Setting up aishaa with the onboarding

In short: If you have just created a workspace, aishaa does not start empty. aishaa reads your website, prepares what it can and opens a conversation with you on the Get started screen. In that conversation aishaa helps you with what only you can do: making sure customers can reach you. After that, if you want, you can choose the tone, tell aishaa which programs you use, describe how you work and invite colleagues. You can skip every optional step and finish it later.

Where to find this

Menu Get started, at the top of the left navigation. Your progress is shown next to the menu item, for example 1/2.

Who: the onboarding belongs to the owner. That is the person who created the workspace. Only the owner sees the screen, the bar at the top, the menu item and the card on the dashboard. Colleagues see nothing of the onboarding.

The onboarding belongs to the first organisation of a new workspace. An organisation without an onboarding (for example one that already existed before the onboarding was introduced) shows There is nothing left to set up here. on the screen. You also see that after you have closed the onboarding with Done, leave it.

How it starts

1. You create a workspace (see Create an aishaa workspace).
2. Straight after that, aishaa gets to work. If you entered a website when registering, aishaa reads it and sets itself up for the kind of business it sees there. You do not need to do anything for that.
3. When you sign in for the first time, the Get started screen opens by itself. The steps are on the left, your conversation with aishaa is on the right. aishaa has already written a first message.
4. If aishaa could not find or read your website, or the address does not belong to your business, aishaa asks about it first. Enter the address and click This is our site, or choose We don’t have a website. Without a website you set things up by hand together with aishaa: aishaa then asks you a few questions about your business.

If aishaa is unsure what kind of business you are, it asks at most one question with buttons, for example how customers usually find their way to you.

The Get started screen with the steps on the left (Customers can reach you, and under Makes aishaa even better the optional steps) and on the right the conversation with aishaa with a card with choice buttons.

The steps

The screen says: aishaa sets almost everything up for you. Only what you need to do is listed below. The steps are outcomes, not settings.

The required steps are at the top, with the progress (for example 1 of 2). The optional steps are under Makes aishaa even better (Can also be done later). A step turns green by itself as soon as it has worked, even if you arrange it somewhere else in aishaa.

A required step that is still open shows Set it up yourself. That takes you to the regular settings page to do it without aishaa. At the top of that page you then see Done with “(step)”? with the Back to setup button.

Customers can reach you

This is the step only you can do. aishaa asks: One thing only you can arrange: where do your customers send their questions now? with the buttons To our e-mail address, Via WhatsApp, They call us and We do not have anything yet.

• If you choose email, aishaa asks which mailbox you use and prepares a card with the Set it up now button. It opens the regular connection page, for example for an Outlook or Microsoft 365 mailbox, a Gmail or Google Workspace mailbox, Another mailbox (IMAP/SMTP) or Forward your mail to aishaa.
• If you choose WhatsApp or telephony, you also get a card with Set it up now to the right page.
• aishaa never connects anything by itself that requires signing in to Microsoft, Google or Meta. You do that via the button. When you come back to the Get started screen, aishaa checks by itself whether it worked and tells you.

See also Connect your first channel.

How aishaa sounds

aishaa shows one customer question that suits your business, with the reply in three tones side by side. Tap the tone that suits you best.

The chosen tone becomes the account’s writing style, for every channel that does not have a writing style yet. A channel with a writing style stays as it is. You change it later under Organisation > Intelligence > Writing styles, see Writing styles.

Because the tone applies to the whole account, aishaa only offers this step if you are an Account admin. If aishaa already took a writing style for email from your website, the chosen tone applies to WhatsApp, not to that organisation’s email.

The tone card in the conversation with aishaa: a customer question and below it three replies in the tones Friendly and personal, Short and clear and Businesslike and polished.

The programs you use

aishaa shows a card with programs that suit your kind of business, grouped by type (for example Webshop, Payments, Shipping, Bookkeeping, Agenda, Customer file or CRM). What was already on your website, aishaa has ticked in advance.

1. Tick what you use and untick what is not right. If you use something else, choose Something else… and type the name (separate several names with commas).
2. Click That is right.

Every tick is saved immediately. You may also just type it in the conversation (“we use Shopify and Exact”); aishaa then notes everything you mention.

If aishaa has an integration for a program, aishaa suggests connecting it, with a card and the Connect button. If there is no integration yet, aishaa notes the program. If an integration for it becomes available later, aishaa lets you know in your conversation with aishaa and by email.

How you work

aishaa describes in three to five steps how a customer question runs at your company and asks Is that about right?

• Yes, more or less: aishaa saves the way of working.
• It works differently: aishaa asks one open question and adjusts the steps to your words. You confirm the new version.
• Skip: the step stays open for later.

The way of working is information about your business. It does not change by itself how aishaa replies to customers. How aishaa handles customer messages is determined by your workflows and agents.

Colleagues on board

aishaa asks whether you work with others. If so, you get a card to invite colleagues:

1. Enter a Name and Email address for each colleague. With + Someone else you add a row, up to ten colleagues at a time.
2. Click Invite.

Everyone gets the same invitation email and the same starting role as with an invitation via Account > Users. Below the card it says They can start helping right away. You can change what someone may do later under Users. If an invitation fails, the reason is shown under that row, for example Already in your team. or This address already has an aishaa account elsewhere. You need the Account admin role for this card. See Invite your team.

Skipping, continuing later and finishing

• Skip on an optional step means “not now”, not “done”. The step stays in the list as Skipped and you can still do it later. You cannot skip a required step.
• Continue later (in the top right of the conversation) closes the screen for this session. As long as a required step is open, the screen opens again the next time you sign in, and the Get started with aishaa bar with (number) of (number) required and the Continue setting up button is shown above every page. You cannot dismiss that bar.
• Once the required steps are done, the screen says The basics are in place. The rest makes aishaa even better. The Dashboard then shows the (number) more things that make aishaa better card, with the Do it and Skip buttons for each open or skipped step. Do it opens the Get started screen and aishaa picks up exactly that step.
• With Done, leave it on the dashboard card you finish the onboarding. Open optional steps then count as skipped and the card, the menu item and the bar disappear. You can also tell aishaa in the conversation that you are completely done.
• When everything is done, the top of the screen shows Everything is ready (aishaa is ready for your customers. Want to change something later? Just ask her.) with the Go to the dashboard button.

The 3 more things that make aishaa better card on the dashboard, with the Do it and Skip buttons for each step and Done, leave it in the top right.

What aishaa also does by itself

• Pages of your website: aishaa reads up to five customer service pages of your own website, such as returns, shipping, frequently asked questions, terms and conditions, contact and warranty, and prepares them as knowledge documents. aishaa tells you in the conversation which pages it read, with the View link. See Knowledge documents.
• Writing style for email: if the organisation does not have its own writing style yet, aishaa creates one based on your website.
• First customer question: when the first customer question comes in and aishaa has prepared a proposal for it, aishaa sends you one message with the ticket number. Check the proposal, edit it where needed and send it. aishaa learns from your changes.

What aishaa changes in the settings this way, you see under Organisation > Intelligence > Changes. See Changes and reverting.

What you still do yourself afterwards

The onboarding makes sure customers can reach you and that aishaa knows your business. After that:

• Work through aishaa’s first proposals in the tickets. Every reply from aishaa starts as a proposal that a person sends.
• Look at which workflows are ready for you and who replies, see What are workflows.
• Add what aishaa needs to know: knowledge documents, organisation information and notices.
• Adjust your colleagues’ roles under Account > Users.

A complete list is in Checklist for the first week.

Good to know

• In the conversation you can always just type instead of clicking buttons. aishaa reads what you write.
• aishaa sends one reply at a time. If you send a second message while aishaa is still busy, wait a moment for its reply.
• If aishaa gets stuck somewhere, you can also set up every step yourself via Set it up yourself or the regular settings pages.
• To chat with aishaa you need at least the Team lead role; the onboarding itself requires the Organisation admin role. If you do not have access to the conversation, it says The conversation with aishaa is not available for you. You can still set everything up yourself through the steps.
• On a phone, the steps are in a collapsible bar above the conversation (Show steps / Hide steps).
• After the onboarding, your conversation with aishaa remains. You can always ask aishaa there to change something, see aishaa in chat: instructions and proposals.

Related

• Create an aishaa workspace
• Connect your first channel
• Invite your team
• Checklist for the first week
• Writing styles
• aishaa in chat: instructions and proposals
• What are workflows