Contents

Welcome

Hello and a warm welcome!

We are glad you are part of our partner team.

This handbook helps you get started. We show you everything step by step. You do not need to know anything in advance.

Chapter 1 – WordPress Basics

What is WordPress?

WordPress is a tool that lets you create and maintain a website very easily.

Where do I log in?

This is how you get to the administration area (also called the "backend"):

1. Open your browser (e.g. Chrome, Firefox or Safari).
2. Enter the address of your website. Add "/wp-admin" at the end.
3. Example: www.your-site.com/wp-admin
4. Enter your username.
5. Enter your password.
6. Click the Log In (in German: "Anmelden") button.

⚠️ Important

Never share your password with strangers. Keep it in a safe place.

What do I see after logging in?

After logging in you see the so-called "dashboard". This is your start page in WordPress.

The dashboard has three main areas:

Embedding the chatbot via Cookie Consent

In the Cookie Consent area you upload your chatbot script. As soon as the script is saved, the chatbot automatically appears in the bottom right corner on every page of your website.

This is how you get to the input field:

1. In the menu on the left, hover over Cookie Consent.
2. In the submenu that opens, the Service area appears – click on it.
3. In the list, click once on the Chatbot.
4. Scroll down.
5. Paste your chatbot script into the field provided and save.

LetzChat V2 – opening the AI platform

Via LetzChat V2 you get to the AI platform where you manage your chatbot.

This is how you open the platform:

1. In the menu on the left, hover over LetzChat V2.
2. In the submenu that opens, click on Dashboard.
3. You land directly on the AI platform.

Swapping out the logo:

1. Hover over LetzChat V2 again.
2. In the submenu, click on Settings.
3. There you can upload or replace your logo.

Payments & WooCommerce

Via Payments (in German: "Zahlungen") you connect your shop to Stripe. Via WooCommerce you manage orders and create coupons.

Payments – setting up Stripe

So that you receive the money directly from the customer, you have to set up Stripe once in the Payments (in German: "Zahlungen") area.

1. In the menu on the left, click on Payments.
2. Next to Stripe, click on Set up (in German: "Einrichten").
3. Follow the steps to connect your account to Stripe.

WooCommerce – managing orders

In the Orders (in German: "Bestellungen") area you can track all orders and see who ordered what in your shop. You can also add an order manually there.

1. In the menu on the left, hover over WooCommerce.
2. In the submenu, click on Orders.
3. You see a list of all orders with customer, product and status.
4. Using the button at the top you can create an order manually if needed.

WooCommerce – creating coupons

With coupons you can grant your customers discounts.

1. In the menu on the left, hover over WooCommerce.
2. In the submenu, click on Coupons (in German: "Gutscheine").
3. At the top left, click on Add coupon (in German: "Gutschein erstellen").
4. Define the code, discount and conditions and save.

Managing products

In the Products (in German: "Produkte") area you manage everything that is offered in your shop.

1. In the menu on the left, hover over Products.
2. In the submenu, click on All Products (in German: "Alle Produkte") – you see the list of all products you offer in your shop.
3. Using the search field you can search for a specific product.
4. At the top, click the Add product (in German: "Produkt hinzufügen") button to create a new product.
5. Using the buttons at the top you can also import (in German: "importieren") or export (in German: "exportieren") products.

Invoice & Shipping

Via Invoice / Shipping (in German: "Rechnung / Versand") you store your company details and adjust the look of your invoices.

Storing company details for invoices

So that your company details appear correctly on every invoice, you enter them once in the general settings.

1. In the menu on the left, hover over Invoice / Shipping (in German: "Rechnung / Versand").
2. In the submenu, click on General Settings (in German: "Allgemeine Einstellungen").
3. At the top of the header, click on the General (in German: "Allgemeines") tab.
4. Enter company details, logo, address etc. and save.

Adjusting the look of the invoice

You can see what your invoice looks like and adjust the colors and the layout.

1. In the menu on the left, hover over Invoice / Shipping (in German: "Rechnung / Versand").
2. In the submenu, click on Invoice (in German: "Rechnung").
3. At the top of the header, click on Customize (in German: "Anpassen").
4. Check the preview and change the colors and other settings as you wish.

Managing users

In the Users (in German: "Benutzer") area you see which users are already registered, and you can create new users.

Adding a new user

1. In the menu on the left, go to Users (in German: "Benutzer") and click on Add New (in German: "Hinzufügen").
2. Enter Username (in German: "Benutzername"), Email (in German: "E-Mail"), First Name (in German: "Vorname") and Last Name (in German: "Nachname").
3. Use the automatically generated password or enter one of your own.
4. Important: under Role (in German: "Rolle") define whether it is Customer (in German: "Kunde") or Administrator.
5. Click on Save (in German: "Speichern").

⚠️ Understanding roles

Administrator: has access to everything – including other accounts.
Customer: only sees the platform and their own data, has no access to WordPress.

Setting up two-factor authentication (2FA)

As soon as an administrator account has been saved, two-factor authentication must be set up – this is mandatory.

1. Download an authenticator app (e.g. Google Authenticator or Authy) onto your smartphone.
2. Scan the displayed QR code with the app.
3. Enter the number shown in the app into the field provided.
4. Click on Save (in German: "Speichern") at the very bottom – 2FA is now active.

Wallet – top up credit

In the Wallet area you can top up virtual credit for individual users – e.g. to credit money to yourself.

1. In the menu on the left, hover over Wallet.
2. In the submenu, click on Credit/Debit Funds.
3. First select a user. Important: the field must show Include User – there you can also add a user in order to top up credit for yourself.
4. Under Credit/Debit, select the Credit option.
5. Finally, enter the desired amount (e.g. 300) and save.

Post SMTP – setting up email delivery

By default, WordPress sends emails via the simple PHP mail() function. That does work — but many hosting providers block it, and recipients often filter such mails as spam. With the Post SMTP plugin you send emails via a real mail server instead. That way order confirmations, password resets and inquiry emails reliably reach the customer.

The most important functions of Post SMTP:

• Secure SMTP delivery – emails go through an authenticated mail server instead of the PHP mail() function.
• Adjust sender details – the name and "from" address that the recipient sees in their inbox.
• Log – every sent email is logged, so you see what went out and whether it was successful.
• Test email – one click to send a sample mail in order to check the settings.

Entering the sender name and sender email

So that confirmations and notifications arrive in the name of your company (and not, for example, as wordpress@your-domain.com), you store your sender details once:

1. Hover over Post SMTP in the left-hand WordPress menu.
2. In the submenu that opens, click on Settings.
3. At the top of the tab bar (header), click on Message.
4. In the From Name field, enter your display name (e.g. your company name).
5. In the From Email field, enter the sender email — the address that your customers should see in their inbox.
6. At the very bottom, click on Save Changes.

💡 Tip

Use a real address of your own domain as the sender email (e.g. info@your-domain.com), not an external one such as @gmail.com. Otherwise your mails end up in spam more often, because the domain record does not match the sender address.

Setting up SMTP credentials (Connections tab)

The SMTP credentials of YOUNEA are already stored and connected on your website. If you would like to use your own email address, you can adjust the details here. You get the required credentials from your email provider or hosting provider.

1. At the top of the tab bar, click on Connections.
2. Under Mailer, select the SMTP option.
3. In the SMTP Host field, enter the address of the mail server.
4. Set the Port to 587.
5. Under Encryption, select the TLS option.
6. Set Authentication to Yes.
7. In the Username field, enter your email address.
8. In the Password field, enter your email password.
9. At the very bottom, click on Save Changes.

Chapter 2 – LuxAIaaS

What is LuxAIaaS?

LuxAIaaS stands for "Luxembourg Artificial Intelligence as a Service" – in plain words: "AI as a service, made in Luxembourg".

It is our own AI platform. It helps you give your customers fast answers. And it does so automatically – without you having to sit in front of a screen.

Think of LuxAIaaS as a hard-working employee. He is awake 24 hours a day. He never gets sick. And he always answers politely.

The Dashboard

After logging in you land directly in the Dashboard. Here you find an overview of all your bots and your credit.

Top right

• Profile (in German: "Profil") – your user name with a drop-down menu leading to your account settings.
• Light/Dark mode (in German: "Hell-/Dunkel-Modus") – use the icon to switch the system between a light and a dark appearance.
• Help (?) (in German: "Hilfe") – a click on the question mark starts our Tour. The tour explains step by step how everything works. If you get stuck somewhere: just click the ? once and you will get more information about it.
• Language (in German: "Sprache") – the platform language can be switched to German, English, Spanish, Arabic or French.

Managing bots

• Buy new chatbot (in German: "Neuen Chatbot kaufen") – use the big button to buy a new bot directly in the Dashboard.
• Bot overview (in German: "Bot-Übersicht") – for every bot the table shows you when it was bought (registration), whether it is Active or Inactive, and what costs it generates (last month / last 3 months).
• Search (in German: "Suche") – use the search field to filter your bots by bot ID, name, user name, e-mail or number.
• Show deleted (in German: "Gelöschte anzeigen") – switch on Show deleted to also display bots that have already been deleted in the overview.

Credit

• Available credit (in German: "Verfügbares Guthaben") – is shown at the top right in euros.
• Top up credit manually (in German: "Manuelles Guthaben aufladen") – enter an amount and click Top up credit to add money right away.
• To the credit page (in German: "Zur Kreditseite") – this button takes you to the Credit area. There you can set up top-up options (e.g. automatic top-up) and view your history.

Credit area

In the Credit area (in German: "Guthaben") – reachable via the left sidebar or the To the credit page button – you can top up your credit manually or automatically.

Automatic credit top-up

You can define a threshold: as soon as your credit falls below this value, a top-up amount you have defined is added automatically.

Example: threshold €60 – as soon as only €55 is left, the system automatically tops up the amount you specified.

Recent transactions

If you scroll further down in the Credit area, you see your recent transactions – including a chart that shows top-ups, usage fees, voice subscriptions, chat subscriptions and your balance in colour.

You can filter the list by:

• From / To (in German: "Von / Bis") – narrow down the period.
• Category (in German: "Kategorie") – the drop-down offers All categories, Top-ups, Usage fee, Chat subscription, Voice subscription and Other.
• Bot – show only transactions of a specific bot.

Use the Export CSV (in German: "CSV exportieren") button at the top right to download the filtered transactions as a CSV file.

Bot Usage

Scroll down a bit further and you reach the Bot Usage (in German: "Bot-Nutzung") area. Here you see at a glance which bot has caused how many costs.

Three pie charts compare the distribution:

• Last month – spending per bot over the past 30 days.
• Last 3 months – medium-term development.
• Last 6 months – long-term comparison.

When you hover the mouse over a chart segment, the bot name, ID, phone number and the exact amount are shown.

Below the charts you find a table with all bots and their spending for 1 month, 3 months and 6 months side by side – ideal for quickly spotting whether a bot has become more or less expensive.

Instruction Generator

With the Instruction Generator (in German: "Anweisungsgenerator") you create a suitable prompt in just a few minutes – for example for sending e-mails, or a prompt that fits your company exactly.

The generator asks you a few questions – you answer them, and in the end you get a ready-made prompt that you can use directly for your bot.

Here is how to do it:

1. Click Instruction Generator in the left sidebar.
2. Click New chat (in German: "Neuer Chat") to create a new instruction (or open an earlier chat from the list on the left).
3. Answer the generator's questions, e.g.:
   • Type of bot – chatbot or e-mail writing assistant?
   • For which environment? – industry, business, target group (customers, colleagues, B2B, B2C …).
   • Main purpose – e.g. customer service answers, application e-mails, newsletters.
4. Write your answers in the Talk to the Instruction Generator (in German: "Sprechen Sie mit dem Instruction Generator") field and send them.
5. At the end you receive a ready-made prompt – copy it and paste it into your chatbot or phone bot.

💡 Tip

Earlier chats stay saved in the list on the left (e.g. Creating Email Prompt). You can reopen and adjust them at any time without starting from scratch.

Knowledge Base

In the Knowledge Base (in German: "Wissensdatenbank") area you manage all documents your bot works with. You see at a glance which content has been uploaded and which processing status it is currently in.

This is how you add a new document:

1. Click Add document (in German: "Dokument hinzufügen") at the top right.
2. Select the file you want to upload.
3. Confirm – the file is taken over and processed automatically.

In the list of your uploaded documents you can, for every entry:

• check the current status,
• open a preview,
• or delete the document if there are problems.

The Health Dashboard above the list shows you the synchronisation status of all documents at a glance.

Knowledge Base Assistant

Start our Knowledge Base Assistant (in German: "Wissensdatenbank-Assistent") simply by clicking the Start chat (in German: "Chat starten") button. The generator automatically guides you through the process of creating plain text documents out of documents containing text, images or tables.

Fast, simple and effective – optimise your content now for efficient knowledge transfer into the Knowledge Base.

API keys

Via the Public API you can access the Younea LetzChat platform programmatically – e.g. to manage bots, conversations, the Knowledge Base, the wallet or subscriptions from your own applications.

For that to work you need an API key. Click API Keys (in German: "API-Schlüssel") in the left sidebar.

Step 1 – Open key creation

As long as you have not created a key yet, you see the note "No API keys". At the top there are two buttons:

• API documentation (in German: "API-Dokumentation") – opens the technical documentation of all endpoints.
• Create key (in German: "Schlüssel erstellen") – opens the form for creating a new key.

Step 2 – Configure the key

In the form you define the following points:

• Key name (in German: "Schlüsselname") – a unique name by which you will recognise the key later (e.g. the name of the application that uses it).
• Permissions (Scopes) (in German: "Berechtigungen") – select which areas the key is allowed to access:
  • All Scopes – full access to all areas.
  • Tenant – tenant information and user management.
  • Bots – manage and configure chatbots.
  • Knowledge Base – Knowledge Base documents of a bot.
  • Conversations – conversation history, tasks and comments.
  • Wallet – credit and transactions.
  • Pricing – prices, payments and subscriptions.
  • Addons – addon marketplace and configuration.
• Expiry date (in German: "Ablaufdatum") – date in the format dd/mm/yyyy. Leave the field empty for a permanently valid key.
• Master key (in German: "Master-Schlüssel") – only activate this in special cases. It lets the key access any tenant via the X-YLC-Target-Tenant header.

A click on Create key generates the API key.

Using the key

Once the key has been created, you store it in the application that is supposed to talk to LuxAIaaS (e.g. your shop, your CRM or a script of your own). The key consists of two parts:

• a fixed prefix ylc_live_ – this is how the system recognises that it is a genuine LuxAIaaS key,
• followed by 32 random characters (letters a–f and digits 0–9) – this is your personal, secret part.

So a complete key looks roughly like this: ylc_live_a1b2c3d4e5f6…

So that your application is recognised when it "knocks" on the interface (API), you have to send the key along with every request. This is done via a so-called HTTP header – think of it as an envelope with your ID card on top:

Authorization: Bearer ylc_live_xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

The word Bearer means "carrier" or "holder" – whoever owns the key is allowed to access. That is exactly why you should never pass it on to third parties or store it in plain text.

All requests go to the following base address (the so-called base path):

/wp-json/ki-xx-api/public/v1

You append the respective endpoint to this address – e.g. /bots to retrieve your bots, or /wallet/balance to check your credit balance. You will find an overview of the most important endpoints right below.

My Account

If you click My Account (in German: "Mein Konto") in the left sidebar, you return to your personal account page. Here you get a compact overview of all the important areas of your account.

There you find two large quick links:

• to AI Agent Management (in German: "zur AI Agent Verwaltung") – jumps straight back to the LuxAIaaS platform where you manage your bots.
• HELPCENTER – opens the Helpcenter with numerous courses on onboarding, agent setup, prompt and Knowledge Base setup, data protection and automation.

Configuration

As soon as you have selected a bot in the Bot Management (in German: "Bot-Verwaltung") area, the entry Configuration (in German: "Konfiguration") appears in the sidebar. A click on it opens the functional settings of your bot – everything that controls its behaviour is on one page here. To the right of it you see a live preview in which you can test your changes immediately.

Name & bot ID

At the very top you see the name and the ID of your bot. You need the bot ID for API calls, for example.

Welcome message

This is the first thing a user sees when opening the chat. Keep it inviting and short.

Instructions (rules of behaviour)

This is the brain of your bot: here you describe who he is, what he is allowed to do and how he answers. The more detailed the instructions, the better the answers.

GDPR chat log retention

Here you define for how many days conversations are stored:

• -1 – chat logs are not deleted automatically (unlimited).
• 0 – messages are hidden immediately.
• positive number (e.g. 30) – retention in days.

Available Tools

Your bot can use these tools at runtime – e.g. send e-mails or book appointments. By default, tools such as current_time, send_email, my-calendar_CancelAppointment, my-calendar_GetAppDates, my-calendar_book_appointment or my-calendar_RescheduleAppointment are activated. Further tools can be added.

To the right of every function there is an (i) icon. Clicking it opens the info box, which repeats everything about that function: the matching prompt addition to copy, an explanation of what the function does, and the parameters it expects. So there is nothing to memorise – when in doubt, look it up there.

Display settings

If you scroll further down on the configuration page, you reach the Display settings (in German: "Anzeigeeinstellungen"). Here you configure how your bot is presented to visitors in the chat widget.

• Display language (in German: "Anzeigesprache") – the language of the widget user interface (e.g. German).
• Bot name (widget) (in German: "Bot-Name") – this name appears in the chat widget for your visitors.
• Bot description (in German: "Bot-Beschreibung") – a short description of the purpose and capabilities of your bot.
• Color theme (widget) (in German: "Farbthema") – enter a hex colour code (e.g. #950be5) to match the widget to your brand.

Embedding (website integration)

Scroll down a bit further and you reach the Embedding (in German: "Einbindung") area. Here you find all the code snippets for embedding your bot into your website or other channels.

• Website embedding (integration code) (in German: "Website Einbindung") – copy this code snippet using the Copy button. In WordPress you then paste it under Cookie Consent → Service → Chat so that the bot appears on your website.
• iFrame – with this <iframe> code you can embed the bot directly into an HTML file.
• QR Code – your customers can scan this QR code with their smartphone. They are taken straight to the bot and can chat with it immediately.

→ To the Cookie Consent area

⚠️ Important – save!

There is no auto-save! After every change in the configuration, click Save (in German: "Speichern") at the bottom right. Otherwise all your adjustments are lost.

Add-ons

Via the sidebar entry Add-ons you open the Add-ons | Bot area. Here you see all the extensions available for your bot.

Voice Agent (LetzTalk)

The LetzTalk Voice Agent is an independent AI phone assistant: it takes calls and can book appointments.

• Buy LetzTalk (in German: "LetzTalk kaufen") – use the button to activate the Voice Agent for your bot right away.

Coming soon

These add-ons are in preparation and will be released shortly:

• Outbound Manager – manage and automate outbound call campaigns.
• Chat Avatar – 3D-animated avatar with lip sync for your chatbot.

To the marketplace

Via the Browse Add-ons button you open the add-ons marketplace, where you can discover further extensions and unlock them for your bot.

💡 Tip

If you can't find your way around the add-ons page: at the top right there is the ? icon – a click on it restarts the tour and guides you step by step through the functions again.

Voice Agent (add-on)

As soon as you have bought the Voice Agent (in German: "Sprachagent") in the Add-ons area, a new entry (Addon) Voice Agent (in German: "(Addon) Sprachagent") appears at the bottom of the left sidebar. Use it to open the configuration page of your phone bot.

Welcome message

Just as with the chatbot, you can store a Welcome message here too – that is, the sentence with which your phone bot first greets the caller. This message is spoken as soon as the call is accepted (e.g. "Hello, I am the digital assistant of … How can I help you?").

If you do not want to write a separate greeting, you can activate the Use chatbot configuration (in German: "Chatbot-Konfiguration verwenden") option at the top right – then the Voice Agent automatically takes over the greeting of your chatbot.

Interruptible

Directly below the welcome message you find the Interruptible (in German: "Unterbrechbar") switch. If it is active, the caller may interrupt the agent while the greeting is still running and ask their question right away instead of having to wait until the bot has finished speaking. This feels more natural and saves time.

Initial translations of the greeting

A bit further down you see the Initial translations of the greeting (in German: "Erstübersetzungen der Begrüßung") area. So that your bot can greet international callers in their native language, your welcome message can be translated into all supported languages (Arabic, Bulgarian, Czech, Danish, Greek …).

You have two options for this:

• Translate all (in German: "Alle übersetzen") (top right) – translates the greeting at once into all languages at the same time with a single click. This is the fastest way if you have rewritten or changed the greeting.
• Translate (in German: "Übersetzen") (per language) – each language additionally has its own button with which you can update only that one language. Handy if you only want to adjust the English version, for example.

You can also adjust every translated text by hand afterwards if you find a wording more fitting.

Your bot's phone number

On the right-hand side the phone number is displayed under which your Voice Agent can be reached (e.g. +49 30 75935332). A green "Running" label shows that the agent is active and can take calls. You can publish this number on your website, in signatures or on business cards.

Below that you find the Outbound call (in German: "Ausgehender Anruf") area: enter a target number there in the format +[country code][number] (e.g. +352123456789) and click Call (in German: "Anrufen") to have the bot actively dial a specific number.

Instructions (prompt)

If you scroll further down on the Voice Agent page, you reach the Instructions (in German: "Anweisungen") area. Here you store the prompt – that is, the text that tells the bot who he is, how he behaves and what he is allowed to do. You can write a completely new prompt for your phone bot here (e.g. if it is supposed to take on different tasks than your chatbot) or reuse the same prompt you already set up for the chatbot.

If your Voice Agent should answer exactly like your chatbot, simply click the Use chatbot configuration switch at the top right. Then the Voice Agent automatically takes the prompt from your chatbot configuration – you don't have to maintain anything twice.

Not sure what a prompt is or how to write a good one? With the Instruction Generator you get a suitable prompt in just a few minutes – explained step by step:

→ More about the Instruction Generator (creating a prompt)

Available tools (Voice Agent)

At the very bottom of the page you find the Available Tools area again – that is, all the functions your Voice Agent may use during a call. Typical tools for the phone bot are:

• get_current_date_time – query the current time and date.
• my-calendar_GetAppDates, my-calendar_book_appointment, my-calendar_CancelAppointment, my-calendar_RescheduleAppointment – query, book, cancel or reschedule appointments.
• send_email – send e-mails (e.g. a confirmation to the caller).
• transfer_call_to_human – forward the conversation to a real employee.

Every tool is marked with the Voice Tool label. Via the i icon to the right of a tool you open its details (description and parameters).

You will find a detailed explanation of the tools – including the standard tools that every bot comes with – in the configuration section:

→ More about the Available Tools

Language, voice & call settings

If you scroll down a bit further, you reach the remaining settings around language, voice and the call limits of your Voice Agent.

Language

• Language (in German: "Sprache") – the main language in which your agent opens the call (e.g. German). It is also used for the first words spoken, before it is clear in which language the caller answers.
• Additional languages (in German: "Weitere Sprachen") – here you tick all the languages in which your agent should be able to answer (e.g. Arabic, English, Spanish, French, Italian, Dutch, Portuguese). Any number of them can be active at the same time.
• Enable automatic language detection (in German: "Automatische Spracherkennung aktivieren") – if you switch this on, the bot detects on its own which of the enabled languages the caller speaks and automatically answers in the same language. Handy for a multilingual clientele.

Voice

In the Voice (in German: "Stimme") field you choose, from a list of many different voices, the one your bot should speak with (e.g. German Apollo – Inspiring and Clear). The selection includes male and female voices in different languages and characters. This voice is used for the text-to-speech conversion – that is, for making your bot's answers audible.

Call limits

With the following three fields you define how intensively your phone bot may be used – this protects you from unexpectedly high costs and from overload:

• Maximum call duration (seconds) (in German: "Maximale Anrufdauer") – how long a single call may last at most. Example: 900 = 15 minutes. After that the bot ends the conversation automatically.
• Daily call limit (in German: "Tägliches Anruflimit") – the maximum number of calls your bot accepts per day. Example: 100 – once the limit is reached, further callers are rejected.
• Concurrent calls (in German: "Gleichzeitige Anrufe") – how many people can be on the phone with your bot at the same moment. Example: 5 – the sixth caller only gets through once an ongoing conversation has ended.

⚠️ Important – save!

For your changes to the Voice Agent to be applied, click the orange Save agent configuration (in German: "Agentenkonfiguration speichern") button at the very bottom. Without that click, all your adjustments are lost.

Calendar

The Calendar (in German: "Kalender") entry in the left sidebar (Bot Management area) opens the calendar setup guide. This page is a pilot: in three steps it shows you how to create your own account at MyCalendar (calendar.kibot.chat) and connect it with your bot – so that your bot can retrieve and book appointments.

Step 1 – Create an account

Click "Register here" (in German: "Hier Registrieren") – this takes you to calendar.kibot.chat, where you create an account with a user name, e-mail and password. You will find the full registration instructions in the next chapter:

→ More about MyCalendar (Chapter 3)

Step 2 – Connect the calendar

After logging in you choose which calendar you want to connect. Supported are:

• Outlook Calendar
• Google Calendar
• Apple Calendar
• ICS Feed – for other calendar providers with an ICS link.

For each provider you click Connect (in German: "Verbinden") and log in to the respective service. That way the bot knows on which days and at which times you are already booked – and when it may enter new appointments.

Die Zeitzone ist die mitteleuropäische (Berlin). Beachte das immer.

du bist ein Bot zum buchen von Terminen.

du hast 5 Funktionen:

my-calendar_GetAppDates zum Abrufen verfügbarer Timeslots

my-calendar_book_appointment zum Buchen von Terminen

my-calendar_CancelAppointment zum Stornieren von Terminen

my-calendar_GetBookingUIDsByEmail zum Abrufen von Buchungen per E-Mail

my-calendar_RescheduleAppointment zum Verschieben von Terminen

username = xxx

eventType = 30min

Chat logs

In the Chat logs (in German: "Chat-Protokolle") area you find all the conversations that have been held with your bots. Here you can view and search through histories and, if needed, edit several of them at once.

The view consists of four areas:

• Filters (in German: "Filter") – narrow down the conversations at the top by phone number, type, period and status.
• Conversation list (in German: "Gesprächsliste") – as soon as your bot is live, all conversations held appear in this list.
• Multiple selection (in German: "Mehrfachauswahl") – select several conversations at once and edit them together.
• Message view (in German: "Nachrichtenanzeige") – if you select a conversation in the list, the full history appears next to it on the right.

Costs

In the Costs (in German: "Kosten") area you get a detailed overview of all the spending on your account – traceable at any time and breakable down by different criteria.

The view consists of the following areas:

• Total costs (in German: "Gesamtkosten") – shows the total costs for the currently selected period at a glance.
• Period calendar (in German: "Zeitraum-Kalender") – select here the period for which the cost overview should be shown.
• Quick filters (in German: "Quick-Filter") – quick filters for frequently used periods: Today, This week, This month.
• Cost tabs (in German: "Kosten-Tabs") – different views of the costs: broken down by Chat Bot Pricing, Voice Agent or Chat Bot Tokens.
• Cost table (in German: "Kosten-Tabelle") – below that you find a detailed breakdown of all costs.

Chapter 3 – Agent Functions

What functions does your agent have?

Your voice bot or chatbot can do more than just answer – it can also perform actions – so-called functions (or "tools"). Which function is used when is defined in the prompt of your bot. The most important functions are:

• current_time – returns the current date, time and day of the week.
• Book appointments via MyCalendar – so customers can book an appointment themselves (see below).
• send_email – forward enquiries by email to a recipient.
• transfer_call_to_human – transfer an ongoing call to a human.
• end_call – end the call.

current_time – retrieve the current time

Returns the current date, time and day of the week (server time, Europe/Berlin). It is called at the very beginning of every conversation so that the bot can convert relative time references from the caller ("tomorrow", "next Friday", "in two weeks") into concrete dates. Requires no parameters.

Usage example (this is how you can phrase it in the prompt):

• "First of all, use the current_time function so that you know the current date and day of the week."

send_email – send an email

Sends an email with customer data and enquiry details to a defined recipient. It is used when the bot has to forward customer enquiries, callback requests, invoice questions or complaints to support.

Required parameters:

• emailSubject – short summary of the enquiry, e. g. "Callback required – Max Mustermann".
• emailReceiver – the recipient address.
• emailContent – complete email body with the customer's name, their request and all relevant details from the conversation.

Usage example (this is how you can phrase it in the prompt):

• "Send emails with the send_email function to emailReceiver XYZ@ABC.com."
• "All enquiries regarding invoices must be sent with send_email to emailReceiver XYZ@ABC.com."

Configuration:

emailReceiver = XXX@ABC.COM
subject       = Callback required – XXX
body          = "Please call back. Name: , Phone: , Reason: "

transfer_call_to_human – transfer the call

Transfers the current call to a human being. Use this tool only if the caller explicitly wants to speak to a human or if you cannot help them any further.

Required parameters:

• phone_number – phone number in international format, e. g. +3520000000.
• call_sid – is taken automatically from the dynamic variable system__call_sid, no manual setting required.

Call transfer example – only if the customer explicitly wants it, e. g. "I want to speak to a human now!" or "Connect me with a human" or similar. Then:

transfer_call_to_human "phone_number": "+3520000000"

end_call – end the call

Ends the call. At the end of the conversation, always say goodbye politely and then end the call with end_call.

What do we use MyCalendar for?

MyCalendar is our tool for appointments. Customers can book an appointment themselves – without any calls or emails back and forth.

The benefits:

• You save time on scheduling appointments.
• Double bookings are impossible.
• The customer automatically receives a confirmation.
• Reminders are sent out automatically.

Registration & sign-in

If you want to register with MyCalendar, click on the following link – there you will find complete instructions on how to sign up:

https://hcms.luxaiaas.com/en/howto-calendar/

Connect your calendar

So that MyCalendar can see when you already have other appointments, you have to connect your own calendar. Here is how:

1. Open the App Store in MyCalendar.
2. Choose a calendar that you want to connect – e. g. Google Calendar (in German: "Google Kalender") or Outlook Calendar (in German: "Outlook Kalender").
3. Click on Install (in German: "Installieren") and follow the steps to link it.

Set your availability

Under the item Availability (in German: "Verfügbarkeiten") you define when customers can book appointments with you.

• Enter your regular availability hours.
• Select your Time zone (in German: "Zeitzone") in the top right – this adjusts the times to your location.
• Under Date overrides (in German: "Datumsüberschreibungen") you can add dates on which your availability differs from your usual business hours (e. g. public holidays, vacation or spontaneous special appointments).

Create Event Types

An Event Type (in German: "Ereignistyp") is a template for appointments. For example a "30 minute appointment" or a "first consultation". You can create as many Event Types as you like – each one gets its own booking link.

This is how you create a new Event Type:

1. Click on Event Types in the left-hand menu bar.
2. Click on New (in German: "Neu") in the top right.
3. Enter a Title (in German: "Titel") (e. g. "30 minute appointment").
4. Enter a short name in the URL field (e. g. 30min) – this is the part of the link that the customer sees.
5. Select the Duration (in German: "Dauer") (e. g. 30 minutes).
6. Click on Save (in German: "Speichern").

Your booking link is made up of your username and the Event Type, e. g.: /dilux/30min.

💡 Tip

You also need the Event Type when you add the appointment booking link to the prompt of your chatbot. There you specify username and eventType separately, for example:

username: dilux
eventType: 30min

Teams

With Teams you can add several people to your appointment types. That way customers can book an appointment with your whole team – not just with you.

There are two scheduling types:

• Collective scheduling (in German: "Kollektive Planung") – all selected team members have to be available. Suitable for meetings that the whole team attends.
• Round Robin scheduling (in German: "Round Robin Planung") – the system automatically finds the most suitable person from the team. Good if anyone in the team can take the appointment.

Create a team

Click on Teams in the left-hand menu bar and then on the Create team (in German: "Team erstellen") button. You will now be guided through the setup in three steps.

Step 1 – Team name & team URL

1. Give your team a Name (in German: "Name") (e. g. YOUNEA).
2. The team URL is generated automatically from the name. However, you can overwrite it and assign a different URL name.
3. Click on Next (in German: "Weiter").

Step 2 – Add team members

1. Click on + Add team member (in German: "+ Teammitglied hinzufügen") and invite the people you want.
2. You yourself are already listed as the Owner (in German: "Inhaber").
3. Click on Next as soon as all members have been added.

Step 3 – Create an appointment type & choose the assignment

1. Enter a Title (in German: "Titel") for the appointment type.
2. Enter the URL under which the appointment can be booked.
3. Choose the matching Assignment (in German: "Zuordnung"):
   • Collective (in German: "Kollektiv") – meetings in which all selected team members are available.
   • Round Robin – meetings rotate automatically between several team members.
   • Managed Event (in German: "Verwaltetes Ereignis") – Event Types are distributed to team members as a block.
4. Click on Done (in German: "Fertig").

If you do not want to set this up yet, click on "I'll do this later" (in German: "Ich werde das später tun") at the bottom – the team is then created and you can add the appointment types later.

Manage your team

After you have created your team, you can adjust it at any time. This is how you get to the team settings:

1. Click on Teams in the left-hand menu bar.
2. In the middle you can see your team. Click on the team name (see the arrow in the image).

In the team settings you will find the following areas:

• Profile (in German: "Profil") – overview of your team.
• Members (in German: "Mitglieder") – view members and add new ones.
• Appearance (in German: "Darstellung") – customize the look of the booking page (e. g. System default, Light, Dark, or your own brand colors).
• Billing (in German: "Abrechnung") – billing information for the team.
• Settings (in German: "Einstellungen") – general settings, e. g. make the team private, booking frequency or Round Robin configuration.

⚠️ Important

After every change, click on Update (in German: "Aktualisieren") in the bottom right. Otherwise your settings will not be saved.

Manage bookings

When you click on Bookings (in German: "Buchungen"), all upcoming and past appointments are shown to you.

Cancel an appointment:

1. Click on the three dots to the right of the appointment in question.
2. Click on Cancel (in German: "Absagen").
3. You can enter a reason why the appointment was cancelled – that way the customer knows immediately.

⚠️ Important

Always connect MyCalendar with your calendar (Google, Outlook). Only then can the system see when you already have other appointments. Otherwise double bookings can occur.

Chapter 4 – Customer Shop

Chapter 5 – Onboarding Platform

What is the Onboarding Platform?

The Onboarding Platform is your learning hub as a YOUNEA partner. Here you'll find ready-made courses on every key topic around your white-label AI business — from the business model to data protection to the technical setup of the AI agent.

Every course is split into short modules, shows you concrete use cases and walks you through the topic step by step. That way you gradually build up all the know-how you need to look after customers on your own.

Learning path: White Label Onboarding

The main course for new partners. In 5 modules you'll learn everything you need to build your own white-label AI business — from the business idea to the first integration. We recommend working through the modules in the given order, because they build on each other.

You get access to the Onboarding Platform once the contract is signed. If you haven't received your login details yet, contact support (contact details at the end of the handbook).