Guide5 min read

How to Set Up Your Business Profile for a Smarter AI Chatbot

Your business profile is the foundation your AI chatbot builds on. The more details you provide, the more accurate and personalised your chatbot's responses become.

Why Business Setup Matters#

Customer asks: "What time do you close today?"

Without setup

"I don't have information about business hours."

With setup

"We close at 5:00 PM today. Open again tomorrow at 9:00 AM."

Business setup is a one-time process. Once completed, your chatbot automatically uses this information when answering customer questions.

Step 1: Organisation Details#

When you first sign in, you'll be prompted to create your organisation. This is the only required step before you can start building chatbots.

Field	Required	Description
Organisation Name	Required	Your business or company name as customers know it.
Region	Required	Where your business primarily operates (e.g. Oceania, North America, Europe).
Industry	Required	Your business category — helps the chatbot understand context (e.g. Healthcare, Retail, SaaS).

Use your customer-facing business name, not a legal entity name. If customers know you as "XYZ Clinic", use that — not "XYZ Pty Ltd".

Step 2: Contact Information#

Add your contact details so your chatbot can direct customers to the right channels. These fields are optional but highly recommended.

Field	Required	Description
Email	Optional	Your main contact or support email address.
Phone	Optional	Phone number customers can call.
Address	Optional	Physical location or mailing address.
Booking URL	Optional	Link to your online booking or appointment system.
Location URL	Optional	Google Maps or directions link to your business.

Example: When a customer asks "How do I book an appointment?", your chatbot will share your booking link and phone number directly — no generic "please contact us" replies.

Step 3: Business Hours#

Set your opening hours for each day of the week. Toggle days on or off and set open/close times.

Field	Required	Description
Daily Schedule	Optional	Open/close times for each day (Monday–Sunday). Toggle closed days off.
Timezone	Optional	Your business timezone (e.g. AEST (UTC+10)).
Note	Optional	Additional info like 'Extended hours Thursday by appointment'.

Example schedule

Monday      9:00 AM – 5:00 PM
Tuesday     9:00 AM – 5:00 PM
Wednesday   9:00 AM – 5:00 PM
Thursday    9:00 AM – 7:00 PM
Friday      9:00 AM – 5:00 PM
Saturday    10:00 AM – 2:00 PM
Sunday      Closed

Timezone: AEST (UTC+10)
Note: Extended hours Thursday by appointment

Always set your timezone. Without it, the chatbot cannot accurately answer "Are you open right now?"

Step 4: Services#

Add the services your business offers. This helps the chatbot understand what you do and answer questions like "Do you offer X?" accurately.

Example — Healthcare clinic

General Consultation
Telehealth Consultation
Dietitian Appointment
Blood Test Review
Weight Management Program
Diabetes Management

Example — SaaS product

Free Plan
Pro Plan ($29/mo)
Enterprise Plan (custom pricing)
API Access
Priority Support
Custom Integrations

Be specific. "Weight Management Program" is better than "Programs". The more descriptive each service entry, the better your chatbot can match customer queries.

Add important links and social media profiles. Your chatbot uses these to direct customers to the right resources.

Links

pricing     https://example.com/pricing
careers     https://example.com/careers
blog        https://example.com/blog
support     https://example.com/support
terms       https://example.com/terms

Social media

Facebook    https://facebook.com/example
Instagram   https://instagram.com/example
LinkedIn    https://linkedin.com/company/example
X (Twitter) https://x.com/example

So when customers ask for your pricing page or social profiles, your chatbot gives them the direct link — no searching required.

What Your Chatbot Learns#

Here's how each section translates into chatbot capabilities:

You set up	Your chatbot can answer
Organisation details	"What does your company do?", "What industry are you in?"
Contact info	"What's your phone number?", "How do I book?", "Where are you located?"
Business hours	"Are you open today?", "What time do you close?", "Weekend hours?"
Services	"Do you offer telehealth?", "What services do you provide?"
Links	"Where's your pricing page?", "Do you have a support page?"
Social media	"Are you on Instagram?", "Where can I follow you?"

Tips for a Better Setup#

Complete every section — even optional ones. Each field you fill in is one more question your chatbot can answer confidently

Use customer-facing language — write details the way your customers would expect to see them, not internal jargon

Keep it current — update business hours for holidays, add new services when you launch them, and remove outdated links

Test after setup — open your chatbot and ask questions like "What are your hours?" or "How do I contact you?" to verify the responses

Add a booking URL — if you take appointments, this single field dramatically improves the chatbot's ability to convert enquiries into bookings

Set your timezone — without it, time-sensitive answers like "Are you open now?" cannot be accurate