1. Creating a Chatbot

1. In RogIQ, go to Chatbot in the left navigation, under Websites.
2. Click + New Chatbot.
3. Give it a name.
4. Click Save. You'll land on the configuration screen.

2. General Settings

The General tab controls the chatbot's identity, behavior, and core AI instructions.

Status

Chatbot Name

The display name shown inside the chat window header. Keep it on-brand — "Haley," "Alex," or your company name works well.

Greeting Message

The very first message a visitor sees when they open the chat. Keep it short, warm, and action-oriented.

Fallback Message

What the AI says when it can't confidently answer a question. Point the visitor to the next best action.

Scheduling Link

Add a Calendly, HubSpot Meetings, Cal.com, or any booking URL. The AI will offer this link when visitors ask to speak with someone, and it also appears in the operator toolkit during live sessions.

Collect Contact Info

When enabled, the AI is instructed to naturally collect the visitor's name and/or email during the conversation. Collected info appears in the Session Detail and can be saved as a lead.

Conversion Goals

Tell the AI what a successful conversation looks like. Check all goals that apply:

• Job application submitted
• Visitor requested a human agent
• Contact info collected
• Demo or appointment booked

Allow File Upload

Lets visitors upload resumes, documents, or images directly in chat. File content is extracted and added to the AI's context — useful for job matching, application pre-fill, or document review.

3. Appearance

The Appearance tab controls how the chat widget looks and behaves on your visitors' screens.

Primary Color

The brand color used for the chat header, send button, and visitor message bubbles. Auto-inherits from your Brand settings in RogIQ. Override here for per-chatbot customization.

Position

• Bottom-right — Industry standard. Use this in most cases.
• Bottom-left — Only if your site has important content in the bottom-right corner (e.g. a cookie banner or another widget).

Bubble Size

• Small — Minimal footprint
• Medium — Default; works for most sites
• Large — High-priority chatbots or accessibility needs

Layout Style

Header Style

Dark Mode

Switches the message area, bubbles, and input to a dark palette. The header retains its brand color. Ideal for dark-themed websites.

Corner Radius

• 0px — Square, minimal, technical feel
• 20px — Default rounded (recommended)
• 24px — Pill-shaped bubbles, friendly and approachable

Window Height & Width

• Height — Percentage of the viewport (30–95%). Default: 70%.
• Width — In pixels (260–600px). Default: 380px. On screens narrower than 400px, the widget automatically fills available width.

Custom Icon

Replaces the default chat bubble in the floating button with your own logo or image. Use a square PNG with a transparent background for best results.

Custom CSS

Advanced users can inject CSS directly into the widget's style scope without affecting the rest of your site.

/* Key CSS classes */
.rq-window       /* Chat window container */
.rq-header       /* Chat header bar */
.rq-bubble       /* Message bubble */
.rq-input        /* Text input area */
.rq-bubble-btn   /* Floating chat button */
.rq-messages     /* Messages scroll area */

/* Example */
.rq-window { border: 2px solid #000; }
.rq-bubble-btn { box-shadow: none; }

Custom JavaScript

Runs once on the page after the widget loads. Receives a widget API object. Use this to open the chat programmatically.

// Open chat when a button is clicked
document.getElementById('open-chat')
  ?.addEventListener('click', () = widget.open());

// Auto-open after 30 seconds
setTimeout(() = widget.open(), 30000);

4. Rules & Behavior

The Rules & Behavior tab controls what topics the AI will and won't discuss, and how it responds.

Allowed Topics

A whitelist of topics the AI should focus on. If set, the AI politely declines questions outside these areas. Leave empty to allow any topic related to your business.

Blocked Topics

Topics the AI will never discuss — competitors, sensitive subjects, off-brand areas.

Response Style

System Prompt Addendum

Extra instructions appended to the AI's system prompt. Use for highly specific behavior: role-playing a persona, enforcing a sign-off phrase, or company-specific rules that don't fit elsewhere.

5. Q&A Overrides

Q&A Overrides let you guarantee specific answers to specific questions — bypassing the AI entirely. When a visitor's message matches a rule, the stored answer is returned instantly.

Match Types

Good Uses for Q&A Overrides

• Legal disclaimers that must be stated exactly
• Pricing or contact info that changes frequently
• Office hours, addresses, phone numbers
• Answers the AI gets wrong or that require precision
• Guardrails — e.g. "Are you a human?" → "I'm an AI assistant, but I can connect you with a real person."

Saving Overrides from a Live Session

After reviewing a real conversation in Session Detail, click Save to Q&A to select any exchange and promote it directly to your Q&A Overrides. This is the fastest way to train the chatbot from real conversations.

6. Notifications & Routing

The Notifications tab controls who gets alerted when a visitor requests a human, and how conversations are routed to the right team.

Default Notification Destinations

Set the fallback email, SMS number, or Slack webhook that receives alerts when a visitor asks to speak with someone. Set at least one default channel (email, SMS, or Slack). Human-request alerts only send after that. Routing rules and branch destinations choose where each conversation goes when matched — they do not turn on alerts by themselves.

• Email — Standard notification email
• SMS — Text alert to a mobile number
• Slack — Paste a Slack Incoming Webhook URL to post alerts to any channel

Notification Email Template Variables

Specialty Routing (Non-HMG Clients)

Route visitors to different destinations based on a selection they make — useful for companies with multiple departments.

Branch Routing (HMG Clients)

Branches are auto-imported from HMG, if applicable. Each branch has its own location info and notification destination. The AI uses city/state matching to automatically route visitors to the nearest branch.

Click Load from HMG to import all branch data. Use Refresh from HMG whenever branch information changes.

7. Engagement Triggers

The Engagement tab lets you proactively start conversations without waiting for visitors to click the chat button.

Page-Specific Messages

Override the trigger opening message on specific pages. A URL pattern (e.g. /jobs) matches any page whose URL contains that string. First match wins.

Suppression Controls

• Don't re-trigger for X days — Uses localStorage to remember the last trigger fire date per visitor.
• Max triggers per session — Limits how many times a trigger can fire in one visit. Set to 0 for unlimited.

The {{name}} Placeholder

Any trigger message can include {{name}}, which resolves to the visitor's first name if they've chatted before. For new visitors it strips gracefully — "Welcome back, {{name}}!" becomes "Welcome back!" on the first visit.

8. Integrations

The Integrations tab lets you connect live data sources so the AI can search jobs, answer real-time questions, and even submit applications — all within the chat.

HMG Career Portal (Haley Marketing Group Clients)

One-click setup connects the chatbot to the HMG jobs API, enabling:

• Real-time job search
• Screening questions
• Candidate registration
• Application submission — all without leaving the chat

Custom Integrations

Connect any REST API or JSON/XML feed. Configuration options:

9. Embedding on Your Website

Getting the Embed Snippet

1. Go to the Embed tab in your chatbot configuration.
2. Copy the one-line script tag.
3. Paste it before the closing </body> tag on every page where you want the chatbot to appear.

<script src="https://api.rogiq.ai/chatbot.js"
  data-token="YOUR_TOKEN" async></script>

Domain Allowlist

List every domain where your widget is embedded (e.g. yourdomain.com, www.yourdomain.com). Requests from unlisted domains are rejected. Leave empty only during testing — lock it down before going live.

Rotating Your Token

If your embed token is compromised, rotate it from the Embed tab. The old token immediately stops working. Update the snippet on your site with the new token.

Publishing Requirement

The chatbot must be set to Active before the widget loads for visitors. In Draft mode, the snippet is generated but the widget returns a "not published" response.

10. Monitoring Sessions

Go to the Sessions tab inside your chatbot configuration to monitor conversations.

Three Views

Live Session Indicators

• ● Live — Green pulsing dot: AI is in control, conversation is active.
• ● Human — Orange: A team member has taken over.
• Awaiting reply — Pulsing orange bell: Visitor sent a message and is waiting for a response.
• ✓ Converted — Green: Session reached a conversion goal.

Starting a Test Chat

Click New Test Chat to open a mock conversation and test your chatbot's responses before going live. Test chats appear only in the Mock / Test tab and are never mixed with real visitor sessions.

11. Session Detail & Human Takeover

Click any session to open the full detail view. Three panels give you everything you need.

Visitor Intelligence Panel

The right panel is automatically populated from multiple data sources:

Human Takeover

1. Click Take Over in the left panel (desktop) or the toolbar (mobile).
2. The AI immediately stops responding.
3. Type directly in the input at the bottom of the chat panel.
4. Use Quick Reply buttons to respond instantly to common messages.
5. Click Hand Back to AI when you're done — the AI resumes the conversation.

Other Session Actions

• Translate messages — Hover over any message and click Translate to translate it to English using AI. The original message is preserved.
• Save to Q&A — After reviewing a conversation, click Save to Q&A to promote any question-answer pairs directly to your Q&A Overrides.
• Save as Lead — In the Identity panel, click Save as Lead to create a contact record pre-populated with all enriched visitor data.
• End Session — Disconnects the visitor. An AI summary is generated automatically in the background.

12. Desktop App (Chat Manager)

The RogIQ Chat Manager is a native desktop app for Mac and Windows. It gives you instant desktop notifications when new chats start or visitors request a human agent, and lets you take over and respond without opening a browser tab.

13. Tips & Best Practices