⚙️ Setup and Configuration - Crafter.ai

This guide delves into all the configuration options available in the Setup step, to create chatbots perfectly tailored to your needs.

🎯 Overview of the Setup Step

The Setup step is the foundation of your chatbot. Here you define:

• Chatbot Identity (name, description, language)
• Type and main behavior
• Additional features and modules
• Team management and permissions

🤖 Basic Chatbot Configuration

Fundamental Information

Chatbot Name

• Required field
• This name will NOT appear in the chat title
• Best Practice:
  • Use friendly and recognizable names ("Assistant Marco", "Sales Helper")
  • Avoid overly long names (max 20 characters)
  • Reflect the brand or the bot's function

Description

• Optional but recommended
• Brief introductory text (max 150 characters)
• Will appear on the dashboard and can be shown to users
• Examples:
  • "I help you find the perfect product for you"
  • "24/7 technical support for our customers"
  • "Book appointments and get information about services"

Chatbot Language

Supported languages:

• 🇮🇹 Italian
• 🇬🇧 English
• 🇧🇷 Portuguese (Brazil)
• 🇪🇸 Spanish
• 🇫🇷 French
• 🇩🇪 German

⚠️ Important: The language influences:

• Natural language understanding
• Default system messages
• Date and number formatting

🔧 Additional Features (Modules)

Handover to Human

When to use it: When human support is needed for complex cases

Configuration:

• Operator Hours: Define when operators are available
• Handover Message: Customize the transfer message
• Automatic Triggers: Set when to activate the transfer
• Queue Management: Manage waiting queues

Hours Configuration:

Monday - Friday: 09:00 - 18:00
Saturday: 09:00 - 13:00
Sunday: Closed

Holidays: Configurable in the calendar

Handover Triggers:

• Specific keywords ("I want to talk to an operator")
• After N messages without resolution
• For specific topics (complaints, refunds)
• Low confidence score

Lead Collection

When to use it: To collect contact information

Configurable Fields:

• Name (required/optional)
• Email (with validation)
• Phone (with automatic formatting)
• Company
• Industry
• Additional notes

Collection Triggers:

• After specific response
• After N messages
• Before providing confidential information
• Upon explicit request

Privacy Configuration:

• GDPR consent checkbox
• Privacy policy link
• Newsletter opt-in
• Data retention period

Calendar Integration (only enterprise plan)

When to use it: For booking appointments and consultations

Supported Integrations:

• Google Calendar
• Outlook/Exchange
• Calendly
• Custom API

Configuration:

• Available Hours: Define bookable slots
• Appointment Duration: Standard or variable
• Buffer Time: Time between appointments
• Booking Limits: Min/max days in advance

Booking Workflow:

1. User requests an appointment
2. Bot shows availability calendar
3. User selects date/time
4. Bot collects necessary data
5. Confirmation and calendar invite sent

Knowledge Base Enhancement

When to use it: For chatbots with a lot of information to manage

Features:

• Upload Documents: PDF, DOCX, TXT
• Web Scraping: Import content from websites
• Database Integration: Connection to existing DBs
• Auto-Update: Automatic content updates

Supported Formats:

• 📄 PDF: Up to 50MB per file
• 📝 DOCX/DOC: With formatting
• 📊 Excel/CSV: For structured data
• 🌐 HTML/TXT: Plain text
• 🔗 URLs: Automatic scraping

Analytics & Reporting

When to use it: To monitor performance and optimize

Available Metrics:

• Total Conversations
• Success Rate (resolved conversations)
• Average Session Duration
• Most Asked Questions
• User Satisfaction Score
• Conversion Rate (for lead generation)

Automatic Reports:

• Daily, weekly, monthly
• Excel/PDF export
• Real-time dashboard

👥 Team Management and Permissions

Available Roles

Owner

• ✅ Full access to everything
• ✅ Billing and plan management
• ✅ Add/remove team members
• ✅ Modify permissions
• ❌ Cannot be removed from the team

Admin

• ✅ Complete chatbot management
• ✅ Configuration and deployment
• ✅ Access to analytics
• ✅ Knowledge base management
• ❌ Cannot modify billing

Adding Team Members

1. Go to Team Settings
2. Click "Invite Member"
3. Enter the new member's email
4. Select the appropriate role
5. Send invitation

The user will receive an invitation email with a link to access the team.

Best Practices for Team Management

• Principle of Least Privilege: Assign only necessary permissions
• Regular Review: Periodically review members and permissions
• Onboarding: Create a clear process for new members
• Backup Admins: Ensure at least 2 admins per team

Technical Requirements

• Browser: Chrome 90+, Firefox 88+, Safari 14+, Edge 90+
• JavaScript: Must be enabled
• Cookies: Required for authentication
• HTTPS: Mandatory for deployment on websites

GDPR Considerations

• Consent: Required for data collection
• Right to be Forgotten: Supported via API
• Data Portability: User data export available
• Privacy by Design: Integrated privacy configurations

🎯 Optimal Configuration Checklist

Basic Configuration

• Clear and brand-friendly chatbot name
• Informative but concise description
• Correct language for target audience
• Appropriate brain for expected volume

Type and Features

• Chatbot type aligned with business objectives
• Necessary modules activated
• Handover configured for complex cases
• Lead collection set up if needed

Team and Security

• Team members added with appropriate roles
• Permissions verified and documented
• Backup admin configured
• Privacy settings compliant with GDPR

Pre-Deploy Testing

• Configurations tested in preview environment
• Main workflows verified
• External integrations validated
• Performance baseline established

🔗 Next Steps

Once the Setup is complete:

1. [Proceed to Teaching]
2. [Team Collaboration]
3. [Integration Options]

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💡 Tip: Spend time on the initial configuration. A solid foundation facilitates the entire subsequent process and reduces the need for changes during development.