AI Chatbot for customer

Updated30-07-2026

Chatbot IA (Intelligent Assistant) – User Guide

1. Overview

Chatbot IA (Intelligent Assistant) is an intelligent booking assistant for eJanji.com that automates customer interactions and appointment bookings. It combines a structured booking engine with optional AI assistance to provide a seamless booking experience while reducing manual workload.

Key Features

Automated appointment booking
Shopping cart and multi-booking checkout
Payment and deposit support
Customer information collection
Optional AI-powered responses
Customizable chatbot appearance and settings

2. How Chatbot IA Works

Chatbot IA uses a hybrid architecture consisting of two components:

Core Booking Engine

The built-in booking engine manages the entire booking process without using AI.

It handles:

Service selection
Appointment date and time
Shopping cart
Checkout and payment
Customer information
Booking confirmation

Since this process is rule-based, it is fast, reliable, and incurs no AI usage cost.

AI Fallback

AI is only used when customers ask questions outside the normal booking flow.

Example questions:

“Are you open on public holidays?”
“Can I bring my child?”
“Is parking available?”
“Which service do you recommend?”

When a free-text question is detected, Chatbot IA sends it to ChatGPT and returns an AI-generated response.

3. Booking Features

Chatbot IA provides a complete appointment booking experience, including:

Step-by-step service booking
Multiple services in one checkout
Repeated bookings for the same service
Shopping cart before checkout
Full payment or advance deposit
Booking confirmation

4. Customer Information

Administrators can require customers to provide:

Email address
Phone number

This information can be used for:

Booking confirmations
Reminder notifications
WhatsApp follow-up
Customer records

5. Chatbot Settings

Customize the chatbot to match your business branding.

Appearance

Assistant Name
Primary Color
Chatbot Font & Size
Custom Greeting Message

Features

Enable or disable:

Floating Chat Icon
Require Email
Require Phone
Cart & Payment
Advance Deposit
Required Payment
Allow Multiple Bookings in the Same Checkout

6. Chat Flow

Normal Booking Flow

Most customers will follow the standard booking process:

Open chatbot
Select service
Choose appointment date and time
Enter contact information
Checkout
Complete payment (if required)
Booking confirmation

This workflow does not use AI.

7. Birthday Notification System

The Birthday Notification System automatically sends birthday greetings to customers.

Use dynamic content {customer_birthday} to display the customer’s birthday.

Common uses include:

Birthday wishes
Promotional offers
Loyalty campaigns

8. My OpenAI Key

The My OpenAI Key setting allows you to connect your own OpenAI account for AI-powered responses.

How It Works

The booking engine operates independently and does not require AI.

Your OpenAI API key is only used when customers ask free-text questions outside the booking workflow, such as business hours, recommendations, or general enquiries.

Benefits

Using your own API key provides:

Full Control – Monitor your own AI usage and billing.
Greater Reliability – Uses your own API quota and rate limits.
Independent Access – Not affected by the platform’s shared API configuration.

OpenAI API Key Setup Guide

Follow these steps to create an OpenAI API key for use with Chatbot IA.
Step 1: Create or Sign In to Your OpenAI Account

Visit https://platform.openai.com
Sign in with your existing OpenAI account, or create a new account if you don’t have one.

Step 2: Open the API Keys Page

Click your profile icon in the top-right corner.
Select View API keys.

Alternatively, go directly to:
https://platform.openai.com/api-keys

Step 3: Create a New API Key

Click Create new secret key.
Enter a name for the key (for example, eJanji Chatbot IA).
Click Create secret key.
Copy the generated API key immediately and store it in a secure location.

Important: The secret key is displayed only once. If you lose it, you will need to create a new API key.

Step 4: Add the API Key to Chatbot IA

Log in to your eJanji Admin Panel.
Navigate to Chatbot IA Settings.
Paste your API key into the My OpenAI Key field.
Select your preferred AI model (if applicable).
Save your settings.

Your Chatbot IA will now use your OpenAI account to answer free-text questions outside the standard booking flow.

Notes

An OpenAI API key is optional. Chatbot IA’s booking engine works without it.
AI is only used for free-text questions that are outside the normal booking process.
Keep your API key private and never share it publicly or embed it in client-side code.

AI Usage Cost

AI is only used for occasional free-text questions, so API usage is typically very low. Most customer interactions use the built-in booking engine and do not generate AI requests.

9. Best Practices

For the best experience:

Use a clear and friendly greeting message.
Keep your services and business hours up to date.
Enable Email and Phone collection when appropriate.
Enable Multiple Bookings for businesses offering packages or repeat appointments.
Configure your own OpenAI API key if you require dedicated AI usage and billing.