Creating Your First AI Employee (6-Step Wizard)

Navigate to AI Employees → New AI Employee. The wizard walks you through 6 steps:

1. Basic Info — Name, description, welcome message, and template (Sales, Support, Legal, etc.)
2. Knowledge Base — Upload files (PDF, Word, text), add URLs, or paste text directly
3. Personality — Set the system prompt, response tone, and behavior rules
4. Social Channels — Connect WhatsApp, Facebook Messenger, Instagram, or Telegram. The website widget is always available automatically.
5. Appearance — Choose widget style (Floating Button or Side Tab), position, colors, icon, and button label
6. Deploy — Review your setup and launch. Get your embed code instantly.

Your AI agent is live immediately after creation and starts responding to messages on all connected channels.

Connecting Social Media Channels

Your AI agent can automatically respond to messages on WhatsApp, Facebook Messenger, Instagram DMs, and Telegram — converting every conversation into a verified lead.

Channels Overview

• Website Widget — Always available. Copy the embed code from the Deploy tab.
• WhatsApp — Requires a Meta Business account. Needs Phone Number ID, WABA ID, and a permanent Access Token.
• Facebook Messenger — Requires a Facebook Page ID and Page Access Token from Meta Business Suite.
• Instagram DMs — Linked to your Facebook Business Page. Requires Instagram Business Account ID and the same Page Access Token.
• Telegram — Simplest setup. Get a Bot Token from @BotFather on Telegram and paste it in.

Setting Up During Creation (Recommended)

Step 4 of the creation wizard shows all channels. Toggle on any channel and enter credentials. Your agent will be active on those channels immediately after launch.

Setting Up After Creation

1. Open your agent → Channels tab
2. Click on the channel you want to connect
3. Enter the required credentials
4. Click Save

How the AI Handles Incoming Messages

When a visitor messages on any connected channel:

1. The AI reads the message and searches your knowledge base
2. Responds instantly (usually under 2 seconds)
3. Captures name, email, phone if offered — creating a verified lead
4. Offers to book an appointment if calendar is connected
5. If a human agent takes over, AI pauses and resumes after 30 minutes of inactivity

Managing AI Employee Moderators

You can invite team members to help manage specific AI agents without giving them full account access.

Adding a Moderator

1. Go to your agent's Moderators tab
2. Click Add Moderator
3. Enter their email address
4. Click Add Moderator

Moderator Permissions

Can do: Manage knowledge base, update settings, view analytics

Cannot do: Create AI agents, access billing, add other moderators

Limit: 2 moderators per AI agent

Connecting External Systems

Webhooks allow your AI agent to send real-time notifications to your servers when specific events occur.

Setting Up Webhooks

1. Navigate to your agent's Webhooks tab
2. Click Add Webhook
3. Enter your server endpoint URL (must be HTTPS)
4. Select the events you want to receive
5. Test your webhook to verify it's working

Available Events

• chat.session.started - When a new chat session starts
• chat.message.received - When a user sends a message
• chat.message.sent - When the agent responds
• document.uploaded - When a document is uploaded
• document.processed - When document processing completes
• agent.activated - When an AI agent is activated
• agent.paused - When an AI agent is paused

Security

All webhook requests include an HMAC-SHA256 signature in the X-Harmonix-Signature header for verification.

Use webhooks to sync leads with your CRM, trigger workflows, or connect to your internal database.

Customizing Your Chat Widget

Make the chat widget match your brand by customizing its appearance.

Theme Options

• Primary Color: Main button and header color
• Secondary Color: Accent color for gradients
• Position: Bottom-left or bottom-right of the screen
• Border Radius: Sharp or rounded corners

Preview your changes in real-time with the Test Chat button.

Customizing Your Chat Widget

Go to your agent's Appearance tab to fully customize how the chat button looks on your website.

Widget Style

• Floating Button — A circle button at the bottom-right or bottom-left corner of the page. Classic and widely recognized.
• Side Tab — A vertical pill pinned to the right or left edge of the screen, centered vertically. Great for not covering page content at the bottom.

Chat Button Icon

Pick from 9 icon styles for your button:

• Chat — Classic message bubble (default)
• Bot — Robot icon to signal AI
• Support — Headphones for customer service feel
• AI — Sparkles for a modern, AI-forward brand
• Help — Question mark for information desks
• Phone — Phone icon for call-oriented businesses
• Friendly — Heart for wellness or care brands
• Premium — Star for high-end or rated services
• Fast — Lightning bolt for instant-response positioning

Button Label

Add an optional text label (up to 20 characters) such as "Chat with us", "Get Help", or "Book Now". The label appears next to the icon or in the side tab.

Embed Code

Your settings are automatically reflected in the embed code:

<script src="https://www.harmonix.info/widget.js" 
  data-chatbot-id="YOUR_ID" 
  data-api-key="YOUR_KEY"
  data-widget-style="side_tab"
  data-position="right"
  data-button-icon="sparkles"
  data-button-text="Chat now"></script>

Copy from the Deploy tab — it always reflects your latest settings.

Managing Your Leads Pipeline

The Leads section in the dashboard provides a full CRM pipeline to track and manage leads captured by your AI agents.

Pipeline Stages

• New: Freshly captured leads from conversations
• Contacted: Leads you've reached out to
• Qualified: Leads confirmed as good prospects
• Proposal: Leads with active proposals
• Won: Successfully converted leads
• Lost: Leads that didn't convert

CSV Lead Import

You can bulk import leads from a CSV file:

1. Click the Import dropdown on the Leads page
2. Select CSV Import
3. Upload your CSV file or download a template first
4. Map your CSV headers to lead fields (name, email, phone, company)
5. Choose whether to skip duplicates
6. Click Import to add all leads

Bulk Actions

Select multiple leads using checkboxes, then use the action bar to:

• Move to Stage: Bulk-move leads to any pipeline stage
• Export: Download selected leads as a CSV file
• Delete: Remove selected leads with confirmation

Creating an AI Employee with the Wizard

The 5-step guided wizard makes creating a new AI agent easy:

Step 1: Basic Info

Enter the agent's name, choose a template (Customer Support, Sales, Appointments, or Custom), and select the workspace.

Step 2: Knowledge Base

Upload documents or add URLs for the AI to learn from. Supports PDF, Word, and text files.

Step 3: Personality

Define the agent's system prompt, tone, and behavior rules. Set how it should respond and what topics to avoid.

Step 4: Theme

Customize the chat widget's colors, position, and branding to match your website.

Step 5: Deploy

Copy the embed code and add it to your website. Your AI agent is now live!

Legal Documents & Policies

Review our legal documents to understand how we protect your data and the terms of using Harmonix.

All payments are processed securely by Stripe. For any legal questions, contact legal@harmonix.info.