Use case guides

Configure InstaReplAI for your exact business workflow.

Each guide explains what customers usually ask, what knowledge to prepare, which rules to configure and when the AI should hand the conversation to a person.

Prepare your setup Browse guides

Setup basics

What to prepare before training your AI assistant

InstaReplAI works best when the knowledge base is clean, specific and split by topic. The goal is not to upload everything. The goal is to give the AI the exact rules it needs to answer customers safely.

Knowledge files

Start with structured text

Prepare FAQs, product pages, service menus, policies, price ranges, opening hours and internal answer guidelines. Short documents are easier to maintain than one large archive.

Conversation rules

Write clear boundaries

Define what the AI can confirm, what it cannot promise, when it should ask a follow-up question and when it must stop and assign the conversation to a human.

Testing prompts

Use real customer questions

Test common, vague and difficult messages before launch. Include refunds, complaints, urgent requests, price objections and booking changes.

PDF, text or pages?

PDFs can work, but clean text usually works better.

A text-based PDF is usually not heavy. The real problem is quality: scanned PDFs, image-heavy brochures and mixed layouts can make retrieval less reliable. For the most important rules, use clean text, a simple document or a dedicated FAQ page. Use PDFs for policies, catalogs and manuals only when the text is selectable and the file is split into focused topics.

  • Best: FAQ pages, plain text, structured docs, product/service tables.
  • Good: small text-based PDFs with clear headings and selectable text.
  • Avoid: scanned PDFs, screenshots, private customer records and huge mixed documents.

Industry setup guides

Choose your use case and prepare the right knowledge

These guides are written around real search intent: businesses looking for an AI chatbot, AI customer support assistant or AI booking assistant for their specific industry.

AI customer support for e-commerce

E-commerce stores

Use InstaReplAI to answer product questions, shipping rules, return policy, order status questions and pre-sale objections across Instagram, WhatsApp, Email and Live Chat.

Product FAQs Shipping Returns Order questions
Prepare
  • Product catalog with sizes, variants, compatibility and availability rules.
  • Shipping times by country, delivery partners and free shipping thresholds.
  • Refund, return, exchange and warranty policies.
Configure
  • Ask for order number before discussing a specific order.
  • Recommend products only from approved categories or collections.
  • Escalate damaged goods, chargebacks and angry complaints.
Test
  • "Do you ship to France?"
  • "Can I return this after opening it?"
  • "Which size should I choose?"

AI booking assistant for clinics

Medical clinics and private practices

Use InstaReplAI to manage appointment requests, opening hours, reminders and administrative questions while keeping medical advice and sensitive cases with qualified staff.

Appointments Clinic hours Patient instructions Human handoff
Prepare
  • Appointment types, duration, location, prices and preparation instructions.
  • Cancellation policy, late arrival rules and insurance/payment notes.
  • Approved answers for administrative questions only.
Configure
  • Never diagnose, prescribe or interpret symptoms.
  • Collect contact details and preferred times for booking requests.
  • Escalate urgent symptoms, complaints and privacy-sensitive messages.
Test
  • "Can I book a consultation tomorrow?"
  • "What should I bring to my appointment?"
  • "I have strong pain, what should I do?"

AI intake assistant for consultants

Consultants, agencies and law firms

Use InstaReplAI to qualify leads, explain services, collect project context and book discovery calls without giving legal, financial or strategic advice outside approved boundaries.

Lead qualification Discovery calls Service pages Escalation rules
Prepare
  • Service descriptions, ideal customer profile and minimum budget ranges.
  • Intake questions for project type, urgency, company size and goals.
  • Disclaimers for regulated or high-risk advice.
Configure
  • Ask qualifying questions before booking a call.
  • Use approved language for pricing, scope and availability.
  • Escalate conflicts, legal advice, custom quotes and complaints.
Test
  • "How much does your service cost?"
  • "Can I speak with someone this week?"
  • "Can you tell me if my contract is valid?"

AI support for travel agencies

Travel agencies and tour operators

Use InstaReplAI to answer itinerary, document, destination, availability and payment questions while sending complex changes and urgent travel issues to an agent.

Itineraries Visa documents Availability Deposits
Prepare
  • Package descriptions, inclusions, exclusions and seasonal availability.
  • Passport, visa, insurance and payment deadline information.
  • Cancellation and change policies by trip type.
Configure
  • Ask for destination, dates, travelers and budget before suggesting options.
  • Do not guarantee availability until confirmed by the booking system or staff.
  • Escalate emergencies, refunds, missed flights and complex changes.
Test
  • "Do I need a visa for this trip?"
  • "What is included in the package?"
  • "Can I change my departure date?"

AI lead assistant for real estate

Real estate agencies

Use InstaReplAI to answer listing questions, qualify buyers or renters, collect requirements and book viewings while keeping negotiations and legal documents with agents.

Listings Viewings Buyer qualification Rental questions
Prepare
  • Listing facts: price, location, rooms, size, fees, parking and availability.
  • Viewing slots, required documents and neighborhood notes.
  • Qualification questions for budget, timeline and financing status.
Configure
  • Do not make legal, mortgage or final negotiation commitments.
  • Ask for property ID or area before answering listing questions.
  • Escalate offers, contracts, complaints and price negotiations.
Test
  • "Is this apartment still available?"
  • "Can I visit on Saturday?"
  • "Will the owner accept a lower offer?"

AI booking assistant for salons

Beauty salons, barbers and spas

Use InstaReplAI to answer treatment questions, manage booking requests, explain preparation rules and reduce repeated messages on Instagram and WhatsApp.

Treatment menu Booking Rescheduling Preparation rules
Prepare
  • Service menu with duration, price, add-ons and contraindications.
  • Opening hours, deposit rules, no-show policy and rescheduling limits.
  • Staff preferences, location details and aftercare instructions.
Configure
  • Ask treatment type, preferred date, preferred staff and phone number.
  • Send sensitive skin, allergy or medical concerns to staff.
  • Use exact cancellation and deposit wording.
Test
  • "How much is balayage?"
  • "Can I move my appointment?"
  • "Can I book with Maria?"

AI customer support for SaaS

SaaS companies and digital products

Use InstaReplAI to answer pricing, onboarding, troubleshooting and demo questions while routing bugs, billing issues and account-specific requests to your team.

Product support Pricing Demos Troubleshooting
Prepare
  • Pricing page, feature matrix, onboarding docs and common troubleshooting steps.
  • Demo qualification questions and sales routing rules.
  • Known limitations, integrations and support SLA notes.
Configure
  • Ask for workspace, plan and error context before troubleshooting.
  • Never expose internal roadmap or account data.
  • Escalate billing failures, security issues and suspected bugs.
Test
  • "Which plan is right for 500 chats?"
  • "My integration stopped working."
  • "Can I book a product demo?"

AI assistant for education

Tutors, schools and online educators

Use InstaReplAI to answer course questions, collect student level, explain schedules and book trial lessons while sending learning assessments and sensitive issues to staff.

Course FAQs Trial lessons Student intake Schedules
Prepare
  • Course catalog, syllabus, prerequisites, prices and lesson format.
  • Teacher availability, location, online lesson links and cancellation policy.
  • Student intake questions by age, level and goals.
Configure
  • Ask age, level, language, goals and preferred schedule before booking.
  • Do not promise learning outcomes or guarantee exam results.
  • Escalate parent concerns, refunds and special learning needs.
Test
  • "Do you have beginner Spanish classes?"
  • "Can I book a trial lesson?"
  • "How fast will I improve?"

Configuration FAQ

How to make the AI useful from day one

How many documents should I upload?

Start with 5 to 12 focused documents: FAQ, policies, services, pricing, booking rules and handoff rules. Add more only after testing real conversations.

Should I upload PDFs?

Use PDFs when they are text-based, small and easy to read. For important rules, a clean text document or FAQ page is usually easier for the AI to retrieve accurately.

What should never be automated?

Medical diagnosis, legal advice, final price negotiation, private customer records, refund exceptions and urgent complaints should usually be assigned to a person.

How do I improve answers over time?

Review conversations weekly, add missing FAQs, rewrite vague policies and create handoff rules for cases where the AI is not confident enough.

Turn your business knowledge into an AI support workflow

Start with one channel, one use case and the documents your team already uses to answer customers.