The AI bot
Every business can have an AI bot. It's named after your business, e.g. AcmeBot (or AppBot for long names). It reads your chats, learns the business, and answers the owner's and admins' questions. It never talks to clients.
#Turn it on
- HQ → Settings → Features → AI assistant. It's workspace-wide. If you can't see it, AI isn't available for your business yet. Ask Facia support.
- HQ → Bots → AI bot → turn on the bot.
- If Facia isn't providing the AI for you, add your own provider key in HQ → Settings → AI. See AI provider keys.
#Talk to it
- Open my chat with Bot: a private chat between you and the bot. Ask anything: "How many new clients this week?", "Which agent is slowest to reply?", "What do people complain about most?", "What came in yesterday from Cash App?"
- In HQ, tag it:
@AcmeBot …. - Thinking (in the bot chat header) lets it think longer for hard questions.
- New conversation starts fresh when you change topic.
- Give 👍 or 👎 on its answers. It learns from both.
It can look at any time range ("last 3 months", "from March 1 to March 15") and filter by agent.
#Switches in HQ → Bots
| Switch | What it does |
|---|---|
| Can read conversations | Off: it only sees numbers and lists. On: it reads chats to answer and learn |
| Proposes improvements | Weekly "What changed" notes and proposals (see below) |
| Payments | Reads receipts and deals into HQ → Payments |
You'll also find:
- Knowledge sheet: facts about your business it has learned. Approve or reject each one.
- Nightly notes: a digest of the day.
- Notes: anything it remembers, each with Forget this.
Agents can't use the bot.
#Build with AI
With Proposes improvements on, the bot suggests changes as cards in your private bot chat, each with what clients would get, the numbers behind it, and Approve or Decline:
- a block (page, poll, announcement, mission),
- a feature change,
- a saved reply,
- a new welcome message,
- a group post,
- better wording for your goal or description, or lines for the knowledge sheet.
Nothing changes until you approve. A declined idea is never proposed again. Every Monday it posts "What changed" with up to three proposals, sometimes a quick one in the afternoon, and you can also just ask it "how could we improve?".
#Photo reads and payments
With Payments on, every photo in a support chat is read: receipts, screenshots, documents. The bot picks out the amount, payment app, transaction id and status. This feeds HQ → Payments, levels and missions.
- Your team sees the reading under each photo with See photo readings. Clients never see it.
- Staff can mark a payment as money came (👍) or didn't come (👎), or edit the amount and what it was for.
- It also reads deals agreed in conversation ("2 for $40"); receipts are the evidence.
#Tags and client notes
The bot adds $tags when a theme comes up on two or more days, and writes a short note about each client for your team. Removing a tag teaches it not to add that tag again.
#Privacy
The AI sees clients by alias and tier only: never names, usernames, phone numbers, emails or devices. Codes on receipts are shortened before it sees them. It answers only your owner and admins, and never messages clients.