Dana Kowalski
AI Chatbot Platform
Sign inGet started

Client Guide

Getting started with
your chatbot

Everything you need to configure, embed, and manage your AI chatbot — from uploading your first document to going live on your website.

Section 01

Logging In

Access your chatbot dashboard.

1

Go to chatbot.danakowalski.com/login in any browser.

2

Enter the email address and password provided by your consultant.

3

Click Sign in. You'll land on your dashboard home.

If you forget your password, click Forgot password? on the login page and check your email for a reset link. The link expires after 1 hour.

Section 02

Knowledge Base

Upload the content your chatbot will use to answer questions.

Uploading documents

1

In the sidebar, click Knowledge Base.

2

Click Upload file and select a document from your computer, or drag and drop a file onto the upload area.

3

Wait for the status to show Ready. Large files may take a minute to process.

4

Repeat for any additional documents. Your chatbot can answer from all of them at once.

Supported file types

  • CSV / XLSX — spreadsheets, price lists, product catalogs, staff directories
  • PDF — menus, brochures, policy documents, manuals
  • TXT / MD — plain text files, FAQ documents, notes

Tips for better answers

  • Use clear headings and labels. "Q: What are your hours? A: Mon–Fri 9am–5pm" works better than a dense paragraph.
  • For spreadsheets, include a header row. Column names like Product Name, Price, Description help the AI understand the data.
  • Keep each document focused on one topic. A separate file for FAQs, pricing, and policies is easier for the AI to search than one giant document.
  • You can delete and re-upload a file at any time if your information changes.
Do not upload files containing sensitive personal data (social security numbers, payment card numbers, health records). Your uploaded content is used to train your chatbot's responses.

Section 03

AI Settings

Connect your API key and choose an AI model.

Getting your OpenRouter API key

1

Go to openrouter.ai and create a free account.

2

In your OpenRouter dashboard, click API Keys → Create key. Give it any name (e.g. "My Chatbot").

3

Copy the key — it starts with sk-or-. You won't be able to see it again after leaving the page.

Adding your key to the dashboard

1

In the sidebar, click AI Settings.

2

Paste your OpenRouter API key into the API Key field and click Save.

3

Select a model from the dropdown. If unsure, GPT-4o Mini is a great balance of speed, quality, and low cost.

Choosing a model

GPT-4o MiniRecommended

Fast, affordable, excellent quality for most business Q&A.

GPT-4oPremium

Best accuracy for complex or nuanced questions. Higher cost per message.

Claude 3 HaikuBudget

Very fast and cheap. Good for simple, factual lookups.

Your AI costs go directly to OpenRouter — not to us. Most small businesses spend less than $2–5/month in AI costs. You can set a monthly spending limit in your OpenRouter dashboard to avoid surprises.

Section 04

Appearance

Customize how your chatbot looks and what it says.

System prompt

The system prompt is a private set of instructions that shapes how your chatbot behaves. Your visitors never see it — only the AI does.

Click Appearance in the sidebar, then edit the System Prompt field.

Example: "You are a friendly assistant for Mike's Bakery. Only answer questions about our menu, hours, and ordering. If a question is outside those topics, politely say you can't help with that and suggest they call us."

Welcome message

This is the first message visitors see when the chat widget opens. Keep it short, friendly, and specific to your business.

Example: "Hi! I'm here to help answer questions about our menu and hours. What can I help you with today?"

Widget colors & branding

1

Under Primary color, click the color swatch and choose a color that matches your brand, or enter a hex code (e.g. #2563eb).

2

Set the Chat header title — this appears at the top of the chat window (e.g. "Chat with us" or "Ask Mike's Bakery").

3

Choose Widget position: bottom-right or bottom-left corner of the page.

4

Click Save changes. Changes go live immediately.

Section 05

Widget Setup

Embed your chatbot on any website with one line of code.

Getting the embed snippet

1

In the sidebar, click Widget Setup.

2

Copy the embed snippet shown on the page. It looks like this:

<script
  src="https://chatbot.danakowalski.com/widget.js"
  data-tenant="your-business"
  data-key="your-api-key"
  async
></script>

Adding it to your website

WordPress

Go to Appearance → Theme Editor → footer.php (or use a plugin like "Insert Headers and Footers") and paste the snippet just before the closing </body> tag.

Squarespace

Go to Settings → Advanced → Code Injection → Footer and paste the snippet there.

Wix

Go to Settings → Custom Code → Add custom code → place it in the Body — End section.

Shopify

Go to Online Store → Themes → Edit code → Layout → theme.liquid and paste just before </body>.

Custom HTML

Paste the snippet just before the closing </body> tag in your HTML file.

You can also manage allowed domains on the Widget Setup page. Adding your domain (e.g. mikesbakey.com) ensures the widget only works on your website and not if someone copies your snippet.
Your API key is tied to your chatbot. Do not share it publicly or post it in a public GitHub repo. If you believe a key has been compromised, contact your consultant to rotate it.

Section 06

Usage & Limits

Monitor your chatbot activity and understand your plan limits.

Viewing your usage

Click Usage in the sidebar to see:

  • Total messages sent by your visitors this month
  • Total AI tokens used (input + output)
  • A 30-day daily breakdown chart

Understanding limits

Messages per day

Maximum number of visitor messages accepted in a 24-hour period. Once reached, the chatbot politely tells visitors to try again later.

Messages per conversation

Maximum back-and-forth exchanges in a single chat session before it resets.

Tokens per message

Maximum length of a single AI response. Longer responses cost more tokens.

Monthly token budget

Total AI usage cap for the month. When reached, the chatbot pauses until the next billing cycle or you contact your consultant to adjust.

If you're regularly hitting your daily message limit, reach out to your consultant — upgrading your plan or adjusting limits takes just a few minutes.

Section 07

Data & Compliance

Manage data retention, exports, and deletion requests.

Conversation history

Your chatbot automatically stores conversation logs so you can review what visitors are asking. You can browse conversation history under Conversations in the sidebar.

Under Compliance, you can configure how long conversations are retained (default: 90 days). After that period, logs are automatically deleted.

Consent banner

If your business operates in the EU or serves EU customers, you can enable a consent banner that informs visitors their chat may be stored. Toggle this on under Compliance → Consent banner.

Data deletion requests

1

Go to Compliance in the sidebar.

2

Under Delete all conversations, click the delete button to permanently erase all stored chat history for your chatbot.

3

Deletions are permanent and cannot be undone. A log of the deletion request is kept for your records.

If a specific visitor contacts you requesting their data be deleted (a GDPR/CCPA right-to-erasure request), contact your consultant — we can delete records tied to a specific session.

Need help?

If you run into anything not covered here, reach out directly. I'm here to make sure your chatbot works well for your business.

danakowalski.com