Features
Every page in the Vibot dashboard, in the order the sidebar shows them. Each entry says what the page does, which roles see it, and which plan unlocks it.
Roles. OWNER sees everything and is the only role that can touch billing, members, and API keys. SUPERVISOR works the inbox and configures the AI. AGENT sees Chats, Escalations, and Settings → Help only. Seats are plan-limited — see Pricing.
Overview
The dashboard landing page. AI messages used against your monthly quota, WhatsApp connection status, quick actions, and analytics — message volume, message types, conversation stats, and the campaign funnel.
OWNER, SUPERVISOR.
Connect WhatsApp
Connection status (Connected / Pending Registration / Not Connected), your connected number’s details, and the Fix Registration flow for entering your two-step verification PIN.
Full walkthrough: Connect WhatsApp.
OWNER.
Chats
Two-panel inbox — conversation list on the left, the full thread on the right, with images and documents rendered inline. Take Over stops the AI so you can reply as a human; Hand to AI gives the conversation back.
OWNER, SUPERVISOR, AGENT. Take-over requires Lite.
Replying by hand does not check opt-out status. If a contact has opted out, the AI stops messaging them — but a human reply from the inbox still sends.
AI
AI Agent
Everything about how the agent behaves, across six tabs — Configure (language, voice replies), Persona (system prompt, greeting, guardrails), Variables (the fields it collects from customers), Tools, Analysis (post-conversation scoring), and Advanced (reply footer and branding). Persona name sits in the header, above the tabs.
Full walkthrough: Configure the agent.
OWNER, SUPERVISOR.
Tools
The actions your agent can take mid-conversation — capture a lead, escalate to a human, book through a connected provider, or call your own HTTPS endpoint.
Full guide: Tools.
OWNER, SUPERVISOR.
Integrations
The accounts those tools run on — Slack, Shopify, Google Sheets, Calendly, MCP servers, and custom webhooks. Connect once, then add actions as tools.
Full guide: Integrations.
OWNER, SUPERVISOR.
Voice messages
WhatsApp messages your Vio voice agent may send around a call — one sent while the agent is still talking to the caller, one sent after the call ends.
You write the wording and submit it to Meta for approval; required placeholders must stay, but the rest is yours. Meta’s rules apply: a message can’t start or end with a placeholder, and two placeholders can’t sit next to each other. Approved wording is locked — Meta approved that exact text.
OWNER only — submitting registers a template on your own WABA, which is an account-level action.
Knowledge Base
Upload PDFs, DOCX, TXT files, or URLs for the agent to answer from. Documents go Processing (amber) → Ready (green) or Failed (red). The Knowledge Base is searched automatically on every message — you don’t need a tool for it.
Document limits scale with plan — 1 / 5 / 25 / 100 across Lite / Basic / Pro / Growth, with file-size ceilings to match. See Pricing.
OWNER, SUPERVISOR. Requires Lite.
Escalations
Conversations the AI handed to a human — the customer asked for a person, showed frustration across three consecutive turns, or tripped a guardrail rule. Reply directly, or hand back to the AI once it’s resolved.
OWNER, SUPERVISOR, AGENT. Requires Lite.
Leads
Everyone the agent captured as a lead, newest or hottest first. Scoring runs automatically a few moments after capture and sorts each lead into a band:
| Band | What it means |
|---|---|
| HOT | Ready to buy — call this one today. |
| WARM | Genuinely interested — follow up this week. |
| COLD | Just browsing or not a fit — nurture, don’t chase. |
Each lead carries the model’s read of their intent, why it scored them that way, and two to four recommended next steps. Search by name, phone, or email, update status as the lead moves through your pipeline, add notes, export to CSV, or jump straight to the conversation it came from.
Capture is driven by the capture_lead tool — if the agent never
captures anything, check that tool is enabled.
OWNER, SUPERVISOR.
Automations
Out-of-window follow-ups. Past 24 hours since the customer’s last message, the WhatsApp customer-service window closes and only an approved template can send — so each follow-up band needs its own template that Meta has approved.
The ladder is three bands, timed from the customer’s last message:
| Band | Default window | Intent |
|---|---|---|
| Short | up to 48 hours | The conversation only just went quiet. A direct nudge about what they were actually asking about. |
| Medium | 48 hours – 7 days | A few days on. Still specific, but written to be worth reading cold. |
| Long | 7 days onwards | The tail. One last re-engagement attempt. |
You can retime the bands, but exactly one must be the catch-all with no upper limit, and it must be last. A band with no approved template can’t send.
Each band shows its own Meta status — Not written, With Meta for review, Approved, Rejected (with Meta’s reason, so you can edit and resubmit), or Paused by Meta for quality.
Follow-ups switch themselves off automatically if too many recent out-of-window sends come back blocked (Meta error 131049). The page tells you when this has happened and you turn them back on deliberately — fix the wording first, or it will trip again.
OWNER, SUPERVISOR.
Assistant
Vibot Chat
A full-page chat with the Vibot assistant. Useful for longer Q&A, for drafting a system prompt, and for testing your agent’s tools without messaging a real customer. Also available as a floating widget on every page.
OWNER, SUPERVISOR.
Outbound Campaigns
Campaigns
Send approved WhatsApp templates to many contacts. A three-step wizard — Template → Contacts → Review & Launch — with a preflight check that gives a traffic-light verdict before anything sends.
Sending safely is its own section: Sending campaigns.
OWNER, SUPERVISOR. Requires Lite.
Contacts
Phone numbers, names, labels, and notes. Bulk import from CSV or XLSX with a preview before commit, and inline editing. Opted-out contacts are greyed out and excluded from Marketing campaigns automatically.
OWNER, SUPERVISOR. Requires Basic.
Templates
WhatsApp message templates. Meta must approve one (PENDING → APPROVED / REJECTED) before a campaign can use it. Categories are Marketing, Utility, and Authentication — and the category sets your wallet rate.
OWNER, SUPERVISOR. Requires Lite.
Billing and Settings
Billing
Two tabs — Overview (wallet balance, transaction history, AI-message progress) and Plans (monthly/annual toggle, plan cards, Razorpay checkout).
OWNER only.
Settings → Organisation
Edit your organisation name; view plan, account status, and member-since date.
OWNER only.
Settings → Members
Invite supervisors and agents. Seat limits scale with plan — Free and Lite are owner-only, Basic 2, Pro 3, Growth 5, Enterprise up to 10.
OWNER only.
Settings → Notifications
Choose which events email you, and who receives them. Six events: Escalations, New leads, Campaigns (finished), Billing & wallet, API keys expiring, and Webhook endpoint disabled.
OWNER only.
Settings → API & Webhooks
Mint and revoke API keys for the public REST API, set per-key scopes, expiry, daily spend caps and IP allowlists, and register the webhook endpoints that receive your account’s events.
OWNER only. Requires Pro; registering webhook endpoints requires Growth.
Settings → Help & Docs
Links into this documentation and the route to contact support.
All roles.
What’s not in the sidebar
- Public REST API — 40 endpoints across messages, conversations, contacts, campaigns, templates, leads, the agent, the knowledge base, and webhooks. Keys are minted in Settings → API & Webhooks. Requires Pro.
- Outbound webhooks — Vibot POSTs signed events to your endpoint when things happen in your account. Requires Growth to register.
Want a step-by-step recipe for a specific task? See How-to guides. Stuck on something? See Troubleshooting.