Client screen and chats

The client screen is the central hub for monitoring interactions between your AI and your audience. You can track leads, see engagement, understand client needs and improve your AI's performance.

Your client screen

This shows details of everyone who chats with your AI in a table. You can view:

  • Their name and email address
  • First chat dates and times
  • Latest chat dates
  • Additional information like company name (if you've chosen to collect this)
  • Pink dots to indicate new chats (since you last signed in)
  • Action buttons for each chat

Note: (Chats for clients with identical registration data (i.e. first name, email and any other data you've chosen to collect) will be consolidated under one record, providing all fields match. Click on the chat icon to see all chats for that individual.

Client chats - example table

Table columns

To change the columns you can view in the table:

  • Hover over any column header
  • Click the three dots to bring up the menu
  • Click on 'Manage columns'
  • Toggle on the ones you want to view

Manage columns

New chats

Before you even navigate to your client screen, you'll see a pink dot and a number by the 'Clients' menu item when there are new AI interactions.

Pink dot indicating new chats

Managing your client chats

The right side of each client record has several action buttons to help you manage and follow up on your AI conversations.

Client chat action icons
Action buttons

Flag

The flag feature helps you categorise and highlight chats to guide your follow-up actions.

  • Click the flag icon on any row to add a flag in one of four colours
  • Click the same flag colour again to unflag the chat
  • Click a different colour to change the flag

Apply your own colour-coded system for different meanings to suit your business. For example, you might use purple flags for promising leads, blue flags for current clients, orange flags for additional AI training opportunities, and pink flags for stand-out examples of your AI acing the conversation! You choose your own key.

Email

Click the envelope icon to open your email program and send a personalised message to that client.

Chats

Select the chat icon to view the conversations with that client. For each chat, you can:

  • Check if the chat is in progress or complete.
  • Read an automatically generated summary (produced once complete).
  • See the full chat transcript and train your AI further from the responses.
  • Download the transcript by clicking the download arrow icon.
  • Improve your AI's responses for the future > Learn how here.
Example chat summary
Example chat transcript

Note: Chats are shown as "in progress" until 24 hours after the last message or sooner if the user begins a new conversation. This allows your clients to step away and then return to the conversation where they left off. You can still view the transcript when a chat is in progress.

Delete

You can remove any unwanted client and chat records by selecting the ones you want to remove and clicking the 'Delete' button.

Note: If you have deleted conversations, the client can still begin a new chat with your AI in the future should they wish to.

Following up clients

There are several features to help you follow up on leads and chats.

Data export

Select any client records you want to download, then click the 'Export' button. This will export a CSV file of their contact details.

You can also choose to include chat summaries.

Include latest chat summary option

Connect with Zapier

Connect your Coachvox account to Zapier so you can automatically send data from your Coachvox AI to your other systems and seamlessly follow up with new clients.


Enabling clients to see their previous chats

You can enable clients to view their own chat history by toggling on 'Enable users to see previous chats' in your AI settings page under 'Access settings'.

Access settings

How clients access their history

Once this is enabled, clients have the option to save and access their chat history. They do this by clicking the archive (box) icon at the top of the chat window.

Password access

The first time a client clicks the archive icon or starts a new chat, they'll be prompted to create a password-protected account. This unlocks access to their history and makes sure no one else can view this.

If you charge for access via our Stripe integration, clients will already have set a password as part of the sign-up process and be required to sign in to chat, so they won't be prompted again - they can go straight to the archive icon.

What clients see

Once a password-protected account is set up, clients can view, download and resume their past conversations. They'll see chat transcripts from the point they created their password-protected account onwards - though you can always see all their transcripts on your own client screen.

Note: You can download a chat transcript and email this to a client if requested:

  • Head to your client screen 
  • Find the client and the conversation
  • Click on the chats icon
  • Click on the download icon

Every chat with your AI represents someone seeking your unique expertise. Make use of the client screen tools to turn these conversations into connections, opportunities and growth, and build stronger relationships with your audience.

Further guidance

Explore your AI dashboard to view client data and audience challenges.

Learn how to improve your AI's responses from your client chats.

Check out our FAQs about your AI chat.

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