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Step-by-step guides to setting up and running Kooday. Written for the person doing it, not for engineers. Still deciding? Read the FAQ for buying and setup questions.
Try a task, channel or problem. 76 guides, updated through September 2026.
Getting started 11 guides
The first things to set up, in the order they matter.
Creating your account
What signing up gets you, what a 14-day trial actually includes, and what to do about the messages you can hit on the way in.
Your first 30 minutes
The order to do things in when your account is new — what to set up first, what each step unlocks, and what is safe to leave until next week.
Setting up your assistant by chat
Set up by chat interviews you about your business and drafts a whole assistant from the conversation — what it says, what it sells, what it knows — and nothing it writes is live until you publish it.
Creating your assistant
How to create an assistant yourself, what happens between "Create" and it answering a real customer, and why a brand-new one is switched off on every channel.
Why isn't my assistant live yet?
What the publish gate actually checks before a self-signup assistant can answer real customers, what you can fix yourself, and what genuinely needs us.
Connecting a channel
What it takes to put your assistant on WhatsApp, Instagram, Messenger, your website or a phone number — and which parts you do yourself versus which ones need us.
Your business profile
The facts, rules, and offers every assistant you have shares — one document, structured fields on the left and the compiled prompt on the right, with its own draft/publish/history.
The Config screen
A tour of the Configuration page — the background your assistant always keeps in mind, the features you can switch off, the summary values you want as report columns, and the two webhook boxes that point in opposite directions.
Managing your team
Who can sign in to your dashboard — inviting an admin, deactivating or removing one, and why the last admin on the account can never be removed.
Your data, and who can reach it
How your business's data is kept apart from every other business, what is recorded and for how long, what is used to improve your assistant's selling, how to have a recording or a conversation erased, and which of these you can do yourself.
Closing your account
What happens when you close your account, how long you have to change your mind, and how to erase everything immediately instead.
Sales pipeline 9 guides
Turning conversations into deals, and keeping them moving.
Setting up your sales pipeline
A step-by-step walkthrough of the Stages & intake panel — which enquiries become deals, what your columns mean, and how automatic follow-ups work.
When does your assistant follow up?
Out of the box, never — why that is the default, when the quiet clock actually starts, which channels a chase can reach, and everything that makes the chasing stop.
Reviving stalled enquiries
Your assistant can go back to a customer who went quiet and send them something genuinely useful — a spec sheet, a comparison, a photo — instead of another "just following up". What it does, who it targets, and the limits that keep it that way.
Why a deal was not nurtured
Every reason your assistant skipped a stalled enquiry, in one place — including the three that look like faults and are not.
How campaigns show up in your pipeline
When a campaign produces a deal, the deal says so — what gets credited, what deliberately does not, and why most of your deals will never carry a campaign name.
Reading your sales report
The How it's selling card above your pipeline board — what each number counts, which sales approaches are actually winning, why a high "ruled out early" figure is good news, and why a blank is not a zero.
Briefing your assistant on one deal
A note that applies to a single deal only, not your whole fleet — how it differs from a Teaching lesson, why it stays private by default, and how it turns itself off.
Suggested improvements
Kooday can draft a sales lesson for you when one approach clearly outperforms the rest — what it takes before it says anything, why approving records a candidate rather than changing anything, and why silence is usually the right answer.
Offers and discounts
How to create a promotion your assistant is allowed to mention, what the budget and end date actually enforce, and what happens when you withdraw one.
Channels 12 guides
Phone, WhatsApp and your website chat.
Putting Kooday on your website
How to add the chat bubble and the "Talk to us" voice button to your own site — the snippet, the sites allowed to use it, the look, and what happens to a website conversation afterwards.
A QR code that starts a conversation
Publish a page for your assistant that anyone can reach by scanning a QR code — on a visiting card, a counter, a flyer — where they tap Talk to speak to it or Chat to type.
Continue on WhatsApp
Your website chat can offer a visitor a button that opens WhatsApp with a message ready to send, so your assistant can reply with the details they asked about in a real conversation you can follow up on.
Connect your Exotel account
How to bring your own Exotel phone line so your assistant can answer and place calls on your own number — the credential form, assigning the number to an assistant, and what happens if you never connect one.
Connect your Plivo account
How to bring your own Plivo phone line so your assistant can answer and place calls on your own number — the credential form, the per-bot Answer URL, assigning the number to an assistant, and what to watch for.
Why your follow-ups need their own template
Your assistant uses two approved WhatsApp templates, not one — what each is for, why the follow-up carries a "Reply STOP" line you cannot remove, what happens if it is missing, and how the Malayalam versions work.
WhatsApp templates for campaigns
Every campaign message has to be approved by Meta before you can send it — what you can put in one, what the approval states mean, and why a rejected template stops a campaign before it starts.
Sending a WhatsApp campaign
Pick who it goes to, pick an approved template, choose when it sends — and what happens to every reply afterwards, including who is left out and why.
Two WhatsApp numbers, and why
Promotions go out on one number and order updates on another — what that protects, how the second number is added or registered from Kooday, and what a quality rating drop does to a campaign that is running.
Reading a campaign report
Deals and pipeline value first, who was left out and why second, the opt-outs it cost you third, delivered and read last — what each number counts, and why neither the delivery figures nor the opt-out count is ever final.
What a campaign cost
The cost block on a campaign report — what we charge you for sending, what WhatsApp charges you separately, and why the second number is our estimate rather than a bill.
Comparing your campaigns
Every campaign in one table, and the four campaign types side by side — what each column counts, why nothing here picks a winner, and which numbers are still moving.
Your assistant 30 guides
What it knows, what it can do, and how to guide it.
Your knowledge base
How to give your assistant the documents it answers from — what to upload, how content is split into entries, and why an entry has to finish indexing before it can be found.
How your assistant opens a conversation
Your assistant greets and introduces itself on every channel — spoken first on calls and web chat, and folded into its first reply on WhatsApp. What it says comes from its instructions, not from a setting.
How your assistant remembers
The two kinds of memory your assistant has — the conversation it is having now, and what it knows about a customer from before — and what it deliberately does not carry between them.
Selling from your catalogue
How to enter what you sell so your assistant quotes real prices, shows products as cards on WhatsApp and website chat, and links customers straight to your site.
Pricing by size, brand or duration
How to enter several prices on one catalogue entry, name the thing that changes them, and let your assistant ask which one the customer wants instead of guessing.
Custom fields
How to record extra facts about one catalogue entry — weight, warranty, what's included — and choose, per field, whether your assistant may mention it.
Pictures of your products
How to add up to eight pictures to a catalogue entry, choose the main one, and what customers see on WhatsApp, your website chat and your Meta shop.
Packages
How to sell an umbrella offering — a bundle, a kit, a combo — with a price you set, contents your assistant reads out, and a suggestion that never changes what the customer already chose.
Files you send
Keep your brochures, price lists and offer creatives in one place, so the same file can go out on a campaign without being uploaded again.
When the same product appears twice
What a duplicate in your catalogue is, what linking one entry to another does, and why your assistant only ever offers the one you kept.
Import your catalogue from your website
How to pull what you sell into your catalogue from your own website, review what was found, and approve it — and what we can and cannot read.
Writing a "when to send" line
The one sentence that decides whether your assistant ever offers a file — how to write one it can act on, with worked examples for three kinds of business.
Prompt Studio
The dedicated screen for one assistant's instructions, persona, knowledge access, and a live preview of exactly what the model is told — reached from Bots via Open studio.
Sync your catalogue from your POS
How to let your billing, inventory or ERP system push its catalogue and price sheet into Kooday automatically — and why every push still waits for you to approve it.
What your assistant can do
How to read the Tools tab in Prompt Studio — what each tool is, where it comes from, and which parts you can change yourself.
Editing your assistant's wording and outcomes
How to change what your assistant records at the end of a conversation — the outcome list, sentiment words, and adding your own fields — worked through with call outcome.
Choosing how your assistant sounds
Personas set your assistant's manner — how it opens, how hard it pushes, how it closes. Use one of ours, or copy it and make it yours.
Asking for the right details
Teach your assistant which questions to ask for which service — car details for a coating job, test details for a blood test, budget and area for a property — and have the answers arrive as tidy fields instead of buried in a transcript.
Checking the answers you collect
Beyond required and optional — put real limits on a field's answer (a number's range, a text length, a valid email or phone, or your own pattern with a message your customer will actually understand) and know where that limit is a hard stop and where it is only ever advice.
How your assistant sells
The Sales persona is a method, not a tone — eight stages, a technique for each situation, and five things it will never do. Read exactly what your assistant will do before you switch it on.
Command Center — running your business from WhatsApp
Let your team message the same WhatsApp number your customers use to get reports, look up a customer, or make a change — with roles that decide who can do what, and a security sweep that flags unusual activity.
Testing your assistant as a customer
How to run a black-box test of your sales assistant — a fixed script, what to check for, and what to do with what you find.
Your Inbox, and taking over
Every chat conversation your assistant is handling, in one list — how to take one over and reply yourself, which channels you can actually reply on, and what the 24-hour window does to your words.
Commands you can send from WhatsApp
Everything a rostered team member can ask for by messaging your business number — what to type, what comes back, how the confirm-before-it-writes step works, and how to take a change back.
Messages that arrive before you have an assistant
A connected number starts receiving the moment it is connected — you do not need an assistant first. Where those messages appear, how to answer them yourself, what will not happen until you build one, and what changes when you do.
Links your assistant can send
Your assistant can send pages you own — a calculator, a booking form, a brochure — by name. It cannot type a web address, and this page explains why that matters and how to set the links up.
Set up Website Guide
Create a public-website assistant, understand the first background build, and keep its answers linked to the pages visitors can read.
Calls, transcripts and recordings
Every call your assistant handled, what the summary of one actually contains, why recording is off until you turn it on, and how to tell your own test calls apart from real customers.
Teaching your assistant
Write one sentence and your assistant follows it in every conversation from the next message — what a lesson is, how it differs from your knowledge base, and why you can only have five at a time.
Answering WhatsApp calls
Customers can press the call button on your WhatsApp number and your assistant picks up — what it takes to switch on, what the caller experiences, and why the button sometimes rings without anyone answering.
Customers & contacts 4 guides
The people your assistant talks to, and what it remembers.
Your customer profiles
One page per customer that holds the identities they reached you on, their calls and messages, what your assistant remembers about them, and the standing instructions you want it to follow next time.
Importing your contacts
The file format, what happens to a bad row, and the consent record a contact needs before any promotion can be sent to them.
When a customer asks you to stop
What happens when someone replies STOP, which messages keep flowing, where you can see who has opted out, and why nobody on your team can put them back.
Segments — who a broadcast goes to
The six standing audiences a WhatsApp broadcast can be sent to, the three ways to build your own, and why the number a segment previews is never the number that gets messaged.
Billing & usage 7 guides
Plans, minutes and what things cost.
Billing and invoices
How your monthly bill is worked out, what each line on an invoice means, and where the per-bot breakdown and PDF live.
Your prepaid balance
How the wallet pays for calls and campaigns as they happen, what tops it up, and what changes when it runs out.
Building a report
How the Reports screen turns hundreds of call summaries into one table you can filter, group and export — including the columns only your business has, and the two numbers that are deliberately missing.
Changing your plan
How to move up or down a plan from your dashboard, exactly what a downgrade takes away, and why nothing you have created is ever deleted.
Buying an add-on
How to add a feature to your account on its own, what it costs for the first part-month, and when the charge lands.
Pausing or stopping an add-on
How to stop an add-on renewing, what happens to your data, and the difference between changing your mind before your renewal date and coming back later.
Your impact numbers
What the Impact screen counts and what it leaves out — including exactly what "handled without a human" means, and how to set the one assumption behind the estimated cost saved so the figure survives being questioned.
Developer reference 3 guides
For the person connecting your other systems — events, payloads and signatures.
Event reference
Every event Kooday can send to your systems — when each one fires, what its payload contains, and the envelope and signature they all share.
Connecting your own systems
How connectors work — the named REST endpoints Kooday pulls contacts from and pushes events to, how their credentials are stored and rotated, and how to test and trace a delivery.
Connect Kooday to n8n or Make.com
Connect Kooday to n8n or Make.com with a generated workflow, chosen events, a signed callback and one webhook URL pasted back into your workspace.
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