Automate Common Replies With an AI-Powered Chatbot
Answer client questions 24/7 — even when you’re offline.
June 23, 2025 | David
Background & Why This Matters
You probably answer the same handful of questions all the time:
- “How do I book a session?”
- “Where are you located?”
- “Do you accept insurance?”
- “What services do you offer?”
Responding manually eats up your time — and if you miss the window, that lead may disappear.
With an AI-powered chatbot, you can automatically respond to these questions using your voice, tone, and content — and free yourself from repetitive inbox tasks.
What You’ll Achieve
You’ll set up a chatbot that:
- Answers FAQs using your own content
- Is available on your website 24/7
- Can collect leads or guide people to book or buy
- Sounds natural and aligned with your brand
What to Expect After Setup
- You’ll capture leads while you sleep
- Clients will get faster, more consistent answers
- You’ll spend less time in the DMs and more time delivering your service
What You’ll Need
You’ll only need 30-60 minutes and free/low-cost tools to get started:
- Chatbot platform like Chatbase, CustomGPT, Zipchat, Intercom, Tidio
- Content source like website, PDF, Notion, FAQ doc
- Embed access like website or bio link page (e.g., Webflow, Squarespacce, Stan Store)
- Optional CRM/Email sync like ConvertKit, MailerLite, Zapier
Step-by-Step Instructions
Let’s walk through using Chatbase.ai.
✅ Step 1: Gather Your Core Content
This is what powers the bot. Include:
- Your services + pricing
- Booking links
- FAQs
- Office policies or hours
- Intake process
- Key resources (blog, guides, etc.)
Store it in one of the following:
- A live website
- A Notion page
- A Google Doc or PDF
✅ Step 2: Set Up Your Chatbot in Chatbase
- Go to chatbase.co
- Choose “Create Chatbot”
- Upload your content or enter your website URL
- Name your bot and set its tone (professional, friendly, casual, etc.)
- Optional: Add “hard-coded” answers for certain questions like pricing or emergency disclaimers
✅ Step 3: Customize Appearance and Behavior
- Add your logo or avatar
- Choose accent colors
- Set default welcome message (e.g., “Hi! How can I help you today?”)
- Decide what happens when the bot doesn’t know an answer (e.g., email capture)
✅ Step 4: Embed or Link Your Bot
- Get the embed code for your website (copy/paste into footer or contact page)
- Or share a public chatbot link on:
- Your bio link tool (Beacons, Stan Store, etc.)
- Confirmation emails
- Auto-replies
✅ Step 5: Monitor & Improve Over Time
- Check the Chatbase dashboard weekly
- View unanswered questions
- Add new responses or update content as your services evolve
- Optionally integrate with ConvertKit or your CRM to add leads from chat
Want this done for you?
Book a free 30-min AI Strategy Connect — we’ll look at your workflow and I’ll show you how to set it up or handle it for you.