🤖 How to Create an AI-Powered Chatbot in Kylas Native WhatsApp

The AI-Powered Chatbot in Kylas CRM allows businesses to automate conversations on their WhatsApp Business accounts. It helps you engage leads, collect key details, and respond to customer queries instantly — all without manual intervention.

This feature is available through Kylas Native WhatsApp Integration and can be configured in a few easy steps.

📘 Table of Contents

1. Overview

2. Prerequisites

3. Steps to Create AI-Powered Chatbot in Kylas

   • Step 1: Add Chatbot Details

   • Step 2: Add Chatbot Questions and Field Mapping

   • Step 3: Upload Knowledge Base (Optional)

   • Step 4: Review and Publish

   • Step 5: Set Up Workflow for Chatbot Trigger

4. How the Chatbot Works

5. Use Cases

6. Benefits

7. Conclusion

⚙️ Overview

With the AI-powered chatbot in Kylas WhatsApp Business, you can automate lead capturing, FAQs, and initial client engagement. Once set up, the chatbot replies instantly when a customer sends a message like “Hi” or “Hello,” collects required information, and updates or creates Lead/Contact records in your CRM automatically.

This improves response times, ensures data accuracy, and keeps your team free to focus on qualified leads.

✅ Prerequisites

Before creating the chatbot, ensure the following:

• Your WhatsApp Business account is connected to Kylas CRM.

• Your WhatsApp number is connected via Meta Business Suite.

• You have Admin access in Kylas.

• You have the Kylas Native WhatsApp Business app subscription.

• You have access to Automation → Workflows in Kylas.

🚀 Steps to Create AI-Powered Chatbot in Kylas

Step 1: Add Chatbot Details

1. Log in to app.kylas.io.

2. Go to WhatsApp Business → Chatbots → Create Chatbot.

3. Fill in the following details:

   • Chatbot Name: (e.g., “Chatbot”)

   • WhatsApp Account: Select the connected WhatsApp Business number.

   • Chatbot Type: Choose AI-Powered.

   • Entity: Select Lead or Contact (or both) depending on where data should be stored.

   • Welcome Message: This message is sent automatically when a user sends their first “Hi” or “Hello.”
     Example:

     “Welcome to "<Your Business Name>" 👋
     We’re here to assist with your "<Your Business requirements>"”

   • Thank You Message: This message is sent at the end of the conversation.
     Example:

     “Thank you for sharing your details with us! 🙏
     Our representative will contact you shortly.”

Click Next to proceed.

Step 2: Add Chatbot Questions and Field Mapping

1. Under the Questions tab, click Add Question.

2. Add up to 5 questions (limit set per chatbot).

3. For each question:

   • Enter the Question Text (e.g., “Enter your Name”, “Enter your City”).

   • Map it to a Lead Field or Contact Field (e.g., Name → First Name, City → City).

📌 Example Configuration:

Question	Lead Field	Contact Field
Enter Your Name	Name	First Name
Enter Your City Name	City	City
Enter Other details	<text field>	<text field>

Responses received through WhatsApp will automatically populate the mapped fields in Kylas.

Click Next after all questions are added.

Step 3: Upload Knowledge Base (Optional)

1. Under the Knowledge Base tab, you can upload up to 2 documents (max size: 10 MB ).

2. These can include:

   • Product brochures

   • Pricing sheets

   • FAQs or company policy documents

🧠 The AI engine uses these files to give contextual answers beyond predefined questions.

Step 4: Review and Publish

1. In the Review tab, verify all configurations — chatbot details, questions, and field mappings.

2. Accept the disclaimer by checking the box:

   “I acknowledge and accept the terms and conditions stated above regarding the use of AI-powered knowledge base…”

3. Click Publish.

Your chatbot is now active.

Step 5: Set Up Workflow for Chatbot Trigger

Once the chatbot is published, you need to set up a workflow to automatically trigger it for new incoming messages.

1. Go to WhatsApp Business → Chatbots → Select Your Chatbot → Set Up Workflow.

2. The default workflow is preconfigured as follows:
   

Field	Configuration
Name	Trigger Chatbot for Incoming WhatsApp Messages
Entity	WhatsApp Message
Trigger Preference	When WhatsApp Message is Incoming
Action Type	Immediate
Conditions	Conversation Status = New
Action to Perform	Trigger Chatbot

3. Click Save & Activate.

Your chatbot will now automatically respond whenever a new message comes in.

💬 How the Chatbot Works

Once active:

1. A customer sends a message (e.g., “Hi”, “Hello”) to your connected WhatsApp number.

2. The chatbot automatically sends the Welcome Message.

3. It then sequentially asks all configured questions (up to 5).

4. Responses are stored in mapped Lead/Contact fields in Kylas.

5. After all questions are answered, the chatbot sends the Thank You Message.

6. The conversation is then marked as completed in the CRM.

💡 Use Cases

Use Case	Description
Lead Qualification	Collect name, email, city, and requirements instantly.
Customer Onboarding	Automate initial greeting and document collection.
Support FAQs	Use AI-powered responses from uploaded documents.
Insurance or Loan Inquiry	Capture interest details automatically.
Retail or Service Booking	Auto-capture appointment or inquiry details.

🌟 Benefits

Benefit	Description
⚡ Instant Engagement	Replies instantly to new leads on WhatsApp.
🧠 Smart AI Responses	Provides intelligent answers using uploaded knowledge base.
🔄 Automated Data Entry	Captures lead/contact details directly into Kylas fields.
📈 Better Lead Conversion	Engage prospects immediately, improving conversion rates.
💬 Personalized Interaction	Custom welcome and thank-you messages for your brand.
🕒 Saves Time	Eliminates manual data entry and repetitive follow-ups.

🏁 Conclusion

The AI-Powered WhatsApp Chatbot in Kylas CRM is a powerful automation tool that enables businesses to handle lead interactions efficiently, 24×7.

By combining automation, AI, and WhatsApp’s accessibility, Kylas ensures every inquiry is acknowledged instantly, essential data is collected accurately, and your team can focus on converting high-quality leads instead of managing repetitive chats.

Activate your AI chatbot today — and let Kylas handle your first conversations while your team focuses on closing deals.