Running an AI assistant is ongoing work: check handed over chats daily, read a weekly summary, fix wrong answers quickly, add answers for new questions, and review the numbers monthly to choose one improvement. Assistants that nobody reviews tend to drift out of date.
Switching an assistant on is the easy part. Then a price changes, an offer ends, a member of staff leaves, and customers start asking something nobody planned for. Somebody has to notice, and that somebody needs a routine.
01. What has to happen every day?
The assistant answers on its own, but a person picks up the chats it hands over or flags. A customer who was told that someone will reply is waiting, and they should not wait until Friday. In practice this is a few minutes in the morning and a glance later in the day.
02. What has to happen every week?
Read one short report. A good one lists messages answered, leads captured, bookings made, the questions customers asked, and the changes made to the assistant. It should take about five minutes. The questions customers asked are the most useful part, because they show what your website and your answers do not yet cover.
03. What has to happen every month?
Hold a short review, around 30 minutes, to look at the numbers and choose the next improvement. Choose only one. At the start, agree on three numbers you want to move, such as enquiries answered, bookings made or hours saved, and write them down so you can tell later whether the assistant is earning its place.
04. What happens when something changes?
Update the answers the same day. New prices, holiday hours, a closed branch, an offer that ended: an assistant repeats whatever it has been told, so a stale answer reaches every customer who asks. When you or the team spot a wrong answer, the fix should take a day at most. With our operations plan, wrong answers are corrected within one working day of you reporting them.
05. Who should run it?
There are three realistic options:
- You. It works if you can give it an hour or two each week.
- A member of staff. Give them a name on the task, the access they need and the authority to change answers.
- A provider. This suits owners who want it handled without learning how it works.
If nobody has the time, do not run it in house. An unattended assistant is worse than none, because customers trust what it says.
06. What does it cost?
From your side, three jobs remain even with a provider: approve new answers, take over chats that are handed to you, and join the monthly call.
On the money side, monthly care for a WhatsApp assistant starts from $300, and for website chat and lead follow up from $350. That covers reading conversations, fixing wrong answers, adding new ones and a plain report. If you want the whole thing run for you, our AI operations plan starts from $1,500 a month with a three month minimum. WhatsApp and AI usage fees are billed at cost on top.
07. How can you tell an assistant has gone stale?
- Customers keep asking something that always gets handed over.
- A price, hour or policy in an answer is out of date.
- Nobody can say when the answers were last reviewed.
- The weekly report stopped arriving, or nobody opens it.
- Staff say the assistant is more trouble than help.
Any one of these is a prompt to schedule a review this week.
Frequently asked questions
Can I bring it in house later?
Yes. Everything is set up in your name, and you receive written notes and training.
Who can see my customers' messages?
Only you, your team and Dexon Sync, in accounts that belong to you.
What if I already have a chatbot?
We review it first. If it works, we run it. If it does not, we explain what a fix would involve.
Why is there a three month minimum on the operations plan?
Month one is setup and learning, and most of the improvement shows in months two and three. If the numbers we agreed have not moved after three months, we say so and you can leave.
