Exotel Voicebot: User Guide

this document provides a comprehensive, in depth guide to using the exotel voicebot platform it covers the complete lifecycle of a voicebot, from initial creation and configuration to publishing, monitoring, and continuous improvement 1\ signing into your portal your journey begins at the sign in page, the secure gateway to your voicebot management portal portal access navigate to your exotel voicebot url we recommend bookmarking this for easy access you can also access the voicebot from your exolite console by logging in to my exotel com or my in exotel com and clicking on the 'try voicebot' icon india voicebot mum1 exotel com singapore voicebot exotel com credentials enter your registered email and password for your security, the password field masks your entry you can click the eye icon to toggle password visibility password recovery if you've forgotten your password, click the 'forgot password?' link to securely reset it via an email link 2\ creating a new voicebot this section details the process of bringing a new conversational ai assistant to life, from the initial concept to a functional bot ready for configuration 2 1 the "bot building" page this is your primary creation canvas you have two main approaches to start 1\ create from a custom prompt this method offers maximum control and is ideal for unique or complex use cases how it works in the main text area, you describe your ideal bot a highly effective prompt is specific and structured, defining the bot's core attributes best practices for a strong prompt define the persona don't just say "sales bot " describe it "create a friendly, persuasive, and confident—but never pushy—sales assistant for our electronics store " list core capabilities detail what the bot should be able to do for example "it must be able to ask conversational questions to understand a customer's needs and budget, explain product benefits in simple language, and suggest add ons or upgrades where it makes sense " set constraints and rules specify what the bot should not do for example "it should never promise discounts that are not available it must handle objections professionally without being argumentative " enhance prompt feature (coming soon) if your initial idea is broad, click 'enhance prompt' the ai will analyze your input and suggest a more structured, detailed prompt that is optimized for the platform 2\ choose a template (coming soon) templates are the fastest way to get started, providing pre built prompts for common business needs how it works select a template like sales representative or appointment scheduler the prompt box will be automatically populated with a proven, well structured prompt for that use case you can then use this as a starting point and edit it to fit your specific requirements 2 2 uploading files for knowledge (comingsoon) to make your bot truly intelligent, you can provide it with your own data how it works you can upload documents containing information you want the bot to know the ai will process these files and incorporate the information into its knowledge base supported file formats pdf, docx, txt, mp3, wav, m4a use cases pdf/docx/txt upload product manuals, company faq documents, return policies, or lists of store locations the bot will use this text based data to answer specific customer questions mp3/wav/m4a upload recordings of exemplary agent calls the ai can analyze these to understand common customer queries, effective objection handling, and the ideal conversational flow once your prompt is ready and your files are uploaded, click build bot to create the bot and move to the configuration editor 3\ editing and refining your bot once a bot is created, the build bot editor allows you to fine tune every aspect of its personality, logic, and voice this is where you will spend time refining and improving your bot 3 1 the ai agent tab the bot's brain this tab controls the core logic and conversational style identity this is the bot's persona description why it's important this field is constantly referenced by the ai during a conversation to maintain a consistent tone, personality, and style a well defined identity (e g , "you are adis, a helpful and patient support agent") prevents the bot from sounding generic or robotic objective this section lists the primary, high level goals of the bot why it's important clear objectives guide the bot's decision making if an objective is "book an appointment," the bot will prioritize actions and questions that lead to that outcome list them in order of priority behavior these are the specific, step by step instructions or standard operating procedures (sops) why it's important this is where you define the exact conversational flow for example "opening phase" start the call with "hi, this is aditi calling from bankbazaar how are you today?" do not proceed until the user responds this level of detail ensures the bot follows your business processes precisely 3 2 the configuration tab voice and language this tab controls how your bot sounds to the user language select the languages your bot needs to understand and speak (e g , english, hindi) voice choose a voice model from the dropdown menu how to choose a voice the voice is a critical part of the user experience consider your brand's identity a luxury brand might choose a calm, professional voice, while a youth focused brand might prefer a more energetic and cheerful one changing the voice you can change the voice at any time simply select a new option from the list and save the configuration we recommend testing the new voice with a few sample phrases to ensure it aligns with your expectations 3 3 the advanced tab versioning and system controls this tab is for technical management version information every time you save a major change, you can create a new version why it's important versioning is your safety net you can have a stable, live version (v1 (stable)) handling customer calls while you work on and test a new version (v2) if the new version has issues, you can instantly roll back to the stable version without any downtime 4\ testing your bot thorough testing is the most critical step before making your bot live the talk to bot page provides a safe environment to interact with your bot and identify areas for improvement initiating a test phone call the most realistic test enter your phone number and select the bot number the system will initiate a live call so you can hear exactly what your customers will hear, including audio quality and latency web call (coming soon) this will allow for quick tests directly from your browser what to test for conversational flow does the conversation feel natural? accuracy does the bot understand you correctly? does it provide accurate information from its knowledge base? handling errors what happens when you say something unexpected? does the bot recover gracefully or get stuck? voice and tone does the chosen voice sound right for the conversation? 5\ bot lifecycle management this section covers the process of making your bot live, deactivating it, and deleting it 5 1 publishing your bot "publishing" means making your bot active and ready to handle real calls how to publish navigate to the build bot > ai agent tab for the bot you want to publish find the activation status toggle and switch it to 'active' what happens once active, the bot is officially live any calls made to the phone number assigned to this bot will be answered by the voicebot ensure you have completed thorough testing before this step 5 2 deactivating a bot you can temporarily take a bot offline without deleting it how to deactivate go to the ai agent tab and switch the activation status to 'inactive' what happens the bot will no longer answer calls this is useful for performing maintenance, making significant configuration changes, or temporarily pausing a campaign 5 3 deleting a bot this is a permanent action to remove a bot and its associated data from the platform how to delete (note this is a standard feature the exact location might be on a main bot list page, next to the bot's name, often under a three dot menu ) important deleting a bot is irreversible all configurations, history, and analytics associated with it will be permanently lost proceed with caution and ensure you have backed up any necessary information 6\ detailed analytics monitoring performance the analytics dashboard is crucial for understanding how your bots are performing and identifying areas for improvement 6 1 summary dashboard the 30,000 foot view this dashboard provides a blended, high level overview of your entire voicebot ecosystem total calls (all bots) what it measures the total volume of calls handled by all your active bots in the selected time frame why it matters this is a fundamental measure of customer engagement and bot workload a sudden spike might correlate with a marketing campaign, while a drop could signal a technical issue overall resolution rate what it measures the percentage of total calls that were successfully concluded by the bots without needing to escalate or failing why it matters this is your primary roi metric a high resolution rate means your bots are effectively handling inquiries, reducing the load on human agents and lowering operational costs total duration what it measures the cumulative time in hours and minutes that users have spent interacting with your bots why it matters helps in understanding overall system usage active bots what it measures a real time operational status of your bots, categorized as healthy, warning, or critical why it matters this is a proactive monitoring tool a 'critical' status could indicate a major outage, allowing you to react quickly 6 2 bot analytics the deep dive select a specific bot to perform a granular analysis of its performance a the "bot effectiveness" tab (did it work?) this tab focuses on conversational outcomes resolution rate what it measures the percentage of calls this specific bot handled successfully what to do if this rate is low, investigate the unresolved call breakdown chart to understand why unresolved call breakdown (pie chart) what it measures the reasons why calls failed this is your primary diagnostic tool interpreting the data user hung up a high percentage may indicate user frustration, long bot monologues, or high latency listen to these call recordings in the "interaction history " bot misunderstanding this directly points to a problem with the bot's knowledge or prompt the bot is failing to understand the user's intent refine the prompt or add more relevant information to its knowledge base user escalation request users are explicitly asking to speak to a human this is normal, but if the rate is high for simple queries, it means the bot isn't building user trust technical failure this indicates a problem with an external system, like a crm or api that the bot relies on check your integration logs goal completion & topic analysis what it measures the success rate for specific tasks the bot is designed to handle (e g , "order status," "make a payment") what to do this helps you pinpoint which specific tasks the bot is struggling with if the "order status" topic has a low success rate, focus your improvement efforts on that part of the conversation flow b the "bot performance" tab (how well did it work?) this tab focuses on technical and conversational quality metrics average latency what it measures the time (in milliseconds) from when a user stops speaking to when the bot begins its response why it matters high latency (e g , over 1000ms) creates unnatural pauses and a poor user experience, often leading to users hanging up or interrupting the bot avg confidence score what it measures the ai's average confidence (from 0 to 1) that it accurately transcribed what the user said what to do a score consistently below the threshold (e g , 0 8) indicates a speech to text problem this can be caused by poor line quality, background noise, or complex user accents interruption rate trend what it measures the percentage of turns where the user spoke over the bot why it matters a high rate is a strong indicator of a flawed conversational design it often means the bot's responses are too long, it's not providing opportunities for the user to speak, or its latency is too high tool success rate / tool use (api) performance analysis what it measures the success rate of any external api calls the bot makes (e g , fetching customer data from your crm) what to do if this rate is low, it points to a problem with an integrated system, not the bot itself your technical team should investigate the api's performance 7\ interaction history this section is your repository of all conversations, allowing you to perform detailed, call by call analysis how to use it use the search and filter functions to find specific interactions for instance, filter for all calls with an "unresolved" outcome and a reason of "bot misunderstanding " then, listen to the recordings and read the transcripts for those calls to find patterns in the failures this ground level data is invaluable for refining your bot's prompt and knowledge 8\ common troubleshooting scenarios use this guide to diagnose and resolve common issues with your voicebot problem the bot frequently misunderstands users diagnosis check the bot analytics > bot effectiveness > unresolved call breakdown chart if "bot misunderstanding" is high, this is your issue also, check the avg confidence score ; if it's low, the issue is with speech recognition solution refine the prompt make your instructions in the behavior and objective fields more specific improve knowledge base upload more detailed faqs or documents related to the topics the bot is failing on address low confidence a low confidence score may not be solvable via prompts it may relate to the telephony line quality of your callers problem users interrupt the bot a lot or hang up mid conversation diagnosis check the bot analytics > bot performance > interruption rate trend if it's high, users are getting impatient check the average latency if it's over 1000ms, that's a likely cause also check the unresolved call breakdown for "user hung up " solution shorten bot responses edit the identity or behavior prompts to encourage shorter, more concise responses break up long monologues instruct the bot to pause and ask for user confirmation (e g , "does that make sense so far?") after delivering a key piece of information investigate latency if latency is the issue, it may require technical investigation problem the bot fails to get information from our system (e g , "i couldn't look up your order") diagnosis check the bot analytics > bot performance > tool success rate if it's low or has an "alert" status, your external api is the problem solution this is a technical issue outside of the bot's configuration your development team needs to check the health and responsiveness of the integrated api service 9\ best practices for continuous improvement a voicebot is not a "set and forget" tool the best voicebots are continuously improved based on user interaction data start with the "why" begin your review at the unresolved call breakdown chart this tells you why calls are failing listen to calls for your top failure reason (e g , "bot misunderstanding"), go to the interaction history filter for these calls and listen to at least 5 10 recordings you will quickly identify patterns form a hypothesis based on your review, form a hypothesis for example "the bot is failing to understand questions about our warranty because 'warranty' isn't mentioned in its prompt or uploaded documents " edit and version make a specific change to your bot to address the hypothesis save this as a new version test and publish thoroughly test the new version before publishing it measure and repeat after the new version has been live for a week, compare the analytics did the percentage of "bot misunderstanding" calls decrease? if so, your change was successful now, pick the next biggest problem and repeat the cycle 10\ conclusion this guide provides a comprehensive framework for creating, managing, and optimizing your exotel voicebot by leveraging detailed configuration options, thorough testing, and data driven analytics, you can build powerful conversational ai experiences that enhance customer satisfaction and drive business efficiency remember that continuous improvement is key to long term success