Everything you need to ship faster.

Overview

What Chatbotistic does, and how the pieces fit together.

Chatbotistic embeds a WhatsApp chat widget on your site, captures every visitor who starts a conversation as a lead in your dashboard, and lets you follow up — one-on-one or with bulk campaigns — without leaving the browser. The widget itself is powered by Tochat.be; your Chatbotistic account is where you configure it, see who's talking to you, and manage billing.

• Widgets — the embeddable chat bubble; each has its own agents, display rules, and banners.
• Leads — every visitor who starts a chat or fills a form, synced from Tochat so you can triage, filter, and export.
• Campaigns — bulk WhatsApp sends to a filtered slice of your leads, metered against your plan's monthly message quota.
• Account — your profile, WhatsApp connection, white-label (Agency plan), team, and billing.

Not signed up yet? See plans & pricing.

Quickstart

The fastest path from signup to your first WhatsApp lead — about five minutes.

1. Create a widget — your first chat bubble, scoped to one site or domain. Free plans get 1 widget; paid plans get more — see Billing & Plans.
2. Add an agent — a WhatsApp number that receives and answers chats. A widget needs at least one before it's useful.
3. Embed the widget — paste the snippet from the widget's Customize & Embed tab onto your site, or install the WordPress plugin instead.
4. Connect WhatsApp — in Settings, either your personal number (manual replies) or the Meta Cloud API (needed to send Campaigns).
5. Watch leads roll in — on the Leads page, and follow up with a Campaign once you've got a few.

Create your first widget

Widgets are the chat bubble your visitors see.

In your Dashboard, open Widgets and click Create widget. Every widget belongs to your organization and is scoped to a domain — pick which site it should appear on.

What you'll set up

• Name — internal only, for your own reference (e.g. "Main site — support").
• Agent(s) — the WhatsApp number(s) that answer chats from this widget. Needs at least one.
• Display rules — control when/where the bubble shows (all pages, specific paths, after a delay).
• Banners — optional proactive messages that pop up before a visitor clicks the bubble.

Customize & embed

Style your widget and drop it onto your site.

Customize

From a widget's settings you can adjust bubble color, position, greeting text, banners, and — if you want visitors to book a slot directly from the chat — a booking config (see Booking Forms). On Free and Starter plans the widget shows a small "Powered by Chatbotistic" mark; Growth and Agency remove it.

Embed the snippet

Every widget has an install snippet with your widget ID already filled in — copy it from the widget's Customize & Embed tab and paste it before the closing </body> tag on any page you want it to appear on:

<script async src="https://services.tochat.be/widget/YOUR_WIDGET_ID/load.js"></script>

Works on WordPress, Webflow, or a custom site — reload the page and the bubble should appear within a couple of seconds.

Landing pages

A dedicated, shareable page that opens straight into a WhatsApp chat — no widget embed needed.

Useful for a link you can drop into an ad, a bio link, or a QR code. Instead of a chat bubble sitting on your existing site, a landing page is the whole page: a visitor lands on it and goes straight into a conversation with the widget's agent.

Setting one up

• Pick which widget's agent(s) the landing page should route to.
• Choose the page's headline, description, and call-to-action text.
• Publish — you get a shareable link (and a QR code) that opens the chat directly.

Booking forms

Let a WhatsApp conversation end in a scheduled appointment, not just a chat.

A booking config attaches a scheduling flow to one of your widget's agents. Instead of the chat ending in "someone will get back to you," the visitor picks a time slot right there, and it lands on their lead record as structured booking data.

Setting one up

1. Open the agent you want bookable, and add a booking config.
2. Define your available slots — working hours, slot length, and how far in advance someone can book.
3. Save. The agent's chat flow now offers booking as an option.

Booking data shows up in the lead's detail drawer under a dedicated "Booking" section — there's no separate booking calendar view; bookings live as part of the lead record they belong to.

Installing the WordPress plugin

A small plugin you install on your own WordPress site — no code snippet needed.

Activate your license, pick a widget, and the chat button goes live for your visitors.

1. Download the plugin — from your account's Install tab, grab the latest .zip.
2. Install on your WordPress site — in wp-admin, go to Plugins → Add New → Upload Plugin, choose the .zip, then Install Now and Activate.
3. Paste your license key — open Chatbotistic Widget → License in wp-admin and paste the key from your account's Install tab.
4. Connect a widget — after activation the plugin fetches your widget list — pick one from the dropdown and Save. The chat button goes live immediately.

System requirements

• WordPress 6.0 or newer
• PHP 8.0 or newer
• HTTPS site (required for the license heartbeat)

Managing leads

Every visitor who starts a chat becomes a lead — here's how to triage them.

The Leads page lists everyone who's messaged one of your widgets, pulled from Tochat and kept in sync. Each lead carries their phone, name, country, referer/attribution info, which widget and agent they talked to, any custom form fields, and booking data if they scheduled something.

The status pipeline

• New — just came in, not yet triaged.
• Contacted — you've followed up.
• Won — became a customer/booking/whatever counts as a win.
• Lost — didn't convert. Reopenable if you need to revisit it.

Search by name or phone, filter by widget/status/date range, export exactly the filtered rows as CSV, or click "Sync now" to pull the latest from Tochat on demand.

Connect WhatsApp

Two ways to connect a WhatsApp number, in Settings → WhatsApp Connection.

Option 1 — Personal number (leads only)

The simplest option. Enter the WhatsApp number you already use — leads still flow into the dashboard normally, but you reply from your own phone. Nothing to authorize with Meta, and no message quota applies since sends don't go through the dashboard. Good for solo operators; the limitation is you can't send bulk Campaigns with a personal connection.

Option 2 — Meta Cloud API

Needed if you want to send Campaigns from the dashboard. You'll need three things from your Meta Business/WhatsApp Business Platform account:

1. Phone number ID — from your WhatsApp Business Platform app in Meta's developer console.
2. WABA ID — your WhatsApp Business Account ID.
3. Access token — a permanent (or long-lived) token with messaging permissions.

Paste these into Settings → WhatsApp Connection → Meta Cloud API and save. The access token is encrypted (AES-256-GCM) before it's stored and is never sent back to your browser again.

Campaigns & message limits

Send one message to a filtered slice of your leads, and understand your monthly quota.

Creating a campaign

1. Go to Campaigns and click New campaign.
2. Name it, then write the message body. Use the {{name}}, {{phone}}, and {{widget}} chips to insert per-lead variables.
3. Pick your audience — all leads, leads from one widget, or leads at a specific status. The recipient count updates live.
4. Choose send now or schedule for later.

Monthly message limits by plan

The usage meter on the Campaigns page (and Dashboard home) turns amber past 70% and red past 90% of your limit. Sending requires both a connected Meta Cloud API connection and remaining quota for the month — missing either turns "Send now" into a draft-only save with an explanation, rather than silently failing. The quota resets at the start of each calendar month.

Team & roles

Roles, and how invites work.

Roles

• Owner — the organization's creator. Can't be removed or demoted; there's always exactly one.
• Admin — can manage organization settings, WhatsApp connection, white-label, and invite/remove teammates.
• Agent — can use the dashboard (leads, campaigns) but can't change org-level settings or manage the team.

Your plan caps total seats — Free 1, Starter 2, Growth 5, Agency 15.

Inviting a teammate

From Settings → Team, an owner/admin creates an invite (email + role) and gets a link to copy and send yourself — there's no automated invite email yet. The invitee needs a Chatbotistic account first (they sign up normally), then goes to Settings → Team → "Accept an invite" and pastes the token you sent them.

Billing & plans

What each plan includes, and where billing happens.

Where billing happens

The dashboard doesn't process payments itself. Your plan, billing, and invoices are managed right here on chatbotistic.com — when you upgrade or downgrade, it syncs to your dashboard organization automatically the next time you sign in.

What happens if I hit a limit?

• Widgets/domains/agents/seats: the relevant "create" action is blocked with an upgrade prompt — nothing existing breaks.
• Messages: Campaign sending is blocked once you've used the month's quota; drafts and scheduling still work, and it resets next month.

White-label setup

Rebrand the dashboard and widget for client portfolios — Agency plan.

What you can customize

• Brand name — replaces "Chatbotistic" in places your clients see.
• Primary color — used across the widget and, where applicable, the dashboard accent.
• Email sender name — the "from" name on transactional emails sent for your org.
• Custom domain — point your own subdomain at the dashboard instead of Chatbotistic's.

Setting up a custom domain

1. Pick a subdomain you control, e.g. chat.yourbrand.com.
2. Add a CNAME record pointing it at chatbot.wpistic.cloud.
3. Enter that subdomain into the Custom Domain field and save.
4. DNS propagation can take up to 24 hours; SSL is issued automatically once the domain resolves.

FAQ

Quick answers to the questions that come up most.

Do I need a Meta Business account?

Only if you want to send Campaigns from the dashboard. If you're fine replying manually, connect your personal WhatsApp number instead — no Meta account needed.

Is my WhatsApp access token safe?

Yes — it's encrypted (AES-256-GCM) on the server before being stored, and is never sent back to the browser after you save it. Only a masked placeholder shows in the field afterward.

Can I re-run a sync if I think leads are missing?

Yes — the Leads page has a "Sync now" button that pulls the latest from Tochat on demand, in addition to however often it syncs automatically.

What happens to a lead's status when it re-syncs?

Syncing never overwrites a status you've already set. If a lead comes back in as "open" from Tochat but you'd already marked it "contacted", your status sticks.

Can I have more than one organization?

Not from a single signup today — each account gets one personal organization automatically. Team invites let other accounts join yours; there isn't a self-serve "create a second org" flow yet outside of Agency sub-accounts.

What's the difference between a widget's agent and a team member?

An "agent" is a WhatsApp number configured on Tochat that answers chats for a widget. A "team member" is a person with a login to your dashboard. They're unrelated — a team member doesn't need to also be a WhatsApp agent, and vice versa.

My invite link doesn't work — what happened?

Invite tokens are single-use and don't expire on a timer, but they do stop working once accepted, or if they were revoked by an admin. Ask whoever invited you to send a fresh one from Settings → Team.