Flowbuilder

TotalChat's Flowbuilderis a visual and intuitive drag-and-drop editor designed to easily automate your business communications.

Whether it's to nurture leads, answer frequently asked questions, or boost sales, Flowbuilder allows you to create dynamic conversation flows without the need for programming knowledge.

Why should you use Flowbuilder?

Save time and effort: automate repetitive tasks like answering frequently asked questions, collecting customer information, or sending reminders.

• Enhance the customer experience: guide your users through personalized and interactive conversations, improving engagement and satisfaction.
• Boost lead generation and conversions: set up smart flows to capture leads and automatically guide them through your marketing funnel.
• Seamless integration: Connect with external APIs, Google Sheets, CRM systems, and much more, thus expanding your bot's capabilities.
• Platform flexibility: Create flows for WhatsApp, WebChat, Facebook, Instagram, and Telegram, all from one place.
• Grow your business: manage more conversations simultaneously without the need to hire additional agents.

With Flowbuilder, you are not just creating a bot, but an intelligent and automated experience that works for your business 24/7.

Set up your keywords

Exact keyword match

When you select the "Exact keyword match" option, the system will only activate the bot if the user's message exactly matches one of the keywords you have entered.

Ideal for: simple and strict commands, or quick response menus where user input is predictable.

NOTE:
Any additional word or spelling mistake will cause the bot not to trigger the alert.

String match

When you choose String match, the bot will activate if any of your keywords are found anywhere in the user's full message.

Ideal for: Creating a flexible and natural conversation where users can ask longer questions or make spelling mistakes. For example, if your keyword is "help," the bot will activate with "Can I get help?".

Keep in mind: Be careful when using single letters (like i or a) as keywords, as the bot will activate with almost any message containing that letter. Use complete and relevant words or phrases.

Add a title:Name your flow so you can easily manage multiple flows later.

Advanced options (optional):

• • Add or remove tags for audience segmentation.
  • Subscribe or unsubscribe users fromSequences.
  • Store data in custom fields such as name, email, and phone.
  • Assign the conversation to specific roles or team members.
  • Send data to an external webhook URL for custom processing.
  • Log conversation data in a connected Google Sheet.

Create the conversation flow:

Click on the "Start bot flow" box.
In the right panel, choose elements like text, image, interactive, data retrieval from Google Sheets, etc., to create your step-by-step flow.

• Save your bot flow:
  Once you have completed the setup, click the blue "Save" button located at the top right or bottom left to save your bot.

Details of Flowbuilder elements

Here is a more detailed breakdown of each element available when designing a bot flow:

1. Text

Send simple text messages to users. Ideal for greetings, updates, confirmations, or frequently asked questions.

 Example: "Hello! 👋 How can we help you?"

2. Image

Share visual content with your audience. Ideal for product photos, event banners, or showcasing special offers.

Example: Send an attractive image of the product catalog when a user asks about new arrivals.

3. Video

Share impactful videos directly through chat. Ideal for product demonstrations, welcome videos, testimonials, or promotional announcements.

 Example: "Check out this 30-second demo to see how it works!"

4. Audio

Share voice notes, greetings, or audio instructions. This helps make conversations more personal and engaging.

Example: Send a voice greeting from the CEO to welcome new subscribers.

5. File

Send downloadable files like PDF brochures, manuals, price lists, or eBooks.

Example: "Here is our 2026 Pricing Guide. 📄 Click to download!"

6. Interactive

Create buttons, lists, and quick response options to energize the chat.

 For example: show options like "Book now," "Contact support," or "View products" so users can easily navigate.

7. URL Call to Action (CTA) Button

Insert call-to-action buttons that redirect users to any external URL.

 Example: "Visit our store" button with a link to your e-commerce site.

8. Location

Request users to share their current location.

Example: Useful for confirming delivery addresses for a courier service or a food order.

9. HTTP API

Enable external APIs to fetch or send data in real-time during the conversation.

Example: Get the order status from the backend of your online store when a user asks: "Where is my order?".

10. Fetching data from Google Sheets

Connect to a Google spreadsheet to dynamically retrieve information or update records during a chat.

Example: Check the available appointment times in a Google spreadsheet and offer booking options instantly.

11. WhatsApp flows

Create optimized flows specifically for WhatsApp conversations.

For example: welcome new WhatsApp users with a welcome kit and interactive menus.

12. Form

Ask users to enter data such as names, emails, comments, or any other personalized information.

Example: "What is your email address so we can send you the brochure?"

13. AI Response

TotalChat automatically responds intelligently to user inquiries through AI detection.

For example: if someone types "prices", the AI can automatically trigger the pricing flow without needing to match keywords.

14. Condition

Set conditional logic based on user responses or attributes to branch conversations.

Example: If the user selects "Premium Customer", show them premium services; otherwise, show them regular services.

15. Template message

Send WhatsApp messages with pre-approved templates outside the 24-hour window.
For example: send a follow-up message of "Thank you for your inquiry" after 24 hours.