Configure your chatbot

The Nevent chatbot is an artificial intelligence assistant that answers your fans’ questions in real time, directly from your website or landing page. When an attendee types “What time do doors open?” or “How do I top up my cashless credit?”, the bot replies instantly with your event’s information, without you having to handle it yourself.

In this guide you’ll see how to configure the chatbot’s behavior, what documents and data it can consult, and how to install it on your website. About 10 minutes.

How to access the configuration

In the side menu, inside the Chatbot section, click Configuration.

The main chatbot screen opens, with four tabs: Custom instructions, Reference documents, Data sources and Test chatbot. On the right there’s an Assistant status panel showing, at a glance, whether the bot is active and what it has configured.

Step 1: Write the bot’s instructions

The Custom instructions tab is where you tell the chatbot how to behave: the tone it should use, what information to prioritize, and how to introduce itself to fans.

Instructions are free-form natural language text. You don’t need to know how to code. Write as if you were explaining to a new team member how to handle your attendees.

Click See examples to view instruction templates you can adapt for your event.

Click Use this example next to the one closest to what you need. The text copies automatically into the instructions field, where you can edit it.

Once your instructions are ready, click Save instructions.

Tip

A good starting instruction: “You are the official assistant of [festival name]. Always answer in Spanish with a friendly tone. Prioritize information about access, schedules and the lineup. If you don’t know the answer, ask the user to contact the support team.”

Step 2: Upload reference documents

The Reference documents tab lets the chatbot consult documents you provide: the venue guide, the event FAQ, access rules, the stage map, and so on.

Click Upload document to add a file. Supported formats are PDF, TXT, MD and DOCX, with a maximum size of 10 MB per document.

Once the document has been processed correctly, it appears with Ready status in the list.

Note

The more complete the document, the better the bot’s answers will be. If you have a webpage with all your event’s information, you can export it as a PDF and upload it here.

Step 3: Turn on Nevent’s data sources

The Data sources tab controls what information from your Nevent account the chatbot can use automatically, without you having to upload any document.

The platform offers up to 8 sources grouped into three blocks:

Event information:

• Basic event information: name, description and image.
• Venue information: location, dates and gate opening times.
• Artist lineup: set times, stages and artists.

User information:

• User profile: name, assigned folders and attendee location.
• Loyalty program: points earned, tier and available benefits.
• Ticket details: ticket type, included experiences and add-ons.

Additional information:

• Venue maps: points of interest, services and event areas.
• Sponsors: sponsor brands and their links.

Turn on the sources you want the bot to be able to consult by checking the boxes. Turn off the ones that aren’t relevant to reduce resource usage.

Step 4: Test the chatbot before publishing it

The Test chatbot tab gives you an isolated test environment. Conversations you have here don’t reach your fans or appear in the inbox.

Type a question in the field at the bottom or click one of the predefined suggestions (for example “What does my ticket include?” or “What time do doors open?”). The bot answers using the instructions, documents and sources you’ve configured in the previous steps.

Tip

Always test your event’s most common questions before turning the chatbot on to the public. If an answer is wrong or incomplete, add more information to the reference documents or the instructions.

The inbox

In the side menu, Inbox is where you see every conversation the chatbot has with your fans.

Conversations are grouped by state: Bot in progress (the bot is responding), In progress (a human agent has taken control), Escalated (the bot couldn’t resolve the query and is waiting for human attention) and Resolved. You can also filter by channel: Web chat, Widget or WhatsApp.

Click any conversation to see the full exchange. On the right, the contact panel shows the attendee’s details and the conversation’s state.

If you want to manually take control of a conversation, click the Intervene button. The bot stops responding and you can write directly to the fan.

Web channel: install the chat on your website

In the side menu, Web channel is where you get the code to install the chatbot on your website or landing page.

The Installation section shows a JavaScript snippet ready to copy. Paste it right before the </body> tag on your website. A snippet is a small piece of code that tells the visitor’s browser to load the chat.

The Appearance section lets you customize how the chat looks on your website: you can upload your event’s logo, choose the main color, decide whether the launcher appears on the right or the left, and set the welcome message fans see when they open the chat.

Under Allowed domains you add the URLs of your websites where the chatbot is permitted to appear, to prevent it from being installed on unauthorized sites.

Important

If you use Google Tag Manager, WordPress or Shopify, there are platform-specific installation guides available from the Web channel screen itself. The snippet doesn’t load cookies until the visitor opens the chat.

Result

Your chatbot is now configured with instructions, documents and data sources. The bot is ready to answer fans on your website, and you can see and manage every conversation from the inbox.

Next step

• Create your first email campaign to let your fans know the chat is available.
• Import your contacts so the bot can personalize its answers with the fan’s data.