Questions?We've got Answers...

AI automation uses artificial intelligence to handle repetitive tasks that normally require manual effort. For small businesses this can include automating emails, processing documents, responding to customer enquiries, and managing internal workflows. The result is improved efficiency and reduced operational costs.

AI improves efficiency by reducing manual work and speeding up processes. It can automatically organise data, respond to common customer questions, generate reports, and streamline workflows so your team spends less time on routine tasks and more time on high-value work.

AI workflows are automated processes that use artificial intelligence to complete tasks across different systems. For example, an AI workflow might capture a website enquiry, qualify the lead, store it in a CRM, and notify your sales team automatically.

AI agents are intelligent software assistants that can perform tasks independently. They can answer questions, analyse data, complete workflows, and interact with other software tools to achieve specific business goals.

AI document processing uses artificial intelligence to read, understand, and extract information from documents such as invoices, forms, contracts, or reports. This removes the need for manual data entry and allows information to flow automatically into business systems.

Yes. Modern AI platforms can integrate with many existing tools including CRMs, accounting software, email systems, and cloud applications. This allows businesses to add AI capabilities without replacing their current systems.

The cost of AI automation varies depending on the complexity of the solution and the tools used. Many AI solutions are now available through affordable subscription platforms, making them accessible even for small and medium-sized businesses.

When implemented correctly, AI systems can be highly secure. Most modern AI platforms use enterprise-grade security and encryption to protect business data and ensure privacy.

AI can automate tasks such as customer support responses, data entry, lead qualification, appointment scheduling, reporting, document processing, and internal business workflows.

The best way to start is by identifying repetitive tasks or processes that consume time and resources. From there, an AI consultant can design solutions that automate these processes and integrate them with your existing systems.

We offer flexible subscription plans with either monthly or annual billing options. You can choose the plan that best fits your needs and upgrade or change plans at any time.

Yes. Some plans include a free trial period so you can explore the platform before subscribing. No credit card is required to start a trial.

No. You can start your trial without providing a credit card or payment information.

No. Trials are completely free and no payment details are required to begin.

When your trial ends, access to premium features may end unless you choose a subscription plan. You can subscribe at any time by selecting a monthly or annual plan and adding your payment details during checkout.

No. Because payment details are not collected during the trial, your subscription will not automatically start when the trial ends. You will need to choose a plan and subscribe manually if you wish to continue.

Your trial access will simply expire and no charges will occur. You can subscribe later at any time if you decide to continue.

We currently offer monthly billing (charged every month) and annual billing (charged once per year, often at a discounted rate compared to monthly pricing).

Yes. You can change your billing frequency at any time through your account settings. Changes will take effect according to your current billing cycle and Stripe's subscription handling.

Yes. You can upgrade your plan at any time. Any pricing adjustments or prorated charges are automatically calculated and handled through Stripe.

Yes. You can move to a lower plan at any time. Changes typically take effect at the next billing cycle unless otherwise stated.

You can cancel your subscription anytime from your account settings. Once cancelled, your subscription remains active until the end of the current billing period.

No. There are no cancellation fees or long-term lock-in contracts.

Payments are securely processed through Stripe. Accepted payment methods may include credit cards, debit cards, digital wallets (where supported), and other Stripe-supported payment options depending on your region.

Yes. Payment processing and billing are managed securely by Stripe. We do not store your full payment details on our systems.

You can update your payment method, billing information, and payment details from your account billing section at any time.

If a payment cannot be processed, Stripe will automatically retry according to its payment recovery process. You may receive notifications requesting updated payment information.

Yes. Stripe automatically generates invoices and payment receipts for all successful transactions.

Invoices and payment history are available within your account billing area and may also be emailed automatically after payment.

Yes. Subscriptions renew automatically at the end of each billing cycle unless cancelled beforehand.

Refund eligibility depends on our refund policy. Please review our Terms or contact support if you believe a charge was made in error.

Taxes (such as GST/VAT where applicable) may be added at checkout depending on your location and local regulations.

Yes. You will continue to have access until the end of your current paid subscription period.

If your subscription expires or payment cannot be completed, access to paid features may be limited until the subscription is reactivated.

All subscription management, billing, invoices, and payment processing are securely managed through Stripe. Learn more at https://stripe.com.

In the SETTINGS tab, you can choose a timezone for your AiSmartAgent. If you leave it blank, it inherits the timezone from your client profile. The selected timezone is used for scheduling and time-based logic, and for displaying conversation timestamps in your conversation logs.

AI Instructions define how your Business Representative behaves, what tone it uses, and how it responds to visitors. You edit them in the SETTINGS tab under AI Instructions. A default template is provided that instructs the agent to answer only from your knowledge base — not from general AI training data. Use Reset to Default to restore the template at any time. Replace the placeholder text such as [YOUR BUSINESS NAME], [YOUR BUSINESS WEBSITE], and [WHAT YOU HAVE NAMED YOUR CHATBOT] with your own details before going live.

In the SETTINGS tab, the Welcome Message section lets you configure two lines of text shown when a visitor opens the chat window. Line 1 is the main greeting; Line 2 is an optional subline below it. Each line has its own colour picker so you can match your brand. Save your changes to apply them to the live agent.

Still in SETTINGS, the Text Sizes section controls font size for three areas of the chat window: the welcome message, conversation messages, and suggestion chips. Each has a dropdown from Extra Small through Huge. Defaults are Medium for welcome and messages, and Small for suggestions. Changes apply when you save.

Window Options in SETTINGS control how the chat window appears on your website. You can allow docking (attached to the page edge), floating (a popup window), or both — at least one must stay enabled. Choose the default location (docked or floating), set window width (200–2000 px), and window height for floating popups (200–2000 px). You can also restrict which domains may embed the agent using Allowed Embed Origins (one URL per line), and toggle an AI disclaimer with custom text at the bottom of the chat window.

Open the LOGO tab to upload two types of image. The header logo replaces your public agent name in the top bar of the chat window — recommended format PNG or SVG, around 240×64 px, under 1 MB. The launcher icon is the button visitors click to open chat; upload PNG, JPEG, WebP, or SVG (max 1 MB). You can set the launcher shape (round, square, or display as uploaded), size (70–120 px, or use the image's natural size), and optionally show a small version of the icon beside agent messages in the chat.

The COLORS tab lets you style every part of the chat interface. Choose a pre-made theme from the dropdown to apply a full colour palette instantly, or select Custom Theme and adjust individual colours for the launch icon, top bar, close button, main window, welcome lines, agent and user messages, input area, send button, and suggestion chips. Custom per-colour editing is available on eligible subscription plans; preset themes are available on all plans.

In the KNOWLEDGE tab, enter a website URL and click Add Website. The system automatically crawls pages on the same domain, extracts text content, splits it into chunks, and stores it so your agent can answer questions from that material. Each crawl indexes up to 50 pages. After a crawl completes, you will see how many pages were indexed and how many content chunks were stored.

When your website content changes, open the KNOWLEDGE tab and find the source in the Current Knowledge Sources list. Click RECRAWL on that row to queue a fresh crawl of that URL. The page shows progress while the job runs and refreshes automatically when complete, updating the stored content chunks for your agent.

In the KNOWLEDGE tab, use the Upload a file section to add documents directly. Supported formats are PDF, DOCX, TXT, and HTML (max 20 MB per file). The file is processed, split into chunks, and embedded so your agent can reference the content when answering questions. Uploaded sources appear alongside crawled websites in your knowledge sources list.

If a visitor asks a question your agent could not answer well, you can turn that exchange into training material. Open the conversation from the CONVERSATIONS tab, review the transcript, and use Promote to Knowledge. You can edit the question and answer before saving. The Q&A pair is stored in your knowledge base so the agent can draw on it in future conversations. This feature is available on eligible subscription plans.

In the LOGIC tab, Suggestions are clickable prompt chips shown in the chat window — for example, "What are your opening hours?" or "Tell me about pricing." Add new suggestions with the text field and remove any you no longer need. Suggestions help visitors start a conversation quickly without typing. This feature is available on eligible subscription plans.

Collect Lead Data is a LOGIC tab action that prompts visitors for their name, email, phone, and company. Enable it, then choose when it triggers: at the start of a conversation, after a set number of messages, or when certain keywords appear. You can ask for details in separate questions or all in one, and customise the opening message. Captured details are stored with the conversation and flagged as leads. This feature is available on eligible subscription plans.

Schedule Meeting is a LOGIC tab action that embeds a booking widget in the chat window. Enable it, choose a trigger (at conversation start or when keywords are used), select your calendar type (Calendly or Google Calendar), and enter your public booking URL. Visitors can book a meeting without leaving your site. You need an active Calendly or Google Calendar booking page to use this feature. It is available on eligible subscription plans.

Open the INSTALL tab and copy the script snippet shown. Paste it just before the closing </body> tag on every page where you want the agent to appear. The data-key value is unique to your agent — do not change it unless you intend to install a different agent. After publishing your site changes, refresh the page and confirm the launcher icon appears. If you need help, contact support@aismartsolutions.co.nz.

Your subscription includes a monthly allowance of agent replies. Each reply your Business Representative sends to a visitor counts toward that limit. When the allowance is reached, the agent will stop responding until your quota resets or you add capacity through your subscription. Token-level usage (for AI processing, including knowledge base training) is tracked separately on your dashboard under Token Usage, with daily, weekly, and monthly breakdowns.

Click the CONVERSATIONS tab from your agent management page to see a paginated list of all visitor conversations. Each row shows the visitor name (if captured), message count, whether it is flagged as a lead, and the time of the last message in your agent's timezone. Filter to All conversations or Leads Only. Click VIEW to open the full transcript, including visitor metadata. You can delete individual conversations when no longer needed.

From the CONVERSATIONS page, click Export Lead Data to download a CSV file containing all captured leads for that agent. The export includes date, name, email, phone, company, page URL, IP address, browser, and message count. The file is named with your agent name and the export date. Lead export is available on eligible subscription plans and requires at least one lead conversation to be present.

The ANALYTICS tab shows how your Business Representative is performing. Filter by Daily, Weekly, Monthly, or All Time to see total conversations, messages, and leads for the selected period. You also get top-five lists for launch page URLs (where visitors opened the chat), user agents (browsers and devices), and visitor locations (resolved from IP address). Analytics is available on eligible subscription plans.

In the SETTINGS tab, you can set your agent's name, status (Active or Inactive), and timezone. If no timezone is selected, the agent inherits the timezone from your client profile. The timezone is used for report delivery times, alert scheduling, and displaying dates across the dashboard. Setting the agent to Inactive indicates that scheduled monitoring and reporting tasks should not run until you re-enable it.

Still in SETTINGS, the Reports & Alerts section lets you choose a delivery email address and configure three notification types. Daily digest sends a morning briefing at a time you set in your agent's timezone — available on eligible subscription plans. Weekly summary sends a digest on a day and time you choose; both day and time must be set together. Send priority alerts delivers high-importance insights immediately by email when they are detected — also available on eligible plans. If you have hiring intelligence enabled, you can also fill in Analyst Context (your company name, product summary, target market, and differentiators) to improve job-related insights.

The COMPANIES tab is where you add competitors or companies to watch. Enter a company name (required), website, and optional social profiles (Twitter, LinkedIn, Facebook, Instagram). Your plan sets how many companies you can track. When you add or update a company, the system automatically discovers relevant sources such as news feeds and website pages. You can also manage Monitored Sources per company — add RSS feeds (polled regularly), scrape targets (checked for content changes), or API sources. RSS and scrape sources are actively monitored; API sources are stored but not yet polled on a schedule. You can add manual sources or remove any source you no longer need.

The INDUSTRIES tab lets you define broader market topics to monitor alongside individual companies. Add an industry or topic name and optional comma-separated keywords. Your plan sets how many industries you can track. When you create or update an industry, the system automatically discovers free RSS news sources matching your keywords. Industries help catch market-wide trends that may not appear on a specific competitor's feeds.

The HIRING tab appears when your subscription includes hiring intelligence. It monitors competitor job postings and surfaces strategic signals — for example, new department hiring or role changes that may indicate business direction shifts. The dashboard shows KPIs for a selected period (7, 30, or 90 days), a weekly hiring snapshot with AI-generated themes and suggested actions, strategic signal cards per competitor, a hiring-by-department chart, and a table of recent job postings. You can manage Job Sources (auto-discovered or manually added RSS/Atom feeds) and request on-demand Recommendations for any signal card. For best results, complete the Analyst Context fields in SETTINGS, including your primary job market (Global, NZ, AU, or US).

The REPORTS tab shows a history of generated daily and weekly intelligence digests. Each report lists its type, title, period covered, and generation time. Click a report to open the full detail view with all sections rendered as readable content. From the detail view you can manually email a report to any address using the Email to field — this is separate from your scheduled delivery settings. Reports are created automatically by background workers once your agent has processed intelligence items in the reporting window. If the list is empty, check that you have companies or industries configured and that the agent is Active.

Priority alerts are immediate email notifications sent when the system detects a high-importance insight about a tracked company or industry. Enable them in SETTINGS under Send priority alerts and set your delivery email. The ALERTS tab shows a read-only history of alerts that were successfully delivered, including the time, subject, importance score, summary, matched entity, and source link. Priority alerts require an eligible subscription plan. If the list is empty, confirm that priority alerts are enabled in Settings and that your monitoring sources are active.

Analytics for your Intelligence Operative agents are shown on your subscription management page when your plan includes business intelligence analytics. The panel displays KPIs such as tracked competitors, industries, data sources, alerts sent, and daily and weekly reports generated. AI processing usage (classification, extraction, reports, alerts, and hiring analysis) is logged internally for billing and capacity tracking. Individual agent tabs do not show a separate usage meter — check your subscription dashboard for the full picture.

In the SETTINGS tab, you can set your agent's name, status (Active or Inactive), and timezone. If no timezone is selected, the agent inherits the timezone from your client profile. The timezone affects how scheduled publish times, calendar placement, and job timestamps are displayed across all Content Guru tabs.

The TRENDING tab helps you brainstorm content ideas before creating a job. Enter a keyword (up to 400 characters), choose a content type (Blog, Social post, or Newsletter), and generate 1, 5, or 10 topic titles using AI. Results appear in Latest results — save any you like to your Saved ideas library. From a saved idea, click Create to open the CREATE tab with the topic and content type pre-filled. Each generate run counts as one content creation toward your monthly quota. Saving ideas to your library does not use quota. The Trending tab is available on eligible subscription plans.

The CREATE tab walks you through a step-by-step wizard for new jobs. Choose a content type — blog, blog plus social, social post, newsletter, feature article, product marketing (description, landing page, website hero, or print advert), or standalone image. For most types you can choose AI generate (provide a topic, length, style, and tone) or Use My Content (paste existing text up to 120,000 characters). Set a schedule (publish immediately or at a future date and time), then configure publishing and delivery options. If you are editing an existing pending job, the wizard collapses into a single form. Jobs can only be edited or deleted while in pending status.

When creating a job, choose Review before publishing to receive a draft for approval before anything is sent, or Publish automatically to skip manual review and queue delivery as soon as generation completes. Delivery targets include email, GitHub, and connected social platforms (Facebook, LinkedIn, Instagram, Pinterest) via OAuth integrations set up in your workspace. Jobs set to review first move to draft_ready status and appear in AWAITING APPROVAL; jobs set to auto-publish go directly to the delivery queue after generation.

The IN PROGRESS tab lists all active content jobs — typically those with statuses such as pending, generating, ready_for_delivery, or delivering. Each row shows when the job was created, its content type and topic, current status, and scheduled publish time. Pending jobs can be edited (opens CREATE) or deleted. Jobs awaiting your review that are still in draft_ready status can be cancelled from here. Click Refresh to manually trigger the content generation and delivery workers if a job appears stuck. Error messages are shown inline on any row that failed.

The AWAITING APPROVAL tab lists jobs with draft_ready status — content that has been generated and is ready for your review before publishing. Click REVIEW to open the full draft, or CANCEL to stop the job without delivering it. Jobs configured with Publish automatically skip this queue entirely and move straight to delivery after generation. If the list is empty, either all drafts have been actioned or your recent jobs were set to auto-publish.

Open the REVIEW tab via the link on an awaiting-approval job (URL includes job_id). You can read and edit the generated content, adjust delivery targets, and save changes. When ready, click Approve & Send to queue the job for delivery. To request changes, use Ask for changes — enter revision notes (8 to 8,000 characters) and the job returns to pending for AI regeneration; this counts toward your monthly content quota. You can also regenerate an AI-generated image from the review screen, which counts toward your image quota. Standalone image jobs show a preview with a download option instead of a full draft editor.

The COMPLETED tab shows a searchable history of past jobs — completed, completed with errors, failed, or canceled. Filter by date (created, completed, or scheduled), content type, delivery platform, or topic keyword, then click Apply filters. Canceled jobs are highlighted in red. Click VIEW on any row to open the job in review mode (read-only for finished jobs). Results are paginated at 20, 50, or 100 rows per page.

The CALENDAR tab shows your content jobs on a month grid or list view. Jobs are placed by scheduled publish time when set; otherwise by completion or creation date depending on status. Each job appears as a colour-coded pill matching its status (pending, draft ready, completed, and so on). Filter by status using the dropdown. Click a pending job to edit it in CREATE; click a draft-ready or past job to open it in REVIEW. Future scheduled jobs that have not yet started are shown but not clickable.

Content Guru usage is tracked on your subscription management page. Content creation quota covers new content jobs, trending topic generate runs, and Ask for changes revisions each calendar month. Image generation quota covers AI-generated images only — uploading your own image does not count toward this limit. When a quota is reached, the relevant action is blocked until the next monthly reset or you upgrade your plan. Check your subscription dashboard for current usage bars and remaining allowance.

When your plan includes content analytics, your subscription management page shows a Content Guru analytics panel. KPIs include total content generations, breakdowns by type (blogs, social posts, newsletters, product marketing, images), average turnaround time, delivery success rate, jobs by status, and deliveries by platform. Filter the panel by daily, weekly, monthly, or all-time ranges. Analytics reflect activity across all Content Guru agents on your subscription.