Rapls AI Chatbot Manual (Pro Edition)

Version 1.9.10 | PHP 7.4+ | WordPress 6.3+ | Requires Free 1.20.0+
The Pro edition includes all Free features plus the advanced capabilities documented below.
For settings available in the Free version, please refer to the Free Manual.

Group 1: CUSTOMER

Customer-facing settings that control how visitors interact with the chatbot. This group contains 7 sub-tabs: Lead Capture, Offline, Conversion, UI, Badge Icon, Footer & CSS, and Chat Features.

Lead Capture

Configure under AI Chatbot > Pro Settings > CUSTOMER > Lead Capture.

Show a form that collects the visitor’s contact details before the chat starts. Lead data is stored in the wp_raplsaich_leads database table and can be exported as CSV or JSON. Leads can also be sent to external services in real time through the Webhook or Google Sheets integrations.

Capture Fields (lead_fields)

Custom Fields (lead_custom_fields)

Add fields beyond name/email/phone/company. Each field has a label, a type (text, email, tel, textarea, select) and a required flag; a select field takes comma-separated options. Custom fields are saved in the custom_fields column alongside lead data.

Example:
  - Label: Department, Type: text, Required: no
  - Label: Inquiry Type, Type: select, Required: yes
    Options: Product,Pricing,Demo request,Other

Lead Export

Export collected leads from the Leads page in CSV or JSON format. Date range filters are available.

How to Configure Lead Capture:

1. Go to AI Chatbot → Pro Settings → CUSTOMER → Lead Capture
2. Check “Show lead capture form before chat”
3. Choose whether lead information is required
4. Customize the form title and description
5. Enable the fields you want to collect (name, email, phone, company)
6. Optionally add custom fields
7. To be notified by email, check “Send email notification for new leads” and enter an address
8. Save settings

Offline Messages

Configure under AI Chatbot > Pro Settings > CUSTOMER > Offline.

Outside business hours, visitors can leave a message through an offline form instead of chatting with the AI. Messages are saved as leads and can be emailed to your team. Works together with Business Hours.

How to Configure:

1. Set up and enable Business Hours first
2. Go to AI Chatbot → Pro Settings → CUSTOMER → Offline
3. Check “Show offline message form outside business hours”
4. Customize the form title and description
5. Enable the email notification and set the recipient address
6. Save settings

Conversion Tracking

Track when a chat leads to a desired outcome: when a visitor who chatted opens a goal URL, it is recorded as a conversion for that chat session. Conversion counts and the conversion rate appear in the Analytics dashboard.

URL patterns can be plain text (substring match) or regular expressions. A value that is not a valid regular expression is treated as a plain substring. Examples:

/thank-you
/order-complete
^https://.*\/checkout\/success

How to Configure:

1. Go to AI Chatbot → Pro Settings → CUSTOMER → Conversion
2. Check “Enable conversion tracking”
3. Enter a goal name and a URL pattern; click “Add Goal” for more
4. Save settings
5. View conversion data in AI Chatbot → Analytics

UI Customization

Configure under AI Chatbot > Pro Settings > CUSTOMER > UI.

Customize the appearance and behavior of the chatbot widget beyond the standard theme settings available in the Free version.

Badge Icon

Configure under AI Chatbot > Pro Settings > CUSTOMER > Badge Icon.

Customize the floating chat badge icon. Choose a preset icon, an emoji, or upload a custom image.

The badge position is set in the Free plugin’s display settings.

Hierarchical Preset Question Buttons (Pro 1.6.0+)

Configure under AI Chatbot > Pro Settings > CUSTOMER > UI, in the “Hierarchical Preset Buttons” section.

Free’s preset buttons are flat (up to 10 entries). Pro adds a two-level “Group ▸ Child” structure with up to 8 groups × 8 children = 64 entries. The widget first shows the group buttons; tapping a group reveals its children with an automatic “← Back” navigation.

Setting keys: hierarchical_presets_enabled / hierarchical_presets

Per-level structure:

Drag & drop reordering (Pro 1.6.5+):

Each row has a drag handle ⋮⋮ on the left. Drag to reorder both groups and children:

• Group handle: moves the entire group (header + all its children) up or down
• Child handle: moves a child within the same group only. Cross-group drops are blocked — dropping outside the source group snaps the child back
• Saving order: click Save Changes and the DOM order is persisted as-is. No separate reorder button

Group button color (adjusted in Free 1.7.6+):

Before 1.7.6, group buttons used the primary brand color, which clashed visually with user message bubbles (matsuura’s feedback). From 1.7.6, group buttons render in neutral grey to read clearly as “tap to expand” UI. Child buttons retain the same styling as Free flat presets.

Click analytics (Pro 1.6.1+):

The Analytics dashboard’s “Preset question clicks” panel shows hierarchical entries in Group ▸ Child form. (Pro 1.6.0 had a bug where labels stayed as “Preset #N”; fixed in 1.6.1.)

Per-Bot Preset Questions (Pro 1.5.0+)

Configured per bot under AI Chatbot > Pro Settings > OPERATIONS > Chatbots.

In a multi-bot setup (see Multiple Chatbots), each bot has its own independent preset question buttons. Pages routed to different bots can show different question suggestions tailored to each bot’s domain.

Behavior:

• Each bot can be flat or hierarchical, independently of the others
• Whichever bot is resolved by page assignment or intent routing has its presets applied automatically
• Click counts are aggregated per bot in Analytics, with the bot name shown alongside the entry in the “Preset question clicks” panel

Footer & CSS

Configure under AI Chatbot > Pro Settings > CUSTOMER > Footer & CSS.

Add a custom branded footer to the chatbot widget and inject custom CSS to fine-tune its appearance.

As of v1.5.1, the Free edition no longer shows a “Powered by Rapls AI Chatbot” footer by default. Pro lets you add your own footer — your brand, a disclaimer, or a link.

There is no separate on/off switch: the footer appears when Footer Message has text and disappears when it is empty.

Custom CSS Examples:

/* Change the chat header background */
.wp-ai-chatbot .chatbot-header {
    background: linear-gradient(135deg, #667eea, #764ba2) !important;
}

/* Make the message bubbles rounder */
.wp-ai-chatbot .chatbot-message__content {
    border-radius: 20px !important;
}

/* Change the user message bubble color */
.wp-ai-chatbot .chatbot-message--user .chatbot-message__content {
    background: #e3f2fd !important;
    color: #1a237e !important;
}

/* Increase the message font size */
.wp-ai-chatbot .chatbot-messages {
    font-size: 16px !important;
}

/* Hide the bot avatar next to messages */
.wp-ai-chatbot .chatbot-message__avatar {
    display: none !important;
}

/* Custom scrollbar */
.wp-ai-chatbot .chatbot-messages::-webkit-scrollbar {
    width: 6px;
}
.wp-ai-chatbot .chatbot-messages::-webkit-scrollbar-thumb {
    background: #ccc;
    border-radius: 3px;
}

Group 2: AI

AI-powered features that enhance the chatbot’s intelligence and response quality. This group contains 4 sub-tabs.

AI Enhancement

Configure under AI Chatbot > Pro Settings > AI > AI Enhancement.

Toggle and configure AI-powered features that enhance the chat experience beyond basic Q&A.

Pro’s AI features (analytics, audit logging, webhooks, the LINE channel, FAQ generation, and so on) use whichever chat provider is active in Free (1.7.0+). If you select the WordPress AI Client (Connectors) provider in Free, no Pro-side configuration is needed.

AI Prompts

Configure under AI Chatbot > Pro Settings > AI > AI Prompts.

Choose an industry prompt template to use as the system prompt, and customize the prompts that Pro features send to the AI.

20 industry templates are available: customer_support, ecommerce, educational, faq, appointment, restaurant, real_estate, saas_tech, healthcare, business_consulting, legal_consulting, landing_page, corporate, blog_media, recruitment, travel_hotel, fitness_wellness, nonprofit, event, membership.

Customizable prompts:

External Learning

Configure under AI Chatbot > Pro Settings > AI > External Learning.

Crawl pages outside your WordPress site and add them to the knowledge the chatbot answers from.

Test Mode

Configure under AI Chatbot > Pro Settings > AI > Test Mode.

When enabled, the chatbot returns a fixed response without calling the AI API, so you can check the widget and conversation flow without API cost.

Group 3: OPERATIONS

Operational settings that control how the chatbot functions in your business workflows. This group contains 7 sub-tabs.

Business Hours

Configure under AI Chatbot > Pro Settings > OPERATIONS > Business Hours.

Define your operating hours. Outside business hours the chatbot shows a special message, or the offline form if enabled. The schedule is also available as the {business_hours} dynamic variable.

Example: Complete Business Hours Configuration

Timezone: America/New_York

Monday:    09:00 - 18:00
Tuesday:   09:00 - 18:00
Wednesday: 09:00 - 18:00
Thursday:  09:00 - 18:00
Friday:    09:00 - 17:00
Saturday:  10:00 - 14:00
Sunday:    Closed

Holidays:
2026-01-01  (New Year's Day)
2026-07-04  (Independence Day)
2026-12-25  (Christmas Day)
2026-12-31  (New Year's Eve)

Handoff

Configure under AI Chatbot > Pro Settings > OPERATIONS > Handoff.

Hand a conversation over from the AI to a human operator, triggered by keywords or by the visitor’s request.

Operator Mode

An operator can reply directly to a conversation that is in handoff from the admin screen. There is no separate setting for operator mode on the settings screen (the operator_mode_enabled / operator_takeover_message keys are saved but have no effect in the current version).

Operator Mode: Step-by-Step Handoff Process

1. Trigger: The visitor types a handoff keyword (e.g., “speak to a human”).
2. Notification: The operator team is alerted by email, Slack, or both.
3. Operator Login: An operator logs into WordPress and navigates to AI Chatbot → Conversations.
4. Find Conversation: Look for conversations with the “Handoff” status indicator.
5. Take Over: Open the conversation and reply as the operator. AI API calls are skipped while the handoff is active.
6. Chat Directly: The operator types responses directly to the visitor in real time.
7. Close or Resume AI: When done, end the handoff and the conversation returns to the AI.

AI Forms

Configure under AI Chatbot > Pro Settings > OPERATIONS > AI Forms.

Create AI-powered forms that collect user input and generate AI responses. Place a form on any page with its shortcode.

Each form consists of:

• ID — generated when the form is saved, from the letters and digits of the form name plus a random number (e.g. quote_4821). Click the shortcode in the form list to copy it
• Form Name and Description
• System Prompt — instructions for AI behavior
• Prompt Template — use {field_key} placeholders
• Form Fields — label, key, type (text, email, tel, number, textarea, select), required; select takes comma-separated options
• Submit Button Label
• Email Notification — send submission notification

Example: Quote Calculator Form

Form Name: Quote
Description: Fill in the details and we'll calculate your estimate.
Shortcode: [raplsaich_form id="quote_4821"]  (the ID is assigned on save)

Form Fields:
  1. Label: Service Type, Key: service, Type: select
     Options: Web Design, SEO, Content Writing, Social Media
  2. Label: Budget Range, Key: budget, Type: select
     Options: $500-$1000, $1000-$5000, $5000-$10000, $10000+
  3. Label: Project Description, Key: details, Type: textarea
  4. Label: Email Address, Key: email, Type: email (required)

System Prompt:
You are an expert estimator for a web agency. Give a rough cost
and timeline in USD, with a short breakdown.

Prompt Template:
Estimate a {service} project with a budget of {budget}.
Details: {details}

Submit Button Label: Get My Quote

Moderation

Configure under AI Chatbot > Pro Settings > OPERATIONS > Moderation.

Content filtering and abuse prevention. This tab holds Banned Words, IP Blocking, and Rate Limiting; the spam, PII, country, and whitelist settings in the second table are on the SYSTEM > Security tab.

Actions

Configure under AI Chatbot > Pro Settings > OPERATIONS > Actions.

Detect user intents during conversation and execute predefined actions such as redirects, link buttons, email notifications, or webhooks.

Each action has:

• Trigger — “AI Detection” (the AI decides from the “AI Description” you write) or “Keyword” (comma-separated keywords)
• Action Type:
  • Redirect — shows a button that opens the given URL
  • Link Buttons — labelled link buttons (maximum 4 links per action)
  • Email Notification — emails the given address (default: admin email) and shows an optional message in the chat
  • Webhook — posts to the given URL and shows an optional message in the chat

Maximum 10 actions. Each action adds approximately 50 tokens to the system prompt.

Scenarios

Configure under AI Chatbot > Pro Settings > OPERATIONS > Scenarios.

Create guided conversation flows that walk users through structured multi-step interactions such as bookings, surveys, or lead qualification.

Each scenario consists of:

• Name and Description
• Trigger — “Keyword” (comma-separated), “AI Detection” (describe when to trigger), or “Quick Reply” (a button label)
• Steps (up to 20, drag to reorder), each one of:
  • Message — text to show; supports {field_name} placeholders; “AI rephrase” lets the AI polish the wording
  • Input — a question whose answer is saved under a field name; type Text, Email, Phone, Number, or Select (comma-separated options, shown as buttons)
  • Condition — tests a field with Not empty / Empty / Equals / Not equals / Contains, and jumps to the “Then” or “Else” step ID
  • Action — Email Notification or Webhook

Example: Troubleshooting Wizard Scenario

Name: Printer Troubleshooting
Trigger: Keyword (printer problem, printer not working, can't print)
(Step IDs such as step_1 are for illustration; real IDs are assigned automatically.)

step_1 (Message):
  I can help you troubleshoot your printer.

step_2 (Input):
  Question: Is it a wireless or a USB printer?
  Field name: printer / Type: Select / Options: Wireless,USB

step_3 (Condition):
  printer Equals "USB" -> Then: step_5 / Else: step_4

step_4 (Message):
  Restart your router and the printer, then reconnect the printer to Wi-Fi.

step_5 (Message):
  Check that the USB cable is firmly connected, then try printing again.

step_6 (Input):
  Question: Did that fix it?
  Field name: resolved / Type: Select / Options: Yes,No

step_7 (Condition):
  resolved Equals "No" -> Then: step_8

step_8 (Action):
  Email Notification (to the support team)

Multiple Chatbots

Configure under AI Chatbot > Pro Settings > OPERATIONS > Chatbots.

Run multiple chatbot configurations on different pages, and route visitors between them by page rules, intent, or round robin.

Each bot is configured with:

• Name and Slug
• AI Provider — OpenAI, Claude, Gemini, or OpenRouter. Uses global API key for the selected provider.
• Model — the model ID, typed in (e.g. gpt-4o, claude-sonnet-5-5)
• Temperature and Max Tokens
• Theme, Badge Icon, Welcome Message
• Page Rules — which pages this bot appears on
• System Prompt — leave blank to use the global prompt
• Routing Keywords — keywords used for intent-based routing

Example: Sales Bot + Support Bot

Bot 1: Sales Assistant
  - AI Provider: OpenAI
  - Model: gpt-4o
  - Pages: /products/*, /pricing/, /demo/
  - Prompt: "You are a sales assistant. Help visitors understand
    our products, answer pricing questions, and guide them toward
    a purchase. Be enthusiastic and highlight key benefits."

Bot 2: Technical Support
  - AI Provider: Claude
  - Model: claude-sonnet-5-5
  - Pages: /support/*, /docs/*, /faq/
  - Prompt: "You are a technical support agent. Help users solve
    problems step by step. Be patient and precise. Always suggest
    checking the documentation first."

Routing Mode: manual (each bot appears only on its assigned pages)

Group 4: INTEGRATIONS

Connect the chatbot with external services and platforms. This group contains 4 sub-tabs.

Webhook

Configure under AI Chatbot > Pro Settings > INTEGRATIONS > Webhook.

Send real-time event data to external services via HTTP POST webhooks. Useful for integrating with CRMs, ticketing systems, and automation platforms (Zapier, Make, n8n).

Available Webhook Events (webhook_events):

Webhook Payload Example (lead_captured):

{
    "event": "lead_captured",
    "timestamp": "2026-03-14T10:30:00+00:00",
    "site_url": "https://example.com",
    "data": {
        "lead_id": 42,
        "conversation_id": 128,
        "name": "John Doe",
        "email": "john@example.com",
        "phone": "+1-555-0123",
        "company": "Acme Inc"
    }
}

Requests also carry an X-Webhook-Event header with the event name. timestamp is in UTC. If the endpoint returns a 5xx error or cannot be reached, the webhook is retried up to 3 times (after 1, 5, and 30 minutes).

Webhook with Zapier / Make (Integromat):

1. In Zapier: Create a new Zap → Trigger: “Webhooks by Zapier” → “Catch Hook”
2. Copy the webhook URL provided by Zapier
3. Paste it into the “Webhook URL” field in Pro Settings
4. Click “Test Webhook” to send a test payload
5. In Zapier, map the fields to your desired action (e.g., add to Google Sheets, create HubSpot contact)
6. For Make: Use the “Custom Webhook” module and follow similar steps

LINE Messaging API

Connect your chatbot to LINE, the dominant messaging platform in Japan, Thailand, and Taiwan. Visitors can interact with your chatbot through your LINE Official Account.

Webhook URL (shown on the tab, with a Copy button):

https://yoursite.com/wp-json/rapls-ai-chatbot/v1/line-webhook

yoursite.com

LINE Messaging API Setup: Step-by-Step

1. Go to LINE Developers Console and log in
2. Create a new Provider (or select existing)
3. Create a new Messaging API Channel
4. Under “Basic settings”, copy the Channel Secret
5. Under the “Messaging API” tab, issue a Channel Access Token (long-lived)
6. In Pro Settings → INTEGRATIONS → LINE, check “Receive and reply to LINE messages via AI” and paste both values
7. Copy the Webhook URL shown on the tab
8. Back in LINE Developers Console, go to “Messaging API” → “Webhook settings”
9. Paste the Webhook URL, enable “Use webhook”, and click “Verify”
10. Disable “Auto-reply messages” in the LINE Official Account Manager (otherwise LINE sends its own responses)

Markdown → Plain Text Conversion (1.6.2+)

LINE messages don’t support Markdown rendering, so AI responses with raw Markdown (**bold**, *italic*, [link](url), # heading, etc.) would otherwise reach the user with the symbols intact and read poorly. From 1.6.2, the plugin converts Markdown to LINE-friendly plain text before sending.

Conversion rules (applied in order):

Customization:

To override the converted output, hook the raplsaich_line_markdown_to_plain filter. It receives both the converted plain text and the original Markdown, so any further reshaping is possible.

add_filter('raplsaich_line_markdown_to_plain', function($plain, $original_markdown) {
    // e.g. append a signature
    return rtrim($plain) . "\n\n— Support team";
}, 10, 2);

Slack & Google Sheets

Configure under AI Chatbot > Pro Settings > INTEGRATIONS > Slack & Sheets.

Send notifications to a Slack channel and add captured leads to a Google Sheet.

Slack Integration

Slack Webhook Setup:

1. Go to Slack API → Your Apps
2. Click “Create New App” → “From scratch”
3. Name your app (e.g., “AI Chatbot Alerts”) and select your workspace
4. Go to “Incoming Webhooks” and toggle it ON
5. Click “Add New Webhook to Workspace”
6. Select the channel for notifications (e.g., #chatbot-alerts)
7. Copy the Webhook URL (starts with https://hooks.slack.com/services/)
8. Paste it into Pro Settings → Slack & Sheets → Slack Webhook URL and save

Google Sheets Integration

Step 1: Create a Google Apps Script

1. Open your Google Sheet
2. Go to Extensions → Apps Script
3. Replace the code with the following:

function doPost(e) {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
  var lead = JSON.parse(e.postData.contents);

  // Add headers if sheet is empty
  if (sheet.getLastRow() === 0) {
    sheet.appendRow(['Date', 'Name', 'Email', 'Phone', 'Company', 'Page URL']);
  }

  // The plugin posts one lead as flat JSON:
  // { name, email, phone, company, date, page_url }
  sheet.appendRow([
    lead.date || new Date(),
    lead.name || '',
    lead.email || '',
    lead.phone || '',
    lead.company || '',
    lead.page_url || ''
  ]);

  return ContentService
    .createTextOutput(JSON.stringify({status: 'ok'}))
    .setMimeType(ContentService.MimeType.JSON);
}

Google Sheets only receives leads, sent when a lead is captured. Unlike the webhook, there is no event / data wrapper: the lead’s fields are at the top level of the JSON. To log conversations or messages as well, use the Webhook with Zapier or Make.

Step 2: Deploy as Web App

1. Click Deploy → New deployment
2. Select type: Web app
3. Execute as: Me
4. Who has access: Anyone
5. Click “Deploy” and copy the Web App URL
6. Paste the URL into Pro Settings → Slack & Sheets → Apps Script Web App URL and save

Booking

Configure under AI Chatbot > Pro Settings > INTEGRATIONS > Booking.

When a visitor’s message contains a trigger keyword, the chatbot adds a booking button that opens your booking page (Calendly, Cal.com, or any URL).

Calendly Setup Example:

1. Create a Calendly account and set up your event types
2. Copy your Calendly scheduling link (e.g., https://calendly.com/your-name/30min)
3. Go to Pro Settings → INTEGRATIONS → Booking
4. Enable booking and select “Calendly” as the provider
5. Paste your Calendly URL into Booking URL
6. Enter trigger keywords, e.g. book, schedule, appointment, meeting, demo
7. Save settings

Group 5: MANAGEMENT

Administrative and management tools for monitoring costs, controlling access, and maintaining your chatbot configuration. This group contains 5 sub-tabs.

Usage & Budget

Configure under AI Chatbot > Pro Settings > MANAGEMENT > Usage & Budget.

Monitor AI API costs and set alerts and a hard limit to prevent unexpected charges.

Budget Setup Example:

Step 1: Start with an alert only
  Cost Alert: on
  Alert Threshold (USD): 20.00
  Alert Email: admin@example.com

Step 2: Add a hard limit once you know your usage
  Budget Limit: on
  Limit Amount (USD): 50.00
  Block Message: "AI chat is temporarily unavailable.
    Please email support@example.com."

Role Access

Control chat access and message limits per WordPress user role (the section is titled Role-Based Access Control). When disabled, site-wide settings apply to all users.

Administrators default to unlimited (0). Logged-in users are counted individually; guest users share the site-wide limit.

Usage Control — Credits & Token Limits (1.9.0+)

On the same Role Access tab. It builds on the free Usage Control safety valve (Settings → Security) and protects your own BYOK API cost when the chatbot is open to members.

• Top Consumers (this month): a read-only table of this month’s heaviest users with messages, tokens, and credits left. Usage is only metered while the free Usage Control is enabled.
• Grant Credits: enter a user ID and an amount to add credits to a user by hand.

A visitor who runs out of credits sees a credit-specific message: “You have used up your credits. Please wait until the next reset.” (1.9.1+).

Backup

Configure under AI Chatbot > Pro Settings > MANAGEMENT > Backup.

Back up plugin settings to a JSON file and restore them (the section is titled Backup & Restore Settings).

Export: click “Export Settings (JSON)” to download the Free and Pro settings as one JSON file (raplsaich-settings-YYYY-MM-DD.json). These values are blanked before the file is written:

• the OpenAI, Claude, Gemini, OpenRouter, and OpenAI-compatible provider API keys
• the reCAPTCHA secret key and the MCP API key hash
• the webhook secret, the LINE channel secret and channel access token, the Slack webhook URLs (notifications and handoff), and the Google Sheets Apps Script Web App URL

Every other setting is exported as-is. Up to version 1.9.7 the OpenAI-compatible provider’s API key (compat_api_key) and the handoff Slack webhook URL (handoff_slack_webhook_url) were not blanked; a file exported with 1.9.7 or earlier may contain them, so do not share it.

Import: choose an exported JSON file (up to 200KB) and click “Import Settings”. Settings in the file overwrite the current ones; settings not in the file keep their current values. For the keys and secrets listed above, the current value is kept when the file has them blank (“API keys, which are always preserved”).

Change History

Configure under AI Chatbot > Pro Settings > MANAGEMENT > Change History.

Track configuration changes with version history, rollback, staging, and an optional approval workflow.

Approval Workflow Process:

1. Submit: An editor saves settings changes. Instead of going live immediately, changes are saved as “Pending.”
2. Review: An administrator sees the pending changes in the Change History tab with a diff view showing what changed.
3. Approve/Reject: The admin can approve (changes go live) or reject (changes are discarded).
4. Rollback: If approved changes cause issues, any previous version can be restored from the version history.

License

Configure under AI Chatbot > Pro Settings > MANAGEMENT > License.

Enter, activate, and deactivate your Pro license. The license key and status are managed on this tab, not through settings keys.

How to Activate:

1. Purchase a Pro license from rapls.com
2. Copy the license key from your purchase confirmation email
3. Go to Pro Settings → MANAGEMENT → License
4. Enter your email address and the license key, then click “Activate License”
5. The status should change to “License Active”

Group 6: SYSTEM

System-level configuration for performance, security, and infrastructure. This group contains 6 sub-tabs.

Cache

Configure under AI Chatbot > Pro Settings > SYSTEM > Cache.

Cache AI responses to reduce API costs. When the same question is asked, the cached answer is returned without calling the AI API. The cache uses a SHA-256 hash of the user message to identify duplicates.

Cache Statistics (Last 30 Days): Cache Hit Rate, Cache Hits, Saved Tokens, and Total Requests. Clear All Cache invalidates every cached response.

Similar Cache (similar_cache_enabled, on the SYSTEM > Performance tab): questions are normalized before matching (punctuation stripped, whitespace collapsed, lowercased), so “What is your return policy?” and “what is your return policy” hit the same entry. Requires response caching to be enabled.

Queue

Configure under AI Chatbot > Pro Settings > SYSTEM > Queue.

Control concurrent AI requests to prevent overload during high traffic.

The tab also shows the Queue Status and a Reset Queue button for clearing stuck requests.

Performance

Configure under AI Chatbot > Pro Settings > SYSTEM > Performance.

Current Stats: Total API Requests, Avg / Max / Min Response Time, and Last Updated.

Security

Configure under AI Chatbot > Pro Settings > SYSTEM > Security.

Security headers and data retention. The spam detection, PII masking, country blocking, and IP whitelist settings on this tab are described under Moderation.

Encryption

Configure under AI Chatbot > Pro Settings > SYSTEM > Encryption.

Encrypt sensitive data stored in the database using AES-256-GCM (authenticated encryption with tamper detection).

Migration: “Encrypt All Messages” encrypts existing messages in batches; “Decrypt All Messages” decrypts them (use it before disabling encryption).

How to Enable Encryption:

1. Go to Pro Settings → SYSTEM → Encryption (the PHP OpenSSL extension is required)
2. Check “Enable data encryption at rest” and choose the fields to encrypt
3. Save settings. New records are encrypted from now on
4. Click “Encrypt All Messages” to encrypt existing messages (this may take a while for large databases)

Security Scan

Configure under AI Chatbot > Pro Settings > SYSTEM > Security Scan.

Scan plugin settings for potential security vulnerabilities.

What the Security Scan Checks:

“Run Scan Now” runs a scan immediately. Scheduled scans are recorded in the audit log, and the site admin is emailed when a High finding appears.

Pro-Only Pages

These admin pages are added when the Pro plugin is active. Without Pro, the Free plugin shows a single “Pro Features” overview page instead.

Site Learning (Crawler)

The Site Learning page manages the content crawler that indexes your WordPress site for RAG (Retrieval-Augmented Generation). The AI uses this indexed content to answer questions about your site.

Pro crawl settings:

Conversations

View and manage all chatbot conversations. The Pro version unlocks the full conversation management interface.

Encryption-aware search (Free 1.7.6+):

Search now works under AES-256-GCM message encryption. It runs in two phases: an SQL LIKE sweep for plaintext rows (cap 500 conversation IDs), then if any encg:-prefixed rows exist, a decrypt-and-match scan over the most recent rows (cap 2000, configurable via the raplsaich_search_decrypt_limit filter). Before 1.7.6, search silently returned zero results on encryption-enabled sites.

Direct conversation ID filter (Free 1.7.6+):

Append ?page=raplsaich-conversations&conversation_id=123 to deep-link straight to a single conversation (status/date filters are bypassed). An inline notice with a “Show all conversations” reset link is shown above the list. Used by the Pro 1.6.5 Analytics “View Conversation” button and by external systems linking to a specific thread.

Analytics Dashboard

Comprehensive analytics for understanding chatbot performance, user behavior, and ROI.

“View Conversation” button (overhauled in 1.6.5):

Used by Unanswered Questions, Preset Question Clicks, and Low-Rated Feedback rows to open the source conversation. Behavior has changed across versions:

Clicking opens the Conversations page in a new tab pinned to the target conversation. An inline notice (“Showing conversation #N only — Show all conversations”) appears at the top of the list with a reset link.

“Unanswered Questions” accuracy (1.6.1+):

• Preset fixed responses are excluded — they are intentional canned replies, not knowledge gaps
• Infrastructure failures (API quota exceeded, empty AI responses) are also excluded
• CJK short-text threshold loosened from 10 to 4 characters in 1.3.11+
• Added a “Last asked” timestamp column to help prioritize alongside frequency

“FAQ Ranking” / “Knowledge Gaps” encryption fix (1.3.10+):

Before 1.3.10, encrypted message ciphertext (encg: prefix) leaked directly into these tables. From 1.3.10 they show decrypted text.

Leads

Manage all captured leads from the chatbot’s lead form and offline messages.

Audit Log

Track all administrative actions performed on the chatbot plugin. The audit log provides an immutable record for compliance and accountability.

Tracked Actions Include:

• Settings changes (with before/after values)
• Knowledge base additions, edits, and deletions
• Crawl operations (start, complete, error)
• Data exports and imports
• User access and permission changes
• Encryption operations
• Cache clearing
• License activation/deactivation

Additional Features

Dynamic Variables

Placeholders in Knowledge Base answers, AI responses, prompt templates (AI Prompts tab), and operator answer templates are replaced with real values.

Example usage in a Knowledge Base answer:

Our support desk at {site_name} is open:
{business_hours}
Outside these hours, email us at {admin_email}.
© {current_year} {site_name}

Pro Themes

The Pro edition adds 10 premium themes and dark mode support on top of the 6 Free themes.

Dark Mode: When enabled, dark mode applies an overlay to any theme (Free or Pro). It respects the user’s system preference by default, or can be forced on/off.

Voice Input & Text-to-Speech

Enable voice interaction with the chatbot. Voice input uses the browser’s built-in Web Speech API for speech-to-text, and TTS reads AI responses aloud.

• Voice Input (STT): A microphone button appears in the input area. Users click to speak, and their words are converted to text. Supports major languages. Requires HTTPS.
• Text-to-Speech (TTS): A speaker button appears on each AI response. Click to have the response read aloud. Uses the browser’s built-in speech synthesis.

AI Tools

Additional AI-powered tools for content management beyond the chatbot itself.

• AI Content Editor: the AI Assistant sidebar in the block editor, turned on with “Enable AI Assistant sidebar in the block editor” on the AI Enhancement tab. It can also be opened from the editor’s Options (⋮) menu, and it uses the AI provider and key set in Free. It offers:
  • Tone / Style (Default, Professional, Casual, Friendly, Persuasive, Formal, Concise), applied to drafts, improvements, and custom instructions (1.8.0+)
  • Generate Draft from a topic or title, with an optional character count
  • Improve Text, Summarize, and Translate for the selected text, or the whole post when nothing is selected
  • Custom Instruction: a free-form instruction applied to the selection or the whole post (1.8.0+)
  • Title Ideas: five title suggestions; click one to set it as the post title (1.8.0+)
  • SEO Metadata: SEO title, meta description, and focus keywords
  • Refine (remove AI-smell): runs the free plugin’s Japanese humanizer cleaner on the generated text with no AI call and no network request, and shows the before/after AI-smell score. Requires Free 1.10.0+ (1.8.0+)
  1.8.0 fixed the sidebar not appearing on WordPress 6.6 and later (including 7.0). When generation fails, the real cause (missing API key, quota or rate limit) is shown.
• Response Edit Suggestions: AI analyzes low-rated chatbot responses and suggests improvements for your knowledge base.
• FAQ Auto-Generation (faq_auto_generation_enabled, default off; faq_min_occurrences, default 3): automatically draft FAQ entries from knowledge gaps asked at least that many times.
• Similar Question Merge (similar_question_merge_enabled, default off; similar_threshold, default 80%): detect knowledge base entries with similar questions using word similarity and suggest merging them.

Chat Features

Additional chat interaction features available in the Pro edition.

• Quick Replies (quick_replies_enabled / quick_replies): pre-defined buttons below the chat input that send a set message.
• Chat Bookmarks (chat_bookmarks_enabled): users can bookmark important messages for later reference.
• Conversation Search (chat_search_enabled): search within the current conversation history.
• Conversation Sharing (conversation_sharing_enabled): a share button lets visitors copy the conversation to the clipboard. No shareable URL is created.
• Screen Sharing (screen_sharing_enabled): capture a screenshot of the current page and include it in the conversation for visual context.
• Conversation Summary: AI-generated summary of the conversation available to both the user and operators.

WooCommerce Integration

When WooCommerce is active, the chatbot automatically detects and can index product data. Product information is included in the RAG context for product-related queries.

Product Cards show:

• Product image (thumbnail)
• Product name
• Price (sale price included when there is one)
• An “out of stock” label when applicable

The whole card links to the product page.

Setup:

1. Ensure WooCommerce is installed and products are published
2. Go to AI Chatbot → Site Learning
3. Enable learning and include “Products” in the content types
4. Run a crawl to index your product catalog
5. The chatbot will now reference products and display cards automatically

Multisite Support

The Pro edition supports WordPress Multisite installations.

• Network-Wide Settings: Configure default settings that apply across all sites in the network.
• Per-Site Overrides: Individual sites can override network defaults with their own settings.

Knowledge Base Pro Features

Extra Knowledge Base management features added to the Free Knowledge screen.