically redirected to the wizard.)

2. Step 1 – API Key & Model:

   • Enter your API key.
   • Select your AI provider and preferred model.
   • Click Save & Validate Key to test the connection.

3. Step 2 – Content Training:

   • Choose the posts or pages you want the AI to learn from.
   • Click Start Training Selected Content.

4. Step 3 – Widget Customization:

   • Use the live preview to adjust the widget’s appearance.
   • Click Save Widget & Continue.

5. Step 4 – Finish:

   • Review your choices and click Go to Dashboard to complete the setup.

Settings & Options

Tips & Best Practices

• The API key field includes live validation – make sure you have a valid key before moving to the next step.
• Choose your training content carefully; selecting relevant posts or pages helps the AI give better answers.
• Use the live preview in the widget customization step to see exactly how your widget will look to visitors.
• After finishing the wizard, you can always return to the Intellichat Settings page to fine‑tune any settings.

Train AI on Content

What It Does

Train your AI to answer questions about your published posts and pages. Select individual items or entire lists to convert their content into searchable embeddings, which the AI uses to provide accurate, context‑aware answers.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Train AI tab → Train New Content subtab.
2. Use the Post Type Filter to show all content, only posts, or only pages.
3. Select the items you want to train by checking their checkboxes. Use the Select All checkbox to choose everything in the list.
4. Click Train Selected.
5. The system will chunk your content, send it to Gemini for embedding, and store the embeddings in the database. The AI is now ready to use that content when answering questions.

Settings & Options

Tips & Best Practices

• Train only the content you want the AI to reference; removing irrelevant items improves answer accuracy.
• Use the Post Type Filter to quickly focus on posts or pages when you need to train a specific group.
• To speed up the process, use Select All and train everything at once instead of training items one by one.
• Only published posts and pages appear in the list—make sure your content is published before you attempt to train it.

View & Delete Trained Data

What It Does

View all embedded content chunks with pagination, and delete specific embeddings when content becomes stale or outdated.

How to Use It

1. Navigate to the View Trained Data subtab within the Train AI tab of the Intellichat Settings.
2. Browse through the list of embedded content chunks using the pagination controls.
3. Select individual items by checking their boxes, or use the option to select all items on the current page.
4. Click the Delete Selected button.
5. Confirm the deletion when prompted. The selected embeddings are removed from the database.

Settings & Options

This feature has no configurable settings.

Tips & Best Practices

• Regularly review your trained data to remove content that has become outdated or irrelevant. This helps keep your AI responses accurate.
• Use pagination to systematically go through all trained items, especially if you have a large amount of data.
• To delete a specific set of items, select them individually rather than choosing all, so you keep useful data intact.
• After deleting stale embeddings, consider retraining your model to refresh its knowledge with only the most current content.

Upload Knowledge Files

What It Does

Upload plain‑text (.txt) files that contain custom information you want the AI to learn beyond your posts and pages. The file’s content is embedded and used by the AI when generating answers, but source links are not shown to users.

How to Use It

1. Navigate to the Knowledge Files subtab under the Train AI tab in Intellichat Settings.
2. Click the file picker and select a .txt file from your computer.
3. Click the Upload & Train button.
4. Wait while the file is processed and embedded. It will appear in the uploaded files list with a trained status and a content preview.
5. To remove a file (and its associated embeddings), click the Delete button next to that file.

Settings & Options

There are no configurable settings for this feature.

Tips & Best Practices

• Use only plain‑text (.txt) files – other formats are not supported.
• Keep each file focused on a single topic to help the AI reference the right information.
• Review your file’s content before uploading; the AI will use it as‑is without showing sources.
• Periodically review the uploaded list and delete outdated or irrelevant files to keep responses accurate.

Smart Auto-Retrain

What It Does

Smart Auto-Retrain automatically detects when trained posts are updated and flags them as stale. It offers a one-click retraining option and, when enabled, performs fully automatic background retraining via a cron job.

How to Use It

1. Navigate to SkyPlugins → Intellichat Settings → Settings tab.
2. Toggle the Smart Auto-Retrain checkbox to enable automatic background retraining.
3. When a trained post is updated, it is marked as stale and a warning appears in the admin area.
4. To retrain immediately, click the Retrain Stale Posts button shown in the warning.
5. If you enabled auto-retrain, the cron job will process stale posts in batches automatically.

Settings & Options

Tips & Best Practices

• Enable auto-retrain if you frequently update trained content – it keeps the AI current without manual intervention.
• Use the Retrain Stale Posts button for immediate retraining right after making critical updates.
• Watch for stale post warnings in the admin area to stay aware of content that needs retraining.
• With auto-retrain enabled, updates are processed in batches by the cron job, so changes may not appear instantly.

Chat Widget Customization

What It Does

The Chat Widget Customization feature lets you control the look and behavior of the floating chat widget that appears on your site’s frontend. You can adjust the brand color, position, icon, avatar, header title, welcome message, theme mode, and preset questions—all with a live preview so you see changes before they go live.

How to Use It

1. Go to SkyPlugins → Intellichat Settings and open the Widget tab.
2. Toggle the Enable Widget switch to turn the floating widget on or off.
3. Adjust any setting below (color picker, radio buttons, dropdown, text fields, or image upload).
4. Watch the live preview update in real time as you make changes.
5. Once satisfied, click Save Widget Settings to apply your configuration to the frontend.

Settings & Options

Tips & Best Practices

• Use a Brand Color that matches your site’s overall palette to maintain visual consistency.
• Enable and test the Preset Questions to guide users toward common topics—this can reduce repetitive questions.
• Choose a Toggle Icon that clearly communicates chat functionality (e.g., Chat or Support).
• Preview your Welcome Message in the live preview to ensure it sets a friendly, helpful tone for first interactions.

Bot Personality & Tone

What It Does

Choose the conversational tone for your chatbot. You can select from preset styles like Friendly, Professional, or Playful, or create a fully custom tone with your own instructions. The tone you set affects how the chatbot communicates in all responses.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Widget tab.
2. Find the Bot Personality setting.
3. Open the dropdown menu and select a personality: Friendly, Professional, Playful, or Custom.
4. If you chose Custom, type a specific tone instruction into the Custom Tone field (for example: “Pirate”, “Shakespeare”, or “Corporate”).
5. The new tone will be automatically applied to all chatbot responses immediately.

Settings & Options

Tips & Best Practices

• Start with Friendly (the default) to test the chatbot’s behavior before switching to another style.
• Use Professional for business, support, or formal environments to keep interactions credible.
• Playful works well for casual, creative, or entertainment-focused chatbots where humor is welcome.
• The Custom option lets you experiment with unique tones—try a movie character, historical figure, or a specific brand voice to make the chatbot stand out.

Fallback / Escalation Button

What It Does

The Fallback / Escalation Button lets you set a custom URL for a “Contact Us” button. When the AI responds that it doesn’t have enough information to answer, this button appears in the chat, giving users a direct way to reach your support team.

How to Use It

1. Go to the Intellichat Settings page and open the Widget tab.
2. Locate the Fallback / Escalation Button Link field.
3. Enter the full URL you want the button to link to (for example, https://example.com/contact).
4. Save your changes.

The “Contact Us” button will now appear in chats whenever the AI cannot answer, sending users to the URL you provided.

Settings & Options

Tips & Best Practices

• Point the URL to your help center, contact form, or ticketing system so users can quickly get the help they need.
• Make sure the URL is accessible on mobile devices, as many chat conversations happen on phones.
• Test the fallback by asking the AI a question it can’t answer, then confirm the button appears and links to the correct page.
• Keep the URL short and clear, or use a branded link shortener for a cleaner experience.

User Feedback Buttons (Thumbs Up/Down)

What It Does

Adds thumbs up and thumbs down buttons after each AI response on the chat widget. Visitors can use these buttons to rate the quality of the answer, providing simple feedback. All ratings are stored and later shown in satisfaction statistics.

How to Use It

1. After you receive an AI response, look for the thumbs up (👍) and thumbs down (👎) buttons below the message.
2. If the answer was helpful or accurate, click the thumbs up button.
3. If the answer was unhelpful or incorrect, click the thumbs down button.
4. Your feedback is recorded immediately and used to help improve future responses.

Settings & Options

Tips & Best Practices

• Use the thumbs down button when the answer is clearly wrong or not useful – this helps train the assistant to give better answers.
• Thumbs up feedback lets the system know which kinds of answers work best.
• Feedback is anonymous and only used for quality tracking.
• If the thumbs up/down buttons are missing, they may have been turned off by the website administrator.

Live Widget Preview

What It Does

The Live Widget Preview shows a real-time preview of your chat widget as you customize its appearance. It instantly reflects changes to colors, title, welcome message, theme mode, and avatar so you can see exactly how the widget will look on your site.

How to Use It

1. Go to SkyPlugins → Intellichat Settings and open the Widget tab.
2. Scroll down to the Live Preview section.
3. Adjust any widget setting (such as colors, title, welcome message, theme mode, or avatar).
4. Watch the preview panel update immediately without needing to save.

Settings & Options

This feature does not have its own settings. It automatically mirrors changes from the widget customization options.

Tips & Best Practices

• Experiment freely: Changes in the preview are temporary, so try different combinations before saving.
• Use the preview to fine-tune colors and wording to match your brand perfectly.
• Check how the widget appears in both light and dark themes by switching the theme mode setting.
• The preview updates instantly, making it easy to see the effect of each change without reloading the page.

API & Model Settings

What It Does

This section lets you configure your AI connection for the plugin. You can choose your preferred AI provider, enter the required API keys, select the main chat model, and set up a separate embedding model for document indexing.

How to Use It

1. Go to SkyPlugins → Intellichat Settings and open the Settings tab.
2. Select your AI Provider from the dropdown menu (Gemini is available by default; OpenAI, Anthropic, or DeepSeek require Pro).
3. Enter your Gemini API Key in the password field (this key is used for chat responses).
4. Choose your Main Chat Model from the dropdown, or select Custom to manually enter a model ID.
5. If you chose Custom, enter a valid model ID in the Custom Model ID field.
6. Optionally, enter a separate Gemini Embedding API Key for embeddings (leave blank to reuse the chat key).
7. Set your preferred Embedding Model (the default recommendation is gemini-embedding-2-preview).
8. Click Save Settings to store your configuration.

Settings & Options

Tips & Best Practices

• Use separate API keys for chat and embeddings to improve security and manage usage independently.
• If you need a model not listed in the dropdown, select Custom and enter the exact model ID from the provider.
• The default embedding model works well for most use cases; only change it if you have a specific requirement.
• Always click Save Settings after making any changes, or your configuration won’t be applied.

Rate Limiting

What It Does

Rate Limiting lets you control how often visitors can send chat messages. You can set a maximum number of messages per hour and require a waiting period between messages—helping to prevent spam or misuse of the chat system.

How to Use It

1. In your WordPress admin, go to SkyPlugins → Intellichat Settings and click the Settings tab.
2. Under the Rate Limiting section, enter the Hourly Chat Limit (the maximum number of messages a visitor can send in one hour).
3. Enter the Chat Cooldown in seconds (the minimum time a visitor must wait before sending another message).
4. Click Save Settings to apply your changes.

Settings & Options

Tips & Best Practices

• Start with moderate limits (e.g., 20 messages per hour and a 10-second cooldown) and adjust based on your site's activity level.
• If you run a high-traffic site or notice spam in your chat, lower the hourly limit or increase the cooldown to slow down repeated messages.
• Setting both limits to 0 gives visitors unlimited messaging—use this only if you trust all your visitors or have other moderation tools in place.
• After changing any limit, click Save Settings immediately to make the new rules active.

AI Failure Email Fallback

What It Does

When the AI cannot generate an answer, this feature automatically collects the visitor's email, subject, and description. It then sends the failed query details to a configured email address so you can follow up with the visitor.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Settings tab.
2. Find the AI Failure Fallback Email field.
3. Enter the email address where you want to receive failed AI questions and visitor details.
4. Click Save Settings.
5. When the AI fails to answer a visitor's question, the chat widget will ask for their email, subject, and description. After the visitor provides these, the details are sent to your configured email.

Settings & Options

Tips & Best Practices

• Monitor the fallback email regularly so you can respond to your visitors quickly.
• Use a dedicated email address or a tracking system (e.g., a help desk ticket) to manage these inquiries efficiently.
• Let visitors know their details will be collected for support purposes to keep the process transparent.
• Test the fallback by simulating an AI failure to confirm the email arrives correctly and includes all details.

Conversation History

What It Does

The Conversation History feature lets you view all chat sessions that visitors have had with the AI assistant. For each session, you can see the visitor’s IP address, the number of queries made, and the time of the last activity. You can also open individual session transcripts to read the full exchange between the user and the AI, and you have the ability to delete single sessions or remove multiple sessions at once.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → History tab.
2. A list of chat sessions is displayed, showing the IP address, query count, and last active time for each.
3. To review a full transcript, click the View button next to the session. The transcript will show all user and AI messages.
4. To remove a single session, click the Delete button next to it.
5. To delete multiple sessions at once, select the checkboxes for the sessions you want to remove, then choose “Delete” from the bulk actions dropdown and apply.

Settings & Options

There are no configurable settings for this feature.

Tips & Best Practices

• Review transcripts regularly – Reading through real conversations helps you understand how visitors are using the chatbot and identify areas for improvement.
• Delete old sessions periodically – Keeping only recent history can help maintain performance and reduce clutter.
• Use bulk delete for large cleanups – If you need to clear a lot of sessions, select them all and use the bulk action to save time.
• Check IP addresses for patterns – An unusually high number of queries from the same IP may indicate a potential misuse or a very engaged user worthy of follow‑up.

Feedback & Satisfaction Statistics

What It Does

This feature displays an overall satisfaction percentage, along with the total thumbs up and thumbs down counts, compiled from visitor feedback on AI responses. The satisfaction percentage is shown with a color indicator (green, orange, or red) to give you a quick visual read of how users are rating the AI’s performance.

How to Use It

1. Open SkyPlugins → Intellichat Settings and go to the History tab.
2. At the top of the page, you’ll see the satisfaction percentage, thumbs up count, and thumbs down count.
3. The percentage is automatically color-coded:
   • Green for high satisfaction
   • Orange for moderate satisfaction
   • Red for low satisfaction
4. Review the numbers to understand overall user sentiment on AI responses.

Settings & Options

There are no configurable settings for this feature. The statistics update automatically based on incoming visitor feedback.

Tips & Best Practices

• Encourage feedback – Prompt visitors to rate AI responses so your statistics reflect a larger, more reliable sample.
• Watch for trends – Check the numbers regularly; a sudden drop in satisfaction may indicate an issue with recent AI response quality.
• Use the color indicator – Quickly assess overall performance at a glance without needing to calculate anything yourself.
• Combine with conversation history – If satisfaction is low, review recent conversations in the History tab to identify patterns or topics that need improvement.

Multi-Provider AI Support

What It Does

Expand the AI capabilities of Intellichat by connecting to multiple providers. In addition to Gemini, you can use models from OpenAI (GPT‑4o, GPT‑5), Anthropic (Claude 3.5 Sonnet/Opus/Haiku), and DeepSeek. Configure your own API keys, pick the models you want, and even set custom endpoints for DeepSeek.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → open the Settings tab (a Pro license is required).
2. From the AI Provider dropdown, select the provider you want to use (OpenAI, Anthropic, or DeepSeek).
3. Enter your API key for that provider in the corresponding field.
4. Choose a model from the dropdown, or select Custom to enter a different model name.
5. If you selected DeepSeek, you can optionally change the DeepSeek Base URL to a custom endpoint.
6. Click Save Settings. All RAG chat requests will now be routed through the selected provider.

Settings & Options

Tips & Best Practices

• Keep your API keys secure – Treat them like passwords. Never share them or expose them in public repositories.
• Match the model to your task – Larger models (like GPT-5.4 or Claude 4.6 Opus) excel at complex reasoning; smaller models (like GPT-5.4-nano or Claude 4.5 Haiku) are faster and more cost‑effective for simpler tasks.
• Use a custom endpoint for DeepSeek – If you have a self‑hosted or proxy deployment, set the DeepSeek Base URL to your own endpoint to keep traffic within your infrastructure.
• Test each provider after saving – Send a test chat to confirm the API key and model choice are working correctly before relying on the provider in production.

AI Ticketing System

What It Does

When the AI is unable to answer a visitor’s question, this feature collects the visitor’s email and issue details, then automatically creates a support ticket. Tickets are stored in a database with a unique ID, status tracking, and timestamps so you can manage them later.

How to Use It

1. Navigate to SkyPlugins → Intellichat Settings and open the Tickets tab (or the Settings tab → Pro Ticketing section).
2. Turn on the Enable Ticketing toggle.
3. Set a Ticket ID Prefix of your choice (e.g., TKT-).
4. Enter the Notification Email where you want to receive alerts for new tickets.
5. Select your preferred AI Failure Fallback Mode:
   • Create Ticket In Chat – visitors are prompted to provide their email, subject, and description directly in the chat.
   • Send Email Alert – you receive an email notice when the AI fails.
6. Save your settings.

Once enabled, whenever the AI cannot answer a query, the fallback mode triggers. If set to Create Ticket In Chat, the visitor will be asked for their email, the subject, and a description. After submission, a ticket is automatically created with a unique ID, a notification is sent to your email, and the ticket appears in the Tickets tab for tracking and management.

Settings & Options

Tips & Best Practices

• Choose a distinctive Ticket ID Prefix so you can quickly recognize tickets from this system.
• Set the Notification Email to an inbox you monitor regularly to respond to issues promptly.
• Use Create Ticket In Chat if you want visitors to provide all details upfront; Send Email Alert is useful when you prefer to handle ticket creation manually.
• Keep your AI instructions up‑to‑date to reduce unnecessary failures, reserving ticketing as a reliable safety net for genuine unanswered questions.

Ticket Management

What It Does

This feature allows you to view, search, and manage all AI-generated tickets from a single dashboard. You can perform bulk actions like marking tickets as open, resolved, or closed, delete tickets, view full ticket details in a modal, and export the entire ticket list to a CSV file.

How to Use It

1. Go to SkyPlugins → Intellichat Settings in your WordPress admin area.
2. Click the Tickets tab (this feature requires a Pro plan with a valid license).
3. Browse the list of tickets. You can use the pagination controls to navigate through pages.
4. To see full details of a ticket, click the View button next to the ticket.
5. To change the status of one or more tickets, check the boxes next to the tickets you want to update, then use the Bulk Actions dropdown to select Mark as Open, Mark as Resolved, or Mark as Closed. Click Apply.
6. To permanently delete tickets, select them and choose Delete from the Bulk Actions dropdown, then click Apply.
7. To download all tickets in a CSV file, click the Export All to CSV button.

Settings & Options

This feature does not have any configurable settings. All ticket management actions are performed directly on the Tickets page.

Tips & Best Practices

• Use the View button to quickly inspect a ticket’s full details without leaving the list.
• Perform bulk status updates to efficiently manage multiple tickets with similar outcomes.
• Export your tickets regularly as a CSV backup to maintain a record outside of the system.
• Be cautious when using the Delete action—deleted tickets cannot be recovered.

Custom AI Instructions

What It Does

Add extra rules and instructions for the AI when handling tickets and support requests. These custom instructions guide the AI’s behavior during ticket creation and throughout support conversations.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Settings tab.
2. Scroll to the Pro Ticketing section and locate the Custom AI Instructions field.
3. Type or paste your instructions in the text area (for example, “Always ask for an order number before creating a ticket”).
4. Click Save Pro Settings to apply your changes.

Settings & Options

Tips & Best Practices

• Keep instructions clear and specific so the AI follows them consistently.
• Test your instructions with a few sample tickets to make sure the AI behaves as expected.
• Update the instructions whenever your support process changes (e.g., new verification steps).
• Combine multiple rules in a single instruction block, but separate them with line breaks for readability.

WooCommerce Order Lookup

What It Does

This feature lets customers check their WooCommerce order status and tracking details directly within the chat. To keep the information secure, the assistant requires both the order number and the billing email before sharing any details.

How to Use It

1. Enable the feature – Go to the Intellichat Settings page, find the WooCommerce Integration section, and turn on the Enable Order Lookup option.
2. Customer asks about an order – In a chat, the customer can type something like “Where’s my order?” or “Check my order status.”
3. The assistant asks for verification – The chat asks the customer to provide their order number and the billing email address used at checkout.
4. Customer provides the details – The customer enters their order number and billing email.
5. Assistant confirms and returns order info – The assistant looks up the order, verifies the email, and replies with the order status, date, total, list of items, payment method, and tracking number.

Settings & Options

Tips & Best Practices

• Make sure customers are aware that they will need their order number and billing email. Consider adding a brief mention to your help page or a pre‑chat message.
• For security, the feature only works when both the order number and email match a valid order. This prevents unauthorized access to order details.
• If you offer tracking numbers, ensure they are added to WooCommerce orders so the assistant can include them in its replies.
• Combine with the AI Ticketing System to let customers escalate issues directly from an order check if more help is needed.

Conversational Lead Capture

What It Does

Collect visitor contact information before they can start a chat. You can choose which fields to ask for—email is always required, and you can optionally request name, phone, or company. The system then scores each lead based on their interactions and automatically tags them by conversation topic (e.g., pricing, support).

How to Use It

1. Navigate to SkyPlugins → Intellichat Settings → Settings tab and scroll to the Lead Capture section.
2. Turn the Enable Lead Capture toggle on.
3. Under Custom Form Fields, select any additional fields you want visitors to fill in (Name, Phone, Company). Email will always be collected.
4. Save your settings. Now when a visitor opens the chat and sends their first message, they will be asked to provide the required information before the AI can respond.
5. After the visitor submits their details, the chat proceeds normally. The lead is saved to your database, scored, and tagged automatically.

Settings & Options

Tips & Best Practices

• Keep your form short to reduce friction. Collecting only email can improve conversion rates.
• Use the Custom Form Fields wisely—only ask for information you genuinely need for your sales or support process.
• Each interaction a visitor has with the AI will increase their lead score, so encourage meaningful conversations to identify high‑quality leads.
• Review the Leads tab regularly to see scored and tagged contacts, and follow up promptly on hot leads.

CRM Integration

What It Does

Auto-sync captured leads to Mailchimp, HubSpot, or ActiveCampaign. You can configure API keys for each CRM provider. Leads are automatically tagged by topic and scored based on engagement.

How to Use It

1. In the Settings tab of Intellichat, go to the Lead Capture section.
2. From the CRM Integration dropdown, select your CRM provider (None, Mailchimp, HubSpot, or ActiveCampaign).
3. Enter the required API credentials for the chosen provider.
4. Click Save Pro Settings to enable the integration.

Once configured, newly captured leads will be automatically pushed to your selected CRM provider.

Settings & Options

Tips & Best Practices

• Make sure your API keys are correct and active for the chosen CRM provider to avoid sync errors.
• Leads are automatically tagged by topic and scored based on engagement, so no manual tagging is required.
• Only one CRM provider can be active at a time—select the one that best fits your workflow.
• After saving, test by capturing a lead to confirm the data appears correctly in your CRM.

Lead Management

What It Does

The Lead Management feature lets you view all leads captured through chat interactions. Each lead record includes details such as email address, name, phone number, company, engagement score, auto-generated tags, and the date the lead was created. You can export the entire lead list to a CSV file or select and delete multiple leads at once.

How to Use It

1. Go to SkyPlugins → Intellichat Settings and open the Leads tab.
2. Review the leads table to see all captured leads and their details.
3. To delete leads, tick the checkboxes next to the leads you want to remove, then click the delete action.
4. To export all leads, click the Export to CSV button – a file containing all lead records will be downloaded.

Settings & Options

There are no configurable settings for this feature.

Tips & Best Practices

• Export regularly – Download your leads as a CSV file on a regular basis to keep a backup of your data outside the system.
• Clean up outdated leads – Use the bulk delete option to remove old or irrelevant leads and keep your list manageable.
• Prioritize by engagement score – Sort or filter the table by engagement score to focus your follow‑up efforts on leads with the highest potential.
• Ensure a valid Pro license – The Leads tab is available only with a valid Pro license; check your license status if the tab is not visible.

Analyze History with AI

What It Does

Generate an AI-powered summary report of the top 5 most common topics and questions from all chat logs. Get recommendations for content or product features to add.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → History tab.
2. Click the Analyze with AI ✨ button.
3. Wait for the AI to process up to 100 recent chat logs and generate the report.
4. View the report in the modal that appears—it includes the top topics and actionable recommendations.

Settings & Options

This feature has no configurable settings.

Tips & Best Practices

• Run the analysis regularly to stay aware of emerging user needs and frequently asked questions.
• Make sure your AI provider is correctly set up in the provider settings so the analysis works reliably.
• The report draws from the most recent 100 chat logs—if your history is much larger, consider reviewing the most relevant conversations first.
• Use the recommendations to guide content updates, new help articles, or product improvements that directly address user requests.

GDPR Consent Checkbox

What It Does

This feature requires visitors to check a consent box before they can start a chat. It helps meet GDPR requirements by letting you display a custom message, and the visitor’s consent is stored for the duration of their browsing session.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Settings tab.
2. Scroll down to the Security & GDPR section.
3. Turn on the GDPR Consent Checkbox toggle.
4. (Optional) Enter your preferred consent text in the Consent Message field.
5. Save your changes. Visitors will now see the consent checkbox when they open the chat.

Settings & Options

Tips & Best Practices

• Keep the consent message short and clear, and link to your full privacy policy if needed.
• Inform visitors that their consent is stored only for the current browsing session (in their browser).
• Test the consent flow after enabling to ensure the checkbox appears correctly on all devices.
• Periodically review the consent message to ensure it matches your current privacy practices and legal requirements.

Data Retention Policy

What It Does

Automatically deletes chat history, tickets, and leads that are older than a configurable number of days. The clean-up runs daily via WordPress cron. Set the value to 0 to keep all data forever.

How to Use It

1. Go to SkyPlugins → Intellichat Settings → Settings tab → Security & GDPR section (available in Pro with a valid license).
2. Enter the desired number of days in the Data Retention (Days) field (enter 0 to keep data forever).
3. Click Save Pro Settings.

Settings & Options

Tips & Best Practices

• Choose a retention period that meets your data needs while complying with privacy regulations.
• If you must keep all historical data, set the value to 0, but be mindful of storage limits and longer backup times.
• The retention process runs via WordPress cron; ensure your site’s cron jobs are properly scheduled so deletions happen on time.
• Combine this policy with the GDPR consent and privacy tool features for a complete data management workflow.

IP Blocklist

What It Does

The IP Blocklist feature allows you to block specific IP addresses from using the chat widget. By entering a comma-separated list of IP addresses, you can prevent unwanted users from accessing or sending messages through the chat.

How to Use It

1. Go to the Settings page under Intellichat Settings (a Pro license is required).
2. In the Security & GDPR section, locate the IP Blocklist field.
3. Enter a comma-separated list of IP addresses you want to block (e.g., 192.168.1.1, 10.0.0.1).
4. Click Save Pro Settings to apply the changes.

Once saved, when a blocked IP attempts to send a message, they will see the message: “Your IP address has been blocked.”

Settings & Options

Tips & Best Practices

• Use correct formatting – Enter IP addresses in a plain comma-separated list (e.g., 192.168.1.1, 10.0.0.1). Avoid extra spaces or invalid characters.
• Test your blocklist – After saving, try visiting the chat from a blocked IP to confirm the restriction works as expected.
• Combine with rate limiting – For more granular control, use the IP Blocklist alongside the rate limiting feature to manage high-traffic or abusive visitors.
• Maintain your list – Regularly review and update the blocklist as needed to keep it relevant and effective.

WordPress Privacy Tool Integration

What It Does

This feature connects with the native WordPress privacy tools under Tools → Export Personal Data and Tools → Erase Personal Data. It enables site administrators to include or remove Intellichat ticket and lead data associated with a specific email address when processing privacy requests.

How to Use It

1. In your WordPress admin dashboard, navigate to Tools → Export Personal Data or Tools → Erase Personal Data.
2. Enter the email address for which you want to export or erase data.
3. Click Send Export Request or Send Erasure Request to start the process.
4. Intellichat will automatically include ticket and lead data linked to that email address in the export file or remove it during the erasure request.

Settings & Options

There are no settings for this feature — it works automatically within the existing WordPress privacy tools.

Tips & Best Practices

• Use this feature to help meet data privacy requirements such as GDPR and CCPA by giving users the ability to review or delete their personal data.
• Before erasing data, consider exporting it first to keep a copy for your records, as erasure actions are permanent.
• This feature works alongside your data retention settings, so review retention periods to prevent unintended early deletion.
• To confirm the data captured, perform a test export using a test email to verify that the correct ticket and lead information is included.

White-Labeling (Branding Toggle)

What It Does

Show or hide the "Powered by Intellichat" badge in the widget footer. Pro users can toggle this off to remove branding. This gives you full control over whether the Intellichat branding appears in your widget.

How to Use It

1. Go to SkyPlugins → Intellichat Settings and open the Widget tab.
2. Locate the "Powered By Badge" setting.
3. Check or uncheck the box to either show or hide the "Powered by Intellichat" link.
4. Click "Save Widget Settings" to apply your change.

Settings & Options

Tips & Best Practices

• Removing the badge gives your widget a more professional, white-labeled appearance.
• This option is available only to Pro users—confirm your plan includes this feature.
• Always save your settings after making a change to ensure the widget updates.
• If you’re aiming for a completely customized experience, turning off this badge is a great starting point.