Help for you and your team.

Getting started

How setup works

Every system goes live in steps, so nothing reaches your customers before you're happy with it.

• Kick-off call. We go through your business, your customers and what you want first. length of the call
• Week 1, setup. We load your answers, prices, opening hours and calendar, and connect your channels.
• Weeks 2–3, fine-tuning. The AI writes replies, and your team approves or corrects them in approval mode.
• Week 4, test. It runs on its own on a private test page before real customers see it.
• Live. Customers get answers. You can keep approval mode on as long as you like.

Ads only? Your first ads usually go live about two weeks after our first call.

What we need from you

• Your services, price list and opening hours, including public holidays.
• Answers to the questions customers ask most. We send you a list to fill in.
• Admin access to your WhatsApp Business number and your Instagram and Facebook pages. They stay in your name.
• Access to the calendar you book in, or we set one up with you.
• The Telegram usernames of everyone who answers customers, and the owner's.
• A link to your privacy notice. The AI shares it in its first reply.
• For clinics: who to call in an emergency, and the on-call phone number.
• For ads: access to your ad account, with your own card on it.

Missing something? Tell us on the kick-off call and we'll sort it out together.

Your contact at WildZero

One person looks after your setup and stays your contact afterwards: name, role and number.

For your team

Your Telegram group

Each business gets one private Telegram group. Your team, the owner and our assistant are in it. Everything that needs a person arrives there, in your team's language:

• Questions the AI can't answer from your knowledge base
• Replies waiting for your OK, when approval mode is on
• Chats that need a person, with an “I'll take it” button
• A pinned card that shows what is still waiting
• A quiet summary of the day at 19:00

When someone joins or leaves your team, tell us so we can update who gets alerts.

Claim a chat

When a chat needs a person, an alert arrives in the group with an “I'll take it” button. Tap it and the card shows your name, so nobody else answers the same customer.

If nobody claims it within 10 minutes, the group is reminded. After 20 more minutes, the owner gets a direct message. Outside opening hours, chats that aren't urgent wait until you open. Emergencies are marked urgent and go to your on-call person at any hour.

Approve or edit a reply

With approval mode on, each reply the AI writes comes to the group first: the customer's message and the draft, both in your team's language.

• Approve sends it as written, in the customer's language.
• Edit lets you change the wording before it goes.
• Rather write it yourself? Answer the customer directly, and the AI stays quiet in that chat.

If nobody approves within 20 minutes, the customer gets a short message saying your team will reply soon. You can still approve the draft for 12 hours. Ask us any time to switch approval mode on or off.

Take over and tap “Done”

Once you've claimed a chat, the AI stays quiet and you talk to the customer yourself, in WhatsApp, Instagram or Facebook as usual.

When you're finished, tap “Done” on the card and the AI picks up again. If nobody taps it, the AI stays quiet in that chat for up to 7 days.

Replied straight from the WhatsApp app without claiming the chat? The AI notices and stays quiet in that chat for 12 hours.

Answer a new question

When a customer asks something your knowledge base doesn't cover, the AI tells them your team will reply and sends the question to your group in your language. Answer it once; the customer gets your answer in theirs.

If several customers ask the same general question before you answer, one answer goes to all of them, each in their own language. Questions about prices, bookings or health are never grouped.

You're then asked whether to save the answer for next time. See adding and changing answers.

Replying after 24 hours

WhatsApp lets a business reply freely for 24 hours after the customer's last message. After that, only template messages that Meta has approved can be sent.

Your reminders and booking updates go out as templates we write and get approved for you. For anything else, call the customer or wait until they write again.

STOP requests

When a customer writes STOP, or the same in their language (for example DUR or İPTAL in Turkish), they are marked as opted out. Reminders, follow-ups and review requests stop for them straight away.

Please don't message them yourself either, unless they write to you first. If someone opted out by mistake and asks to hear from you again, tell us and we'll switch it back.

Knowledge base

What's in it

Your knowledge base is the list of questions and answers the AI is allowed to use: services, price ranges, opening hours, address, parking, ways to pay, what to bring. If an answer isn't in it, the AI doesn't guess. It asks your team.

For clinics, it never holds a diagnosis or a final price. Medical questions always go to your doctor.

Add or change an answer

• From your group. When you answer a new question, you're asked whether to save it. Saved answers are used from the next customer on.
• With the answers form. A simple web form, protected by your own admin code, for adding or changing answers yourself.
• Through us. Send the change in your group or by email, and we update it within one working day.

Before an answer is saved, the question is rewritten as a general one, without names, dates or health details.

Prices and offers

Tell us as soon as a price changes, so the AI never quotes an old one. Clinics give price ranges only; the final quote always comes from your team.

Running a special offer? Tell us when it starts and ends, and we add it and take it down on those dates.

Booking and calendar

How bookings reach your calendar

The AI offers free times from your own calendar, shown in the customer's time zone. When they pick one, the booking appears in your calendar straight away, so nobody can book the same slot twice.

Block time in your calendar as usual, for a holiday, training or a full day, and those times won't be offered.

Move or cancel a booking

Move or cancel it in your calendar and the customer is told, in their language.

If a customer asks in the chat to move or cancel, the AI offers new free times and updates your calendar for you.

Reminders

Every customer gets a reminder the day before, in their language and their own time zone. Customers who wrote STOP don't get one.

Opening hours and holidays

Your opening hours decide what happens when a customer asks for a person. In opening hours your team is alerted straight away. After hours, the customer is told when you're back, and the chat waits for you.

Send us your public holidays and any days you're closed, ideally a month ahead.

Deposits and payment links

You can ask customers to pay a deposit or the full price when they book. The AI sends a payment link in the chat, the money goes to your own account, and the booking is marked as paid.

Reports

The Monday report

Every Monday you get one page about the week before: what you spent on ads, how many people got in touch, how many booked and paid, and what each new customer cost.

It arrives by WhatsApp, email or Telegram: to confirm. Ad spend comes from your own ad account and bookings from your calendar, so you can check every number yourself.

The daily summary

At 19:00 a quiet summary of the day's chats is posted in your Telegram group, without pinging anyone. Ask us if you'd like a different hour.

A number looks wrong

Reply to the report or write in your group. We'll show you where the number came from, and fix it if we got it wrong.

Billing and invoices

What you pay

• A monthly fee for our work, plus a one-time setup fee where your offer says so.
• Your ad budget, paid from your own account straight to Facebook, Instagram or TikTok. It never goes through us.
• For WhatsApp: Meta's message fees, passed on at cost.
• Prices exclude VAT.

See pricing for the plans.

Invoices

We send an invoice by email when, e.g. on the 1st of each month. Currency and e-invoice type to add

You can pay by bank transfer or card: to confirm. Need a copy of an old invoice, or new company details on the next one? Write to talha@wildzero.works.

Change or cancel your plan

Plans are monthly and you can cancel anytime. notice period To add or drop a service, tell us and it changes from your next invoice.

Your ad accounts, pages and WhatsApp number stay in your name. See what happens to your data when you leave.

Your data

Who is responsible for what

Your customers' data belongs to your business. You decide how it's used, and we handle it only on your instructions, under a data processing agreement.

Export your data

Ask us at any time for a copy of your data: conversations, bookings, your knowledge base and your report numbers. You get it as spreadsheet files within number of working days.

Delete a customer's data

If a customer asks to be forgotten, send us their phone number. We delete their messages, files and booking details from our systems and confirm in writing within number of days.

Bookings in your own calendar and chats in your own WhatsApp app are yours to delete.

KVKK and GDPR requests

Customers can ask what data you hold about them, and ask for it to be corrected or deleted. Under KVKK you must answer within 30 days, and under GDPR usually within a month. Lawyer to check

Forward any request to us straight away. We send you everything we hold about that person within number of days, so you can answer on time.

Where your data is kept

Your data is stored in region: to confirm before the first client and encrypted in transit. Only the people who need it can open it. See trust and security and the companies that help us run the service.

When you leave

When you cancel, we send you an export of your data, then delete it from our systems within number of days, unless the law says we must keep something longer, such as invoices.

Getting support

How to reach us

• Your Telegram group. Mention support username and a person from WildZero answers there.
• WhatsApp: +90 507 278 78 56
• Email: talha@wildzero.works
• Phone, for urgent problems: +90 507 278 78 56

Support hours and reply times

Monday to Friday, 09:00 to 18:00 Istanbul time. We reply to messages within 4 working hours.

If your system stops answering customers, we respond within 1 hour, any day of the week.

If something breaks

We get an automatic alert when part of the system fails, often before you notice. If the AI can't answer, the customer gets a short holding message and your team is alerted, so nobody is left without a reply.

Every part can be switched off for your business on its own, for example reminders or review requests, while the rest keeps running. Something looks wrong? Write “URGENT” in your group with a screenshot.

What's new

New features and fixes are listed on What's new, newest first.