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Aventora Admin - User Guide

Welcome to Aventora Admin​

Aventora Admin is your central command center for managing all aspects of your AI-powered business communication platform. This guide will help you understand and use each section of the platform effectively.

Note: This guide includes references to screenshots and mockups. All images should be placed in the /img/ directory relative to this file. The image paths used in this document follow the format: images/filename.png.

Who is this guide for?

  • Business users who need to manage their AI assistant, phone automation, website content, and team members
  • Domain administrators who oversee their organization's Aventora services
  • Anyone who wants to understand what each feature does and how to use it

Table of Contents​

  1. Domain Assistant
  2. Engagement Hub
  3. CMS (Content Management System)
  4. User Settings

Domain Assistant​

Overview​

Domain Assistant Overview

Domain Assistant is your intelligent chatbot that provides 24/7 customer support through natural conversations. It understands your business domain, answers questions from your knowledge base, and helps customers find information instantly.

What it does:

  • Answers customer questions using your business knowledge base
  • Provides 24/7 automated support
  • Maintains conversation context across multiple messages
  • Supports multiple languages
  • Can be embedded in websites, mobile apps, and other platforms

Who can use it:

  • Domain administrators can configure and manage the chatbot
  • Team members with appropriate permissions can view logs and analytics
  • End customers interact with the chatbot through your website or app

Dashboard​

Domain Assistant Dashboard

What this page is for: Your main overview page showing key statistics about your chatbot's performance and activity.

Who can use it: Domain administrators and team members with access to the domain.

What you'll see:

  • Total number of conversations
  • Active users currently engaging with your chatbot
  • Recent activity and trends
  • Quick access to other sections

How to use it:

  • Check daily to monitor chatbot activity
  • Review trends to understand when customers need help most
  • Use it as a starting point to navigate to other sections
  • Monitor active users to see real-time engagement

Field descriptions:

  • Total Conversations - Cumulative count of all customer interactions
  • Active Users - Number of users currently chatting
  • Recent Activity - Latest conversations and their outcomes

Users​

Users Management Page

What this page is for: Manage team members who have access to your domain's admin panel and chatbot management features.

Who can use it: Domain administrators can add, edit, and manage users. Regular users can view the user list but cannot add new users.

What you can do:

  • Add new team members (admins, regular users)
  • View all users in your domain
  • See who is active and who hasn't logged in recently
  • Manage user permissions and roles
  • View user activity and access history

How to use it:

  1. Click "Add Team Member" to invite someone new
  2. Enter their email address
  3. Assign their role (admin or regular user)
  4. They'll receive an invitation email to join your domain
  5. Once they accept, they'll appear in the user list

Important notes:

  • Only domain admins can add new users
  • Add admins first so they can help manage the domain
  • Each user can have different access levels
  • Users must accept the invitation before they can access the system

Field descriptions:

  • Email - The email address used for login and notifications
  • Role - Admin (full access) or User (limited access)
  • Status - Active (can log in) or Inactive (cannot log in)
  • Last Login - When the user last accessed the system
  • Domain - Which domain the user belongs to

Logs​

Conversation Logs Page

What this page is for: A complete record of all conversations between customers and your chatbot. Use this to review, correct, and improve your chatbot's responses.

Who can use it: Domain administrators and team members with log access permissions.

What you can do:

  • View every question asked and answer given
  • Filter conversations by date, correctness, or processing status
  • Mark conversations as "processed" after reviewing them
  • Correct answers that were wrong
  • Archive logs you've finished reviewing
  • Export logs for external analysis
  • Search for specific conversations

How to use it:

  1. Start with "Unprocessed & incorrect" filter to find conversations needing attention
  2. Click on any log to see the full conversation details
  3. Review the question and answer
  4. If an answer was wrong, correct it in the "Correct Answer" field
  5. Mark as "Correct" or "Incorrect" using the buttons
  6. Mark as "Processed" when you've finished reviewing
  7. Archive logs you've completed reviewing to keep the active list clean

Quick filters:

  • Unprocessed & incorrect - Find conversations that need your attention (most important to review first)
  • Processed this week - See what you've already reviewed recently
  • Archived only - View historical logs you've finished with

Field descriptions:

  • Timestamp - When the conversation occurred
  • Question - What the customer asked
  • Answer - What the chatbot responded
  • Processed - Whether you've reviewed this conversation (Yes/No)
  • Correct - Whether the answer was correct (Yes/No/Unknown)
  • Domain - Which domain this conversation belongs to
  • Session ID - Unique identifier for the conversation session
  • User IP - Customer's IP address (for security and analytics)

Why this matters:

  • Improve your chatbot by learning what questions customers ask
  • Fix incorrect answers to make your assistant more accurate
  • Understand customer needs and pain points
  • Track chatbot performance over time
  • Identify knowledge gaps in your knowledge base

Domain Settings​

Domain Settings Page

What this page is for: Configure how your chatbot looks, behaves, and responds to customers. This is where you customize your chatbot's personality, appearance, and AI model settings.

Who can use it: Domain administrators only. Regular users cannot modify domain settings.

Main sections:

Domain Configuration​

Domain Configuration Section

What this section is for: Basic information about your domain and how the chatbot introduces itself to customers.

Fields:

  • Domain Name - The display name for your chatbot (appears in conversations and customer-facing interfaces). Maximum 20 characters. This is how your chatbot identifies itself to customers.

  • Description - Brief description of your domain or business. Helps the AI understand your business context. Maximum 500 characters.

  • Logo - Upload your company logo (appears in the chatbot interface). Supported formats: PNG, JPG, SVG. Recommended size: 200x200 pixels. The logo helps customers recognize your brand.

  • Welcome Message - First message customers see when they start chatting. This sets the tone for the conversation. Example: "Hello! I'm here to help you with any questions about our services."

  • Contact Message - Message shown when customers ask how to contact you. Include your phone number, email, or office hours. Example: "You can reach us at support@company.com or call 1-800-123-4567."

  • Unknown Message - Response when the chatbot doesn't know the answer. Should be friendly and offer alternatives. Example: "I'm not sure about that, but I can connect you with a human representative. Would you like me to do that?"

  • Intro Message - Introduction message for new users. Appears when someone first interacts with your chatbot. Can include instructions on how to use the chatbot.

  • Domain Keywords - Keywords that help the chatbot understand your business context. Separate with commas. Example: "healthcare, medical, appointments, insurance, billing". These help the AI better understand your industry and terminology.

  • Prompt Augment - Additional instructions for how the chatbot should respond. This is advanced - use this to guide the chatbot's personality, tone, or specific behaviors. Example: "Always be friendly and professional. If asked about pricing, direct customers to our website."

How to use this section:

  1. Upload your logo first (this helps with branding)
  2. Write clear, friendly messages that match your brand tone
  3. Add domain keywords that describe your business
  4. Use prompt augment for specific behavioral instructions
  5. Click "Save Settings" when done (settings don't auto-save)

Important: Settings must be saved manually - they won't save automatically. Always review your changes before saving.

Custom CSS Styling​

Custom CSS Styling Section

What this section is for: Customize the visual appearance of your chatbot to match your website's design.

Who can use it: Domain administrators. Requires basic CSS knowledge or assistance from your technology team.

Fields:

  • Background Image - Upload images to use as backgrounds in your chatbot. Supported formats: SVG, PNG, JPG, WEBP. Maximum file size: 5MB. After uploading, reference it in your CSS using: url("/stats/background-image/yourdomain")

  • Custom Fonts - Upload font files to match your website's typography. Supported formats: TTF, OTF, WOFF, WOFF2, EOT. Maximum file size: 5MB per font. After uploading, reference fonts in CSS using: url("/stats/font/yourdomain/filename.woff2")

  • Font Family Name - Name to use when referencing the font in CSS. If not provided, extracted from filename.

  • Custom CSS - Advanced styling code to customize colors, fonts, spacing, and layout. A template is provided with common selectors. Modify it to match your brand.

How to use this section:

  1. Upload background images or fonts if needed
  2. Edit the CSS template to match your website's colors and fonts
  3. Reference uploaded assets using the provided URL patterns
  4. Preview changes if possible before saving
  5. Click "Save Settings" to apply

CSS Template includes:

  • Common selectors (body, buttons, inputs, textareas)
  • CSS variables for easy color customization
  • Example styling for buttons, inputs, and scrollbars
  • Hover effects and transitions
  • Background image support
  • Custom font support via @font-face declarations

Important: CSS changes affect how your chatbot appears to customers. Test thoroughly before deploying to production. Contact your technology team if you need help with CSS.

AI Model Configuration​

AI Model Configuration Section

What this section is for: Configure which AI model powers your chatbot and how it generates responses.

Who can use it: Domain administrators. Some settings may require technical knowledge.

Fields:

  • AI Provider - Choose which AI service powers your chatbot. Options: OpenAI, Anthropic, Google. Each provider has different models and capabilities. Contact your technology team for recommendations.

  • AI Model - Select the specific model version. Options vary by provider:

    • OpenAI: GPT-4o, GPT-4o Mini, GPT-4 Turbo, GPT-4.1 Mini, GPT-4.1
    • Anthropic: Claude models (contact technology team for available options)
    • Google: Gemini models (contact technology team for available options)

  • Temperature - Controls how creative vs. focused the responses are. Range: 0.0 to 2.0.

    • Lower values (0.0-0.5): More focused, consistent, factual responses
    • Medium values (0.6-1.0): Balanced creativity and consistency
    • Higher values (1.1-2.0): More creative, varied responses
    • Default: 0.7 (balanced)

  • Top K - Number of knowledge base results to consider when answering. Range: 1 to 10.

    • Lower values (1-3): More focused answers from fewer sources
    • Higher values (4-10): Considers more information, potentially more comprehensive
    • Default: 3

How to use this section:

  • Start with default settings (OpenAI, GPT-4o, Temperature 0.7, Top K 3)
  • If responses are too creative or inconsistent, lower the temperature
  • If responses are too rigid or repetitive, increase the temperature slightly
  • If answers miss important information, increase Top K
  • If answers are too broad or include irrelevant information, decrease Top K

Important: Changes to AI model settings affect all future conversations. Test changes with a few conversations before deploying widely.

Advanced Settings​

What this section is for: Advanced configuration options for technical features and special behaviors.

Who can use it: Domain administrators. Some settings require technical knowledge - contact your technology team if unsure.

Fields:

  • Anonymous User Mode - Allow customers to chat without logging in.

    • Enabled: Anyone can chat without creating an account (good for public websites)
    • Disabled: Users must log in before chatting (good for private/internal systems)
    • Default: Disabled

  • Technical JSON Configuration - Advanced JSON settings for domain-specific configurations. This is for technical integrations and custom features. Contact your technology team or Aventora support before modifying this field.

How to use this section:

  • Enable Anonymous User Mode if your chatbot is on a public website
  • Disable it if you need user authentication
  • Only modify Technical JSON if instructed by your technology team

Domain API Keys​

Domain API Keys Section

What this section is for: Generate and manage API keys that allow other systems (your website, mobile app, etc.) to connect to your chatbot programmatically.

Who can use it: Domain administrators. The API keys should be shared with your technology team for integration.

What you can do:

  • Generate new API keys
  • View existing keys (partial display for security)
  • Set expiration dates for keys
  • Revoke keys that are no longer needed
  • View key usage statistics

How to use it:

  1. Click "Generate API Key"
  2. Enter a name (e.g., "Website Integration", "Mobile App")
  3. Optionally add a description explaining what this key is used for
  4. Optionally set an expiration date (leave empty for no expiration)
  5. Click "Generate"
  6. IMPORTANT: Copy the key immediately - you won't see it again after closing the dialog
  7. Share the key securely with your technology team
  8. They'll use it to integrate your chatbot with your website or app

Field descriptions:

  • Name - Descriptive name for the key (required)
  • Description - What this key is used for (optional but recommended)
  • Expires in days - Number of days until the key expires (optional, leave empty for no expiration)
  • Status - Active (can be used), Revoked (cannot be used), or Expired (past expiration date)
  • Usage Count - How many times the key has been used
  • Last Used - When the key was last used
  • Created - When the key was created

Security notes:

  • API keys provide full access to your chatbot - keep them secure
  • Never share API keys publicly or commit them to code repositories
  • Revoke keys immediately if they're compromised
  • Use different keys for different integrations (website, mobile app, etc.)
  • Set expiration dates for keys that are only needed temporarily

Domain Management​

What this page is for: View and manage your domain's basic information and metadata.

Who can use it: Domain administrators.

What you can do:

  • View domain details
  • Update domain metadata
  • Manage domain-level configurations
  • View domain statistics

How to use it:

  • Navigate here to see domain-level information
  • Update metadata as needed
  • Review domain statistics

Archive​

What this page is for: View archived conversation logs that you've finished reviewing and moved out of the active logs view.

Who can use it: Domain administrators and team members with log access.

What you can do:

  • Browse historical conversations
  • Restore logs if needed (move them back to active view)
  • Search archived logs
  • Export archived data

How to use it:

  • Use this to keep your active logs view clean
  • Archive logs after you've reviewed and processed them
  • Restore logs if you need to review them again

Why this matters: Keeps your active logs organized while maintaining access to historical data for analysis and compliance.

Knowledge Base​

Knowledge Base Management

What this page is for: Manage the information your chatbot uses to answer customer questions. This is the "brain" of your assistant - all the knowledge it draws from.

Who can use it: Domain administrators. Regular users typically cannot modify the knowledge base.

What you can do:

  • Upload Files - Add documents (PDF, Word, text files) containing your business information
  • Add from URL - Import content from web pages automatically
  • Edit Data - Manually add or modify information in the knowledge base
  • Regenerate Index - Update the search system after adding new information (makes new content searchable)
  • Build Search Index - Create the searchable database from your content

How to use it:

  1. Select your domain from the dropdown at the top
  2. Choose how to add information:
    • Upload Files: Click "Upload File", select documents from your computer
    • Add from URL: Enter a web page URL, the system will extract content
    • Edit Data: Click "Edit Data" to manually add or modify text
  3. Review the content in the editor to ensure it's correct
  4. Click "Regenerate Index" to make new information searchable by the chatbot
  5. Click "Build Search Index" to finalize updates

Recommended workflow:

  1. Pick a domain (if you manage multiple)
  2. Upload or paste new information
  3. Review and edit if needed
  4. Publish changes by regenerating the index

Important notes:

  • Uploads stay staged until you publish (regenerate index)
  • Always preview URLs before adding them to catch typos
  • Unsaved edits are highlighted - save before leaving
  • Regenerating the index can take a few minutes for large knowledge bases

What to include in your knowledge base:

  • Frequently asked questions and their answers
  • Product or service descriptions
  • Company policies and procedures
  • Contact information and business hours
  • Pricing information
  • Terms and conditions
  • Troubleshooting guides
  • Company history and background

Field descriptions:

  • Domain Selector - Choose which domain's knowledge base to manage
  • File Upload - Drag and drop or click to select files (PDF, DOC, DOCX, TXT)
  • URL Input - Enter a web page URL to import content from
  • Data Editor - Text editor for manually adding or editing knowledge base content
  • Current Data - View existing knowledge base content
  • Index Status - Shows whether the search index is up to date
  • Index Version - Version number of the current index

Why this matters:

  • Keep your chatbot's knowledge current and accurate
  • Reduce incorrect answers by maintaining quality information
  • Ensure consistent information across all customer touchpoints
  • The knowledge base directly affects answer quality - keep it updated

Engagement Hub​

Overview​

Engagement Hub Overview

Engagement Hub is your AI-powered phone and SMS automation system. It handles appointment scheduling, confirmations, customer outreach, and live call bridging through natural, human-like conversations.

What it does:

  • Makes phone calls to customers automatically
  • Sends SMS text messages
  • Sends WhatsApp messages
  • Makes WhatsApp voice calls
  • Schedules appointments by checking your calendar
  • Confirms existing appointments
  • Delivers information to customers
  • Bridges calls between customers and your team

Who can use it:

  • Account owners can configure all settings
  • Domain administrators can make calls and view analytics
  • Team members with appropriate permissions can make calls

Channels available:

  • Phone - Traditional voice calls
  • SMS - Text messages
  • WhatsApp Message (wmsg) - WhatsApp text messages
  • WhatsApp Voice (wvoice) - WhatsApp voice calls

Dashboard​

Engagement Hub Dashboard

What this page is for: Real-time overview of all your phone, SMS, and WhatsApp activity. Monitor call status, success rates, and credit balance.

Who can use it: All users with Engagement Hub access.

What you'll see:

  • Total Calls - Number of calls/messages made (all channels combined)
  • Success Rate - Percentage of successful calls/messages
  • Active Calls - Calls currently in progress
  • Queued Calls - Calls waiting to be made
  • Available Credits - Remaining credits for making calls
  • Recent Activity - Latest calls and their outcomes
  • Call Statistics - Breakdown by type, status, and outcome

How to use it:

  • Monitor call activity in real-time
  • Check credit balance before making bulk calls
  • View recent call outcomes
  • Click on any call to see detailed information
  • Use filters to find specific calls

Live updates: The dashboard updates automatically when calls start or complete. You'll see a "Live" indicator when connected to real-time updates. If disconnected, the page will poll for updates automatically.

Field descriptions:

  • Total Calls - All calls and messages across all channels (phone, SMS, WhatsApp)
  • Success Rate - Percentage of calls that completed successfully
  • Active Calls - Calls currently in progress (customer is on the line or conversation is active)
  • Queued Calls - Calls scheduled for future execution
  • Available Credits - Credits remaining in your account (each call/message consumes credits)
  • Recent Activity - Latest 20 calls with status and outcome
  • Last Updated - When the dashboard data was last refreshed

Why this matters: Get instant visibility into your customer outreach efforts and call performance. Monitor credit balance to avoid running out mid-campaign.

Single Call​

Single Call Dialog

What this page is for: Make a one-time call, SMS, or WhatsApp message to a single customer. Perfect for individual follow-ups, testing, or urgent communications.

Who can use it: All users with Engagement Hub access.

When to use:

  • Quick follow-ups with individual customers
  • Appointment confirmations for specific customers
  • Important notifications
  • Testing call quality before bulk campaigns
  • Urgent customer communications

How to use it:

  1. Click "Start New Call" or "Single Call" in the navigation
  2. Fill in the form:
    • Phone Number - Customer's phone number (required, include country code, e.g., +1234567890)
    • Client Name - Customer's name (required)
    • Client Email - Customer's email address (required)
    • Call Type - See call types below
    • Channel - Phone, SMS, WhatsApp Message, or WhatsApp Voice
    • Instruction - See instruction formatting below
    • Language - Language for the conversation
    • Call Duration - Expected length in minutes (phone calls only)
  3. Click "Make Call" or "Send Message"
  4. Monitor the call status in the dashboard

Call Types:

  • Appointment Booking - Schedule a new appointment. The system will check your calendar for availability and offer times to the customer.

  • Appointment Confirmation - Confirm an existing appointment. Requires a Booking ID. The system will verify the appointment details and confirm attendance.

  • Informational - Share information with the customer (test results, updates, reminders, etc.). The system delivers the information and answers questions.

  • Conversational - General conversation or call bridging. Connects customers with your team members. Can schedule callbacks if the team member is unavailable.

Channel Selection:

  • Phone Call - Traditional voice call. Customer receives a phone call and can speak with the AI assistant. Best for: appointments, confirmations, complex conversations.

  • SMS Message - Text message conversation. Customer receives SMS and can reply via text. Best for: quick confirmations, simple information delivery, customers who prefer text.

  • WhatsApp Message (wmsg) - WhatsApp text message. Similar to SMS but uses WhatsApp. Requires WhatsApp Business API setup. Best for: international customers, WhatsApp-preferred customers.

  • WhatsApp Voice (wvoice) - WhatsApp voice call. Voice call via WhatsApp. Requires WhatsApp Business API setup. Best for: international customers, WhatsApp-preferred customers.

Differences between Phone Calls and SMS/WhatsApp Messages:

Phone Calls:

  • Real-time voice conversation
  • Customer must answer the phone
  • Can handle complex conversations
  • Supports appointment scheduling with calendar integration
  • Can bridge to live team members
  • Requires customer to be available when called
  • More personal and interactive

SMS/WhatsApp Messages:

  • Text-based conversation
  • Customer can reply at their convenience
  • Conversation continues over time (session-based)
  • Messages are shorter and more direct
  • No voice interaction
  • Customer doesn't need to answer immediately
  • Better for customers who prefer text
  • Session timeout: Conversation expires after period of inactivity (default 30 minutes)

Instruction Formatting:

The instruction field tells the AI assistant what to say or do during the call/message. There are two ways to format instructions:

1. Plain Text (Direct Greeting): If you write the instruction without brackets, it will be used exactly as written as the greeting message.

Example:

Hello, this is Dr. Smith's office calling to confirm your appointment tomorrow at 2 PM.

The AI will say this exact message to the customer.

2. Bracketed Instructions (AI-Generated Greeting): If you wrap your instruction in square brackets [...], the AI will use it as context to generate a natural greeting.

Example:

[Confirm the customer's appointment for tomorrow at 2 PM with Dr. Smith. Verify they will attend.]

The AI will understand the intent and generate a natural greeting like: "Hi, this is calling from Dr. Smith's office. I wanted to confirm your appointment tomorrow at 2 PM. Will you be able to make it?"

When to use each format:

  • Plain text: When you want exact wording (legal requirements, specific scripts, brand voice)
  • Bracketed: When you want natural, conversational AI-generated messages (more flexible, sounds more human)

Additional Fields:

  • Language - Select the language for the conversation. Supported: English, Spanish, French, German, Arabic, Farsi, Turkish. The AI will speak/write in this language.

  • Call Duration - Expected length of the call in minutes (phone calls only). Range: 1-240 minutes. Default: 30 minutes. This helps the system estimate when the call will complete.

  • Specialty - Filter team members by specialty when using "Any Team Member" routing (appointment booking only). Example: "orthodontist", "general", "endodontist".

  • Booking ID - Reference number for existing appointments (confirmational calls only). The system uses this to look up appointment details.

  • Broker Phone Number - Phone number to connect customers to (conversational calls only). If not provided, uses phone number from your profile settings or from the instruction text.

  • Calendar Routing - For appointment booking calls:

    • My Calendar - Only check your personal calendar for availability
    • Any Team Member - Search all team calendars in your domain for first available slot

Why this matters:

  • Personal touch for important communications
  • Test new call types before scaling
  • Handle urgent customer needs immediately
  • Choose the right channel for each customer

Bulk Call​

Bulk Call Upload

What this page is for: Upload a list of customers and make calls/messages to all of them automatically. Perfect for campaigns, reminders, and large-scale outreach.

Who can use it: All users with Engagement Hub access.

When to use:

  • Appointment reminder campaigns
  • Marketing outreach
  • Customer follow-ups
  • Scheduled information delivery
  • Any scenario where you need to contact many customers

How to use it:

  1. Click "Bulk Call" or "Bulk Upload" in the navigation
  2. Click "Download Template" to get a CSV file with the correct format
  3. Fill in the template with customer information:
    • phone_number (required) - Customer's phone number with country code
    • name (optional) - Customer's name
    • email (optional) - Customer's email address
    • call_type (optional) - Type of call (defaults to informational)
    • instruction (required) - What to say (see instruction formatting above)
    • channel (optional) - Phone, SMS, wmsg, or wvoice (defaults to phone)
    • language (optional) - Language code (defaults to en)
    • scheduled_time (optional) - When to make the call (ISO format)
    • call_duration (optional) - Expected call length in minutes
  4. Save the CSV file
  5. Click "Upload CSV" and select your file
  6. Review the preview to confirm details
  7. Click "Start Bulk Call" to begin processing
  8. Monitor progress in the dashboard

CSV Template columns:

  • phone_number (required) - Must include country code (e.g., +1234567890)
  • name - Customer's name
  • email - Customer's email address
  • call_type - informational, confirmational, appointment_booking, or conversational
  • instruction (required) - What the AI should say (see instruction formatting)
  • channel - phone, sms, wmsg, or wvoice
  • language - en, es, fr, de, ar, fa, tr
  • scheduled_time - When to make the call (ISO 8601 format, e.g., 2024-01-15T14:30:00Z)
  • call_duration - Expected length in minutes (1-240)

Processing:

  • Calls are processed in the background
  • System respects rate limits to avoid overwhelming phone services
  • You can monitor progress in the dashboard
  • Failed calls are logged with error details
  • Successful calls appear in recent activity

Why this matters:

  • Scale customer outreach without manual work
  • Reach hundreds of customers in minutes
  • Consistent messaging across all calls
  • Track results for entire campaigns
  • Schedule calls for optimal times

Email Pull​

Email Pull Configuration

What this page is for: Automatically monitor an email inbox, read incoming emails, and make calls or send messages based on email content. Zero-touch lead processing.

Who can use it: Account owners can configure email pull. All users can view email pull logs.

How it works:

  1. System monitors your configured email inbox
  2. When new emails arrive, the system reads them using AI
  3. It extracts information like:
    • Customer phone numbers
    • Appointment requests
    • Information requests
    • Preferred communication channel (phone or SMS/WhatsApp)
    • Call instructions from email content
  4. Automatically makes calls or sends messages based on email content
  5. Logs all processed emails for review

What you can configure:

  • Email Account - Which email inbox to monitor
  • Sync Frequency - How often to check for new emails (every few minutes)
  • Default Call Type - Type of call to make if not specified in email
  • Default Channel - Phone, SMS, WhatsApp Message, or WhatsApp Voice
  • Default Instruction - Default message if email doesn't contain specific instructions
  • Information Retrieval - Configure how to retrieve data when emails request information

How to use it:

  1. Navigate to "Email Pull" in the Engagement Hub section
  2. Click "Add Configuration" or "Configure"
  3. Enter email account credentials (IMAP settings)
  4. Configure sync frequency (how often to check)
  5. Set default call type and channel
  6. Set default instruction template
  7. Save configuration
  8. System will start monitoring emails automatically
  9. Review processed emails in the logs section

Field descriptions:

  • Email Address - The inbox to monitor
  • IMAP Server - Email server address (e.g., imap.gmail.com)
  • IMAP Port - Usually 993 for secure connections
  • Username - Email address or username
  • Password - Email account password or app-specific password
  • Sync Frequency - Minutes between checks (e.g., 5 = check every 5 minutes)
  • Default Call Type - Type of call if email doesn't specify
  • Default Channel - Communication channel if email doesn't specify
  • Default Instruction - Template instruction if email doesn't contain specific instructions

Email Processing:

  • System uses AI to understand email content
  • Extracts phone numbers, names, and requests
  • Determines call type from email context
  • Detects preferred channel (phone vs SMS/WhatsApp)
  • Creates calls automatically based on extracted information

Why this matters:

  • Zero-touch lead processing - no manual data entry
  • Never miss an email request
  • Automatic follow-up on customer inquiries
  • Seamless integration with your existing email workflow
  • Processes emails 24/7 automatically

Analysis​

Engagement Hub Analysis

What this page is for: Detailed analytics and insights about your call performance. Understand what's working and what needs improvement.

Who can use it: All users with Engagement Hub access.

What you'll see:

Analytics Tab​

  • Total Calls - Overall call volume across all channels
  • Success Rate - Percentage of successful calls
  • Call Outcomes - Breakdown by result type:
    • Appointment scheduled
    • Appointment confirmed
    • Information delivered
    • Customer unavailable
    • Voicemail left
    • Callback requested
    • Too many attempts
    • And more
  • Call Trends - Performance over time (daily, weekly, monthly)
  • Cost Analysis - Credits spent per call type
  • Channel Performance - Success rates by channel (phone, SMS, WhatsApp)
  • Call Type Performance - Success rates by call type

Call Details Tab​

  • Detailed list of all calls
  • Filter by date, type, status, outcome, or channel
  • Search for specific calls
  • Export data for external analysis
  • View individual call transcripts and details

How to use it:

  • Review weekly to understand call performance
  • Identify which call types work best
  • Track cost per successful outcome
  • Export data for reporting to management
  • Identify patterns in failed calls
  • Optimize call strategies based on data

Field descriptions:

  • Total Calls - All calls and messages made
  • Success Rate - Percentage that completed successfully
  • Outcome Breakdown - Distribution of call outcomes
  • Daily Activity - Calls per day over time
  • Cost per Outcome - Average credits spent per outcome type
  • Channel Comparison - Performance across phone, SMS, WhatsApp

Why this matters:

  • Measure effectiveness of your phone automation
  • Optimize call strategies based on data
  • Report results to stakeholders
  • Identify areas for improvement
  • Understand customer response patterns

Account Settings​

Account Settings Overview

What this page is for: Configure all aspects of your Engagement Hub account. This is where you set up calendar integration, phone service credentials, and call behavior settings.

Who can use it: Account owners can modify all settings. Other users can view settings but cannot change them.

Main tabs:

Calendar Tab​

Calendar Configuration Tab

What this tab is for: Connect your calendar so the system can check availability and schedule appointments automatically.

Who can use it: Account owners and users with calendar access.

How to use it:

  1. First, configure OAuth credentials in the OAuth tab (see below)
  2. Authorize Microsoft Outlook or Google Calendar
  3. Configure working hours for each day of the week
  4. Set appointment duration
  5. Configure timezone and business hours
  6. Set buffer time between appointments

Calendar Authorization:

  • Click "Authorize Outlook" or "Authorize Google" button
  • You'll be redirected to Microsoft or Google to sign in
  • Grant permissions for calendar access
  • You'll be redirected back to the admin panel
  • Status will show "Connected" when successful

Working Hours:

  • Set your available hours for each day of the week
  • System will only schedule appointments during these hours
  • Can set different hours for different days
  • Can mark days as unavailable

Fields:

  • Enable Calendar Integration - Turn calendar features on/off. When enabled, system checks your calendar before scheduling.

  • Appointment Duration (minutes) - Default length for appointments. System uses this when checking availability. Range: 1-480 minutes. Default: 60 minutes.

  • Timezone - Your timezone (e.g., America/Toronto, America/New_York). Important for accurate scheduling. Default: America/Toronto.

  • Business Start Hour - When your business day starts (0-23, where 0 = midnight, 9 = 9 AM). Default: 9.

  • Business End Hour - When your business day ends (0-23). Default: 17 (5 PM).

  • Days Ahead - How many days in the future to search for available slots. Range: 1-365. Default: 30 days.

  • Buffer Minutes - Time between appointments (prevents back-to-back scheduling). Range: 0-60 minutes. Default: 0. Example: 15 minutes buffer means appointments must be at least 15 minutes apart.

Calendar features:

  • Multi-provider support - Use both Outlook and Google Calendar simultaneously
  • Working hours - Define when you're available
  • Automatic availability checking - System checks your calendar before scheduling
  • Conflict prevention - Prevents double-booking
  • Team calendar support - For domain-level routing, searches all team calendars

Why this matters:

  • Automatic appointment scheduling without manual calendar checks
  • Prevent double-bookings
  • Respect your working hours
  • Support multiple team members with shared billing

OAuth Credentials Tab​

What this tab is for: Store authentication credentials that allow the system to access your calendar services.

Who can use it: Account owners. These credentials are sensitive and should be managed carefully.

How to use it:

  • Enter your Google Client ID and Secret (get from your technology team or Google Cloud Console)
  • Enter your Outlook Client ID, Secret, and Secret ID (get from your technology team or Azure Portal)
  • These credentials allow the system to access your calendars securely

Fields:

  • Google Client ID - OAuth client ID from Google Cloud Console
  • Google Client Secret - OAuth client secret from Google Cloud Console
  • Outlook Client ID - Application (client) ID from Azure Portal
  • Outlook Client Secret - Client secret value from Azure Portal
  • Outlook Secret ID - Secret ID (not the secret value itself) from Azure Portal

Important: Contact your technology team or Aventora support to obtain these credentials. They're required for calendar integration. Never share these credentials publicly.

Why this matters: Secure connection to your calendar systems. Without these, calendar integration won't work.

Calls Tab​

What this tab is for: Configure how calls are made and handled, including retry logic and call limits.

Who can use it: Account owners.

Fields:

  • Maximum Concurrent Calls Per User - How many calls can run simultaneously for a single user.

    • How it works: When a user initiates a conversational call, the system checks how many active calls that user currently has. If they've reached the limit, new calls are queued until an active call completes.
    • Example: If set to 2, and a user has 2 active calls, a third call will be queued and executed after one of the active calls finishes.
    • Impact: Lower values (1-2) ensure users aren't overwhelmed. Higher values (3-5) allow handling multiple conversations simultaneously.
    • Default: 1 (one call at a time)
    • Range: 1-10

  • Default Call Duration (minutes) - Expected length of calls when not explicitly specified.

    • Used for estimating when calls will complete (for concurrent call limits)
    • Used for scheduling and availability calculations
    • Default: 30 minutes
    • Range: 1-240 minutes

  • Play Chime at Call Start - Play a chime sound at the beginning of each phone call.

    • Enabled: Customer hears a brief chime when call connects (indicates AI is ready)
    • Disabled: Call starts immediately without chime
    • Default: Enabled

  • API Key Default Expiry (days) - Default expiration period for API keys when generating new ones.

    • If not specified when generating a key, uses this default
    • Default: 365 days (1 year)
    • Range: 1-3650 days

  • Voicemail Retry Interval (hours) - How long to wait before retrying when voicemail is reached.

    • How it works: If a call goes to voicemail, the system waits this many hours, then tries again.
    • Example: If set to 24 hours, and a call goes to voicemail at 2 PM, the system will retry at 2 PM the next day.
    • Default: 24 hours
    • Range: 1-168 hours (1 week)

  • Incomplete Call Retry Interval (hours) - How long to wait before retrying when customer picks up but hangs up immediately.

    • How it works: If customer answers but hangs up before conversation starts, system waits this interval, then retries.
    • Example: If set to 1 hour, and customer hangs up at 3 PM, system retries at 4 PM.
    • Default: 1 hour
    • Range: 1-24 hours

  • Maximum Retry Attempts - Maximum number of times to retry a call before giving up.

    • How it works: Each time a call fails (voicemail, no answer, incomplete), the attempt count increases. When it reaches this limit, no more retries are scheduled.
    • What happens when max is reached:
      • Call is marked with outcome "too_many_attempts"
      • No further retry attempts are scheduled
      • Call appears in analytics with this outcome
      • Customer can still be contacted manually if needed
    • Example: If set to 4, and a call fails 4 times, the 5th attempt won't be scheduled. The call is marked as "too many attempts."
    • Default: 4 attempts
    • Range: 1-10 attempts

Why this matters: These settings control call delivery, retry logic, and system behavior. Proper configuration ensures optimal call success rates while respecting customer preferences.

Organization Tab​

What this tab is for: Configure organization-level settings that identify your business in calls and messages.

Who can use it: Account owners.

Fields:

  • Organization Name - Your company name. Used in call introductions and messages. Example: "ABC Medical Practice" or "XYZ Law Firm".

  • Default Broker Phone - Phone number to transfer calls to for domain-level conversational calls when no specific user is identified.

    • Used when routing calls across team members
    • Format: Include country code (e.g., +1234567890)
    • Default: Empty (uses user profile phone if available)

  • Display Number - Phone number shown to customers when you call them (caller ID).

    • This is what appears on the customer's phone
    • Must be a valid Twilio phone number
    • Format: Include country code (e.g., +1234567890)

Why this matters: Brand your calls with your organization information. Customers will see your display number and hear your organization name.

Azure Speech Tab​

What this tab is for: Configure voice recognition and speech synthesis settings for phone calls.

Who can use it: Account owners. Requires Azure Speech API credentials.

Fields:

  • Azure Speech API Key - API key for Azure Speech Services (for voice recognition and text-to-speech).

    • Get this from your technology team or Azure Portal
    • Required for phone calls to work
    • Keep this secure

  • Azure Speech Region - Geographic region for Azure Speech Services.

    • Examples: eastus, westus, westeurope
    • Should match where your Azure resources are located
    • Default: eastus

Important: Contact your technology team or Aventora support for Azure credentials. These are required for voice conversations.

Why this matters: Enables natural voice conversations with customers. Without these credentials, phone calls cannot process speech.

SMS Tab​

What this tab is for: Configure SMS text message settings and behavior.

Who can use it: Account owners.

Fields:

  • SMS Session Timeout (minutes) - How long an SMS conversation stays active without messages.

    • How it works: If no messages are exchanged for this duration, the session expires. Customer must start a new conversation.
    • Example: If set to 30 minutes, and last message was at 2 PM, session expires at 2:30 PM. New messages after that start a new session.
    • Default: 30 minutes
    • Range: 1-1440 minutes (24 hours)

  • SMS Auto-Reminder Enabled - Automatically send reminder SMS when session times out (for non-informational calls).

    • Enabled: If a session times out during an appointment booking or confirmation, system sends a reminder message
    • Disabled: No automatic reminders
    • Default: Disabled

  • Phone to SMS Conversion - Convert phone calls to SMS if customer prefers text.

    • Advanced feature - contact your technology team for configuration
    • Allows dynamic channel switching based on customer preference

Why this matters: Optimize SMS communication for your customers. Session timeout prevents stale conversations, and auto-reminders help complete interrupted conversations.

Twilio Configuration Tabs​

Twilio Configuration

What these tabs are for: Configure phone and messaging service provider settings. Twilio provides the infrastructure for phone calls, SMS, and WhatsApp.

Who can use it: Account owners. These credentials are sensitive.

Multiple tabs for:

  • Shared Credentials - Used across all channels unless channel-specific credentials are provided
  • Phone Channel - Specific credentials for phone calls only
  • SMS Channel - Specific credentials for SMS messages only
  • WhatsApp Channel - Specific credentials for WhatsApp messages and voice calls only

Each tab includes:

  • Account SID - Twilio account identifier
  • Auth Token - Twilio authentication token
  • Phone Number - Twilio phone number in E.164 format (e.g., +1234567890)

How it works:

  • If you provide shared credentials, all channels use them
  • If you provide channel-specific credentials, that channel uses its own credentials
  • Channel-specific credentials override shared credentials for that channel only
  • Example: If you set SMS-specific credentials, SMS uses those, but phone calls use shared credentials

Fields:

  • Account SID - Your Twilio account identifier (starts with "AC")
  • Auth Token - Your Twilio authentication token (keep this secret)
  • Phone Number - Your Twilio phone number (must include country code, e.g., +1234567890)
  • WhatsApp Number - Your Twilio WhatsApp-enabled number (for WhatsApp messages and voice)

Important: Contact your technology team or Aventora support to obtain Twilio credentials. These are required for making calls and sending messages. Never share these credentials publicly.

Why this matters: Connects to phone and messaging services to reach customers. Without these credentials, calls and messages cannot be sent.

Security notes:

  • These credentials provide full access to your Twilio account
  • Keep them secure and never share publicly
  • Use channel-specific credentials for better security isolation
  • Rotate credentials periodically for security

CMS (Content Management System)​

Overview​

CMS Overview

CMS is your website content management system. It lets you manage your website's pages, branding, property listings (for real estate), practice areas (for law firms), blog posts, and media files without needing technical knowledge.

What it does:

  • Manages website pages and content
  • Customizes website appearance and branding
  • Manages property listings (real estate)
  • Manages practice areas (law firms)
  • Handles blog posts and newsletters
  • Stores and organizes media files

Who can use it:

  • Domain administrators can manage all CMS content
  • Content managers can edit pages and content
  • End customers view the published website

Note: CMS must be enabled for your domain. Contact Aventora support if you don't see CMS options.

Overview Page​

What this page is for: Your CMS dashboard showing quick statistics and navigation to all CMS sections.

Who can use it: Domain administrators and users with CMS access.

What you'll see:

  • Total number of pages
  • Total property listings (for real estate)
  • Total practice areas (for law firms)
  • Quick links to all CMS sections
  • Preview site button

How to use it:

  • Start here to get oriented
  • Click "Preview Site" to see your live website
  • Use quick links to navigate to different sections
  • Check statistics to see content volume

Field descriptions:

  • Template Pages - Pre-built pages included with your template
  • Listings - Property listings (real estate only)
  • Practice Areas - Legal practice areas (law firms only)

Why this matters: Central hub for all your website management tasks. Quick access to everything you need.

Theme​

Theme Customization

What this page is for: Customize your website's visual appearance and branding to match your brand identity.

Who can use it: Domain administrators.

What you can customize:

  • Logo - Upload your company logo (appears in header/navigation)
  • Primary Color - Main brand color (used for buttons, links, accents)
  • Secondary Color - Supporting brand color (used for backgrounds, secondary elements)
  • Accent Color - Highlight color (used for hover states, highlights)
  • Font Family - Typography style (e.g., Arial, Times New Roman, custom fonts)
  • Layout Variant - Overall page structure and layout style

How to use it:

  1. Upload your logo (recommended size and format will be shown)
  2. Choose colors that match your brand (use color picker or enter hex codes)
  3. Select fonts that reflect your brand personality
  4. Choose layout variant that fits your content style
  5. Preview changes before saving
  6. Click "Save" to apply changes to your live website

Field descriptions:

  • Logo - Company logo image (PNG, JPG, SVG recommended)
  • Primary Color - Main brand color (hex code, e.g., #0066CC)
  • Secondary Color - Supporting color (hex code)
  • Accent Color - Highlight color (hex code)
  • Font Family - Font name (e.g., "Arial", "Georgia", "Custom Font Name")
  • Layout Variant - Layout style option (varies by template)

Why this matters:

  • Maintain consistent brand identity across your website
  • Match your website to your other marketing materials
  • Create a professional appearance without design skills
  • Colors and fonts affect readability and user experience

Pages​

Pages Management

What this page is for: Create and manage all pages on your website. Control what content appears where.

Who can use it: Domain administrators and content managers.

What you can do:

  • Create new pages
  • Edit existing pages
  • Delete pages you no longer need
  • Set a page as your homepage
  • Publish or unpublish pages (control visibility)
  • Add sections with different content types
  • Organize pages in navigation

Page settings:

  • Page Name - Internal name for your reference (not visible to visitors)
  • Page Slug - URL-friendly name (e.g., "about-us" creates /about-us page)
  • Page Title - Title shown in browser tab
  • Meta Title - Title for search engines (SEO)
  • Meta Description - Description for search engines (SEO)
  • Set as Homepage - Make this your main landing page
  • Published - Make page visible to visitors (unpublished pages are hidden)

How to use it:

  1. Click "Create Page"
  2. Fill in page details (name, slug, title)
  3. Add sections with content (text, images, etc.)
  4. Set SEO information (meta title and description)
  5. Choose whether to publish immediately
  6. Click "Save" to create the page
  7. Click "Publish" when ready to make it live

Field descriptions:

  • Page Name - Internal reference name
  • Page Slug - URL path (e.g., "contact" creates /contact page)
  • Page Title - Browser tab title
  • Meta Title - Search engine title (appears in search results)
  • Meta Description - Search engine description (appears in search results)
  • Homepage - Checkbox to set as main landing page
  • Published - Checkbox to make page visible

Why this matters:

  • Control all website content yourself
  • Update information instantly without waiting for developers
  • Optimize pages for search engines (SEO)
  • Create landing pages for marketing campaigns
  • Unpublish pages temporarily without deleting them

Listings (Real Estate Only)​

Listings Management

What this page is for: Manage property listings for real estate websites. Showcase available properties to potential buyers.

Who can use it: Domain administrators and real estate agents with listing access.

What you can do:

  • Add new property listings
  • Edit existing listings
  • Delete listings (when properties sell)
  • Mark properties as "featured" (highlight on homepage)
  • Set listing status (available, sold, pending)
  • Upload property photos
  • Add property details (bedrooms, bathrooms, square footage, etc.)

Listing information:

  • Property Title - Name of the property (e.g., "Beautiful 3BR Home in Downtown")
  • Description - Detailed property description
  • Price - Listing price
  • Status - Current availability status (available, sold, pending, off-market)
  • Featured - Highlight on homepage (yes/no)
  • Images - Property photos (upload multiple images)
  • Location - Property address
  • Property details - Bedrooms, bathrooms, square footage, lot size, year built, etc.

How to use it:

  1. Click "Create Listing"
  2. Fill in all property details
  3. Upload high-quality photos (first image is the main/featured image)
  4. Set price and status
  5. Mark as featured if you want it on the homepage
  6. Click "Save" to publish the listing

Field descriptions:

  • Property Title - Name/title of the property
  • Description - Full property description (supports rich text)
  • Price - Listing price (number only, currency symbol added automatically)
  • Status - Availability status dropdown
  • Featured - Checkbox to feature on homepage
  • Images - Image upload area (supports multiple images)
  • Address - Street address
  • City, State, ZIP - Location details
  • Bedrooms, Bathrooms - Room counts
  • Square Footage - Property size
  • Lot Size - Land size (if applicable)
  • Year Built - Construction year

Why this matters:

  • Showcase properties professionally
  • Update listings instantly when properties sell
  • Highlight featured properties to drive interest
  • Provide detailed information to potential buyers
  • Better listings lead to more inquiries

Practice Areas (Law Firms Only)​

Practice Areas Management

What this page is for: Manage legal practice areas for law firm websites. Organize and showcase your legal services.

Who can use it: Domain administrators and legal content managers.

What you can do:

  • Add new practice areas
  • Edit existing practice areas
  • Delete practice areas
  • Organize by category
  • Add detailed descriptions
  • Link to relevant pages

Practice area information:

  • Practice Area Name - Name of the legal specialty (e.g., "Family Law", "Criminal Defense")
  • Description - Detailed explanation of services offered
  • Category - Practice area category (optional organization)
  • Related Information - Additional details, FAQs, or links

How to use it:

  1. Click "Create Practice Area"
  2. Enter the practice area name
  3. Write a clear description of services
  4. Add any additional information
  5. Organize by category if desired
  6. Click "Save" to publish

Field descriptions:

  • Practice Area Name - Name of the legal specialty
  • Description - Detailed service description (supports rich text)
  • Category - Optional category for organization
  • Additional Info - Extra details, FAQs, or related content

Why this matters:

  • Showcase your legal expertise
  • Help potential clients find relevant services
  • Organize services clearly
  • Build trust through detailed service descriptions
  • Better organization improves user experience

Media Library​

Media Library

What this page is for: Central storage for all images, documents, and files used on your website. Organize and manage your website assets.

Who can use it: Domain administrators and content managers.

What you can do:

  • Upload images, PDFs, and other files
  • Organize files by category or folder
  • Delete unused files
  • View file details (size, dimensions, upload date)
  • Copy file URLs to use in pages
  • Search for files
  • Preview images

Supported file types:

  • Images: JPG, PNG, GIF, SVG, WebP
  • Documents: PDF, DOC, DOCX
  • Other common file types

How to use it:

  1. Click "Upload Media"
  2. Select files from your computer (can select multiple)
  3. Files upload automatically
  4. Add alt text for images (helps with accessibility and SEO)
  5. Organize files with descriptive names
  6. Use files in your pages by selecting from the library

Field descriptions:

  • File Name - Name of the uploaded file
  • File Type - Image, document, etc.
  • File Size - Size in KB or MB
  • Dimensions - Width x height (for images)
  • Alt Text - Descriptive text for images (for accessibility and SEO)
  • Upload Date - When the file was uploaded
  • URL - Direct link to the file (for use in pages)

Best practices:

  • Use descriptive file names (e.g., "company-logo-2024.png" not "image1.png")
  • Optimize images before uploading (smaller files load faster)
  • Add alt text to all images (required for accessibility)
  • Delete unused files to keep library organized
  • Organize files in folders/categories for large libraries

Why this matters:

  • Centralized asset management
  • Easy reuse of images across pages
  • Faster page loading with optimized files
  • Better SEO with proper alt text
  • Organized library saves time

Blog​

Blog Management

What this page is for: Create and manage blog posts for your website. Share industry insights, updates, and engage with visitors.

Who can use it: Domain administrators and content creators.

What you can do:

  • Write new blog posts
  • Edit existing posts
  • Delete posts
  • Organize posts by categories
  • Set publish dates (schedule posts)
  • Add featured images
  • Manage comments (if enabled)

Blog post features:

  • Rich text editor for formatting
  • Image insertion
  • Categories and tags
  • SEO settings (meta title, description)
  • Publish scheduling
  • Featured images
  • Excerpt/summary

How to use it:

  1. Click "Create Post"
  2. Write your content in the rich text editor
  3. Add a featured image (appears in post list and on post page)
  4. Set category and tags
  5. Configure SEO settings (meta title, description)
  6. Choose publish date (immediately or schedule for later)
  7. Click "Publish" to make it live

Field descriptions:

  • Post Title - Headline of your blog post
  • Content - Main post content (rich text editor)
  • Featured Image - Main image for the post
  • Category - Post category (e.g., "News", "Tips", "Updates")
  • Tags - Keywords for the post (comma-separated)
  • Meta Title - SEO title (appears in search results)
  • Meta Description - SEO description (appears in search results)
  • Publish Date - When to publish (now or scheduled)
  • Excerpt - Short summary (appears in post lists)

Why this matters:

  • Share industry insights and updates
  • Improve SEO with regular content
  • Engage with potential customers
  • Establish thought leadership
  • Drive traffic to your website

Newsletter​

Newsletter Management

What this page is for: Manage newsletter subscriptions and email campaigns. Stay in touch with interested visitors.

Who can use it: Domain administrators and marketing managers.

What you can do:

  • View subscriber list
  • Create email campaigns
  • Manage subscription preferences
  • Export subscriber data
  • Send newsletters to subscribers
  • Track open rates and engagement

How to use it:

  1. View current subscribers in the list
  2. Create email campaigns with content
  3. Select subscribers to send to
  4. Send newsletters to subscribers
  5. Track open rates and engagement
  6. Export subscriber data for external analysis

Field descriptions:

  • Subscriber Email - Email address of subscriber
  • Subscription Date - When they subscribed
  • Status - Active, Unsubscribed, Bounced
  • Campaign Name - Name of email campaign
  • Campaign Content - Email content (rich text)
  • Send Date - When campaign was sent
  • Open Rate - Percentage of recipients who opened
  • Click Rate - Percentage who clicked links

Why this matters:

  • Stay in touch with interested visitors
  • Nurture leads through email marketing
  • Share updates and promotions
  • Build long-term customer relationships
  • Track engagement to improve campaigns

Settings​

What this page is for: Configure CMS-wide settings and preferences. Site-level configuration.

Who can use it: Domain administrators.

What you can configure:

  • Site-wide settings
  • Default page templates
  • Email notifications
  • Integration settings
  • SEO defaults

Why this matters: Central location for CMS configuration and preferences. Affects how the entire website behaves.

User Settings​

Overview​

User Settings Overview

User Settings allow you to manage your personal account preferences and profile information.

Who can use it: All users can access their own profile settings. Domain administrators can also access domain settings.

Profile Settings​

Profile Settings

What this page is for: Manage your personal account information, password, and preferences.

Who can use it: All users can edit their own profile.

What you can update:

  • Username - Your login username (may be restricted from changing)
  • Email - Your email address (used for login and notifications)
  • Language - Preferred interface language (affects admin panel language)
  • Password - Change your account password
  • Full Name - Your display name
  • Phone Number - Your phone number (used for call bridging in conversational calls)

How to use it:

  1. Navigate to Settings > Profile
  2. Update any information you want to change
  3. Enter current password when changing password
  4. Click "Save" to apply changes

Field descriptions:

  • Username - Your login username (may be read-only)
  • Email - Email address for login and notifications
  • Language - Interface language preference
  • Current Password - Required when changing password
  • New Password - Your new password (minimum 8 characters)
  • Confirm Password - Re-enter new password to confirm
  • Full Name - Your display name
  • Phone Number - Your phone number (include country code, e.g., +1234567890)

Why this matters: Keep your account information current and secure. Phone number is used for call bridging in conversational calls.

Domain Settings (for Domain Admins)​

What this page is for: Access to domain-specific settings (same as Domain Assistant > Domain Settings section).

Note: This is the same as the Domain Settings section described in the Domain Assistant chapter. Domain admins can access these settings from either location.

Who can use it: Domain administrators only.

Getting Help​

When to Contact Your Technology Team​

Contact your technology team for:

  • API keys and credentials (OAuth, Twilio, Azure)
  • Technical integrations with your systems
  • Advanced configuration and custom development
  • CSS and styling assistance
  • Database and infrastructure questions

When to Contact Aventora Support​

Contact Aventora support for:

  • Platform features and capabilities questions
  • Account and billing questions
  • Service activation and setup
  • General platform guidance
  • Best practices and recommendations
  • Bug reports and technical issues

Common Questions​

Q: Why can't I see certain sections? A: Some sections require specific services to be activated. Contact Aventora support to enable the services you need.

Q: How do I get API keys and credentials? A: API keys and service credentials require technical setup. Contact your technology team or Aventora support for assistance.

Q: Can I undo changes? A: Most changes can be reverted by editing again. However, some actions (like deleting items) may be permanent. Always review before confirming deletions.

Q: How often should I update my knowledge base? A: Update whenever you have new information, products, or policies. Regular updates keep your chatbot accurate and helpful.

Q: How do I know if my calls are successful? A: Check the Engagement Hub Dashboard and Analysis sections for detailed call outcomes and statistics.

Q: What's the difference between phone calls and SMS? A: Phone calls are real-time voice conversations. SMS is text-based and continues over time. See the Single Call section for detailed differences.

Q: How do instruction brackets work? A: Instructions without brackets are used exactly as written. Instructions in brackets [...] are used as context for AI to generate natural messages. See the Single Call section for details.

Q: What happens when maximum retry attempts is reached? A: The call is marked with outcome "too_many_attempts" and no further retries are scheduled. The customer can still be contacted manually if needed.

Q: How does maximum concurrent calls work? A: When a user reaches their concurrent call limit, new calls are queued until an active call completes. This prevents overwhelming users with too many simultaneous conversations.

Best Practices​

Domain Assistant​

  • Review logs weekly to improve chatbot accuracy
  • Update knowledge base when you have new information
  • Test chatbot responses before major updates
  • Keep welcome and contact messages friendly and clear
  • Use domain keywords to help the AI understand your business

Engagement Hub​

  • Monitor credit balance before bulk campaigns
  • Test single calls before bulk uploads
  • Review call analytics regularly to optimize performance
  • Keep calendar working hours updated
  • Use appropriate channels for each customer (phone vs SMS vs WhatsApp)
  • Format instructions correctly (brackets for AI-generated, plain text for exact wording)
  • Set realistic retry intervals to avoid annoying customers

CMS​

  • Preview changes before publishing
  • Use descriptive page titles and meta descriptions for SEO
  • Optimize images before uploading (smaller files load faster)
  • Keep content current and relevant
  • Use alt text for all images (accessibility and SEO)
  • Organize media library with descriptive file names

General​

  • Save settings manually - they don't auto-save
  • Review changes before saving
  • Keep credentials secure (never share publicly)
  • Contact support when unsure about technical settings
  • Test changes in small batches before full deployment
  • Document custom configurations for your team

Conclusion​

Aventora Admin provides powerful tools to manage your AI-powered business communication. This guide covers the main features and how to use them. Remember:

  • Domain Assistant - Your intelligent chatbot for customer support
  • Engagement Hub - Your phone, SMS, and WhatsApp automation system
  • CMS - Your website content management system
  • User Settings - Your personal account preferences

For technical questions, contact your technology team. For platform questions, contact Aventora support.

Happy managing!

Last Updated: December 2025 Version: 2.0