Automating The SkillSandbox Program

Using Botcake, Webcake, and Free

HubSpot CRM

Things needed before setup:

●​ Facebook Account and Page Access
●​ Botcake login using Facebook Account
●​ HubSpot CRM account for managing contacts and for Landing Page
●​ Workflow Design for Chatbot using draw.io website
●​ Chatbot Scripts
●​ Marketing Materials (KV’s and Testimonials)
●​ Calendly Account for appointment schedule
Botcake is a powerful tool that enables you to automate conversations on your
Facebook page, providing a seamless experience for your followers and customers.
This manual will guide you through the process of setting up Botcake for your Facebook
page, allowing you to create custom chatbots tailored to your needs.

Step 1: Connecting Botcake to Facebook

1.​Visit the link https://botcake.io
2.​Click Login in the upper left corner of the homepage.

3.​Login to your Facebook account and accept all permissions requested by

Botcake.
4.​Click Connect Facebook Page

​
5.​ Select the Facebook page you want to connect to Botcake.
Note: You can also change the language by clicking the Language option beside
the Login button.
Step 2: Designing Chatbot Workflow with draw.io
draw.io is a free, web-based diagramming tool that allows users to create a wide range
of diagrams including flowcharts, network diagrams, UML diagrams, and more. It
provides an intuitive interface with a vast library of shapes and icons, making it easy to
visually represent complex processes and workflows.

1.​ Open your web browser and navigate to draw.io.

2.​ Start a new diagram by selecting "Create New Diagram".
3.​ Choose a blank canvas.
4.​ Identify the key components of your chatbot workflow.
5.​ Add Shapes for Each Component.
6.​ Double-click on each shape to add a label.

Here is a sample of key components.

7.​ Use arrows to connect the shapes, indicating the flow of the process just click on
the edge of a shape and drag to the target shape.
8.​ Use the connection points on the shapes to ensure neat connections.
9.​ Arrange the shapes and arrows neatly to avoid overlaps and ensure clarity.
10.​Save your workflow regularly and export the final diagram in your preferred
format.
Step 3: Setting Up the Ice Breaker in Botcake
Icebreaker makes it easier for your Facebook page to start a conversation with
customers by asking frequently asked questions or suggesting some topics they are
interested in.
The list of questions when customers click on the article will automatically appear in
Messenger instead of the start button.
To install "Icebreaker", go to "Automation" -> "Icebreaker":
Set frequently asked questions or in my case I use it as a “Get Started”.

Note: You are setting simultaneously "Get started button" and "Ice breaker". Messenger
will prioritize displaying "Ice breaker" in this situation.
Step 4: Working with Flow in Botcake
Flow is where all the messages you have created are stored, allowing you to manage,
view, edit, copy, delete, etc. Here is the Flow page, where all messages are stored:
1.​ To create a message, on the Automation tab > Flow > then Create new on the
upper right corner.

Types of messages
To send a message to someone on Messenger, users must start a conversation with the
page. Messages sent with the Messenger platform are classified into several
categories. Each type of message has different policies and guidelines on the content
and conditions of delivery.
●​ Text - The basic message type is a maximum of 640 characters. You can insert
icons or customer properties into the message.
Example: {{user_full_name}} will be replaced with the guest’s full name.

Note: Each message can attach only with 3 buttons with replies in Attached Steps.
Note: Button title is always limit to only 20 characters.

●​ Image - Messages are sent as image, because of Facebook's policy, the

maximum size of image is 25mb.

●​ Gallery - A slide of products and services that you provide to customers as easy
to follow as possible, with buttons that call for increased conversion action.

A gallery will have a maximum of 10 elements, each containing 1 image, title, subtitle
and 3 buttons. If your gallery exceeds the number of elements allowed, the message
will not be sent.

●​ Messages with attachments -

Types of attachments that can be sent via Botcake include:
o​ Audio: You can send audio messages in the following formats: mp3, wav, aac,
ogg.
o​ Video: Just like audio you can send videos through Botcake
o​ You can also send text files such as Word, Excel, PDF and some other files in
the format that Facebook allows.
Note: All messages with attachments must have a capacity not exceeding 15MB in
accordance with Facebook policy.

●​ Delay - In order for Botcake to answer more like a real person, you can use the
delay function. The Messenger screen will display the "typing" message page
 (Page) is typing
You can customize the delay time as you like.

●​ Typing (User Input) - This section lets you compose content to ask customers
for what information (such as phone number, occupation, email, ..).
Step 5. Linking Messages
To create a cohesive flow, we need to link messages to each other.
Using Buttons
1.​ Go to the message where you want to add a link.
2.​ Click on the + Add Button option at the bottom of your message.

3.​ Set a button title which is limited to 20 characters after that on the “When this
button pressed” click the “Select Message”.

4.​Select the message you want to link to from the list and click Save.
Using Website
1.​ If you want to link a message to a website, you can add a button.
2.​ Go to the message where you want to add the website link.
3.​ Click on the + Add Button option at the bottom of your message.

4.​ Set a button title again and after that on the “When this button pressed” click the
“Open Website”.

5.​ Enter the URL of the website you want to link to then click “Save”. This includes
the Calendly link and the landing page in HubSpot.
Using another Flow
1.​ To link a message to another flow, go to the message where you want to add the
link.
2.​ Click on the + Add Button option.

3.​ Set a button title again and after that on the “When this button pressed” click the
“Start another Flow”.

4.​ Select the flow you want to link to from the list and then click Select this Flow.
Smart Delay
Smart Delay allows you to schedule the next message after a specified period. This can
be useful for creating a more natural conversation flow or for timing messages
according to user behavior.

1.​ To use Smart Delay, on the Flow page and click the Create new message.
2.​ Choose Smart Delay from the options.

3.​ Set the desired delay duration time. Also, you can specify the delay in minutes,
hours, or days.

4.​ After setting the delay, you can choose the next action (e.g., linking another
message, triggering a flow, etc.).
Step 6. Other useful Automations for Chatbot
Main Menu
Main menu is a simple way to provide your subscribers with always accessible options,
such as a help button that will send users a message with useful information or a link to
the main website.

How to install the Main Menu:

●​ You can create and edit in "Automation"> "Main Menu"
Note: The number of menu items can be up to 20.
Note: Only "Send message" can attach actions attached.
Default Reply
This is sent when subscribers (who have already engaged with your Messenger) send
content that bot cannot recognize, for example — their content of message does not
match any of the configured keywords.
To set the default reply, go to the Botcake admin page and select Automation -> Default
Reply:

Operation principle:
For customer who have used to chat with the page, if they return to chat, they will
receive this message.

What is the purpose of this type of message:

The Default Reply will be sent when the chatbot does not know the answer (Customers
do not click on any button in the scenario you give). It is very useful for cases where
customers interact at night or when the chat staff is not available.
Keywords
Keywords are a great way to automate conversations inside your bot, and keep in touch
with your Subscribers!
Every time a customer sends a message to the page with content that satisfies the
Keyword, Botcake will automatically respond and attach action to that customer. To
create Keywords in your Botcake, go to Automation select Keywords and click the
"Create new keywords" button on the right corner.

There are several ways to create keywords, but the most I use are:
●​ Content is: Only implemented when customers enter exact Keyword content.
Also, sticker is counted when they send it.
●​ Content contains: This is done when the customer enters content that contains
the Keyword or by the Keyword itself.
Setup Keyword:
You can set one or more keywords according to the keyword conditions you choose.
Once you have entered the keyword, press Enter. Note that keywords cannot be spaces
or the same.

After saving the keyword, set the reply content with the accompanying flow or action.
Step 7. Creating and Managing Sequences
Sequence is a very useful feature in customers care on a personalized route. That is,
each customer will receive separate messages according to the time since they
interacted. This helps customers no longer feel like being spammed as sending a series
of messages, the rate of satisfied customers is higher, especially without spending too
much manpower to take care.
Create a Sequence
1.​ To create a sequence, go to "Automation" -> "Sequences":

2.​ Click the "Create New" button, enter a name for the sequence then select

"Create":
After that we need to go back to Create a new Flow for the follow up message also, we
need to register to track the first message of the Main Flow to the sequence and
unsubscribe when they reach the endpoint of the conversation of it.
Create Flow for Follow Up
1.​ After creating the sequence, navigate back to the Flow section.
2.​ Just like process for creating the main flow, we will now create a new flow for the
follow-up message that will be part of the sequence.
3.​ Compose the follow-up message that will be used to link to the sequence.
Register a message to track a Sequence
1.​ Go to the main flow where the initial user interaction begins.
2.​ Edit the first message to include an action that subscribes the user to the
sequence. First click the button > Additional Action > Click Action > And select
Register to track the sequence.

3.​ After adding to the sequence, we need to select which sequence will be track.
Click the dropdown Select sequence > Select your sequence > Then Save.
Unsubscribe the message from tracking a Sequence
Whenever the user reaches a certain point on chatbot (e.g. Rating, Schedule a Call,
Link to Application form) we need to Unsubscribe them from tracking the sequence so
that they will not receive a follow up message.
It is same steps just like the Register but now we will use it at the end of the
conversation
1.​ Go to the main flow where the final user interaction ends.

2.​ Edit the message to include an action that unsubscribes the user to the
sequence. First click the button > Additional Action > Click Action > And select
Unsubscribe from tracking the sequence.
3.​ After unsubscribing to the sequence, we need to select which sequence will be
untracked. Click the dropdown Select sequence > Select your sequence > Then
Save.
To create a new message, select "+ Message", you can create a new message or select
an existing message.
To set the sequence configuration, click the underlined text

Section 1: Set how long after the message will be sent.

Section 2: Message sending interval.
Section 3: Add filter conditions for messages.

After configuration is complete, press "Save and update", turn on the blue switch to
activate the message.
Note: Only customers who subscribe to the sequence can receive a message.
Growth Tools
Botcake Growth Tools are designed to do what their name implies: help you grow your
audience by either catching people's attention with a call to action or direct people into
direct conversation with your bot.
Botcake offers an extensive array of Growth Tools to meet your needs one is the always
option is:
Facebook Ads JSON: Allows you to send a message to every user who clicks on your
Facebook Ad.

Facebook Ads JSON

Facebook Ads are awesome for attracting new customers and communicating with your
existing audience. JSON Growth Tool allows you to send an Opt-in message to every
user who clicks on your ad. JSON Tool generates the code that's directly connecting the
ad to Flow in the bot!
Creating 'Facebook Ads JSON' Growth Tool
Navigate to 'Growth Tools' tab and click on '+ New Tool'.
Choose Facebook Ads JSON:
Next, you need to create an Opt-in message. Click 'Preview' to start working in a
builder:

This process is similar to any other Botcake message creation. However, there are
some limitations:
●​ The first message in the Opt-in flow has to be less than 150 symbols.
●​ JSON doesn't support variables (ex. First Name field), Delay blocks, Buy
Buttons, User Inputs and Actions in URL buttons in the first message of the
Opt-In message flow.
Once the Opt-in Message is finished, open the 'Config' tab:

Click "Copy" to copy JSON code to your clipboard

Creating Facebook Ad in Ads Manager
After opening Ads Manager, click 'Create Ad' button. Choose 'Quick Creation' setup.

Next, you need to choose a campaign objective which is Sales Campaign. JSON
Growth Tool works with Traffic, Messages or Conversion Ads only.
After you click "Continue", choose Messenger as a destination for your Ad:
Feel free to select most suitable for you Audience, Budget & Schedule options. As for
Placements, stick with Automatic Placements — this option will be adjusted
automatically later. Then click 'Next'.
When you get to the Ad Setup tab, edit the headline, text, etc. of your ad and then scroll
down until you see Messenger setup section. Here you will need 'Create New' section.
Choose 'Advanced JSON setup' option.

After this, click 'Edit' button under chosen setup. You'll see the default JSON code that
you need to replace with the code copied from your JSON Growth Tool in Botcake.
When the code is replaced, click 'Preview in Messenger' button to check your Opt-in
Message and the whole flow.
Once JSON code is saved, the Ad's image and text successfully set up, you can click
'Finish' and then 'Confirm' to send your Ad to moderation.
Setup a Calendly for Appointment Schedule
Calendly is a scheduling tool that helps individuals and businesses streamline the
process of scheduling meetings and appointments. Users can set up their availability
preferences, and then share a link with others, who can select a time slot that works for
them. This eliminates the back-and-forth communication typically involved in scheduling
meetings.

To set up an appointment using Calendly and send a link.

Sign Up or Log In
If you don’t have a Calendly account, sign up at Calendly. If you already have an
account, log in.
Set Up Your Availability
Once logged in, go to the top left corner and select “Availability.”
Set your general availability by clicking on the days and adjusting the time slots when
you’re available for meetings.

Create an Event Type

From the dashboard, click on "New Event Type."
Choose the type of event you want to create but for now select "One-on-One."
Customize Event Details
Enter the event name, duration and location.
Click “Continue” to continue.

Set Additional Options

Customize the availability for this specific event type. You can use your default
availability or set specific days and times for this event. maximum number of events per
day, customize notifications and reminders, add questions to collect information from
invitees, and adjust confirmation settings.
Once everything is set, click “Save & Close.”
Share Your Event Link
After creating the event type, click on the "Share" button at the upper left.
Copy the link provided.