Documentation

What is WardiereAI

WardiereAI is a done-for-you service that builds, trains, and maintains custom WhatsApp AI agents for your business. Each agent is purpose-built around your products, services, and brand voice using N8N workflow automation, and comes equipped with Google Meet booking, intelligent data collection, and Excel/Google Sheets synchronization. You focus on running your business while we handle the AI.

How It Works

Getting your AI agent live is a straightforward five-step process:

• Discovery Call — We learn about your business, goals, and customer interactions via a Google Meet consultation.
• Agent Building — We design and build your custom N8N workflow and AI agent configuration.
• Training — Your agent is trained on your business knowledge base, FAQs, product details, and brand tone.
• Testing — We run thorough tests across real-world conversation scenarios and iterate until the agent meets your standards.
• Deployment — Your agent goes live on WhatsApp and starts handling customer conversations 24/7.

Prerequisites

Before we begin building your agent, make sure you have the following ready:

• WhatsApp Business API Account — Required for programmatic message handling. We can guide you through setup if needed.
• Google Workspace — Needed for Google Meet integration (automatic meeting scheduling and calendar access).
• Business Knowledge Documentation — Product/service details, FAQs, pricing information, company policies, and any other reference material your agent needs to know.
• Compliance Readiness — Ensure you have the appropriate consent mechanisms in place to collect and process your customers' personal data via WhatsApp, in accordance with applicable privacy laws (including GDPR where applicable).

Agent Training

Every WardiereAI agent is trained specifically on your business. During the training phase we ingest your knowledge base, product catalog, service descriptions, pricing structures, frequently asked questions, and preferred brand voice. The result is an agent that speaks like a member of your team — knowledgeable, on-brand, and consistent across every conversation.

Training data can be updated at any time. If your offerings change, we retrain your agent to keep it accurate.

Conversation Handling

When an incoming WhatsApp message arrives, your agent follows an intelligent processing flow:

• Returning Customers — The agent loads the customer's conversation history and stored context from the database, ensuring continuity and a personalized experience.
• New Customers — The agent initiates a guided data collection flow, gathering the customer's name, contact details, and requirements before addressing their query.
• Smart Replies — Every response is generated using your business knowledge, ensuring accuracy and relevance.
• Escalation — For queries outside the agent's scope, it can seamlessly hand off to a human or schedule a meeting.

Multi-Agent Setup Growth Enterprise

Growth and Enterprise plans support multiple AI agents configured for different use cases under one business. For example, you could have a dedicated sales agent, a support agent, and a booking agent — each trained on separate knowledge bases and workflows, but all operating under your brand on WhatsApp.

• Growth — Up to 2 agents with distinct use cases.
• Enterprise — Unlimited agents with fully customized workflows per agent.

What is N8N

N8N is a powerful, open-source workflow automation platform. It acts as the backbone of your WardiereAI agent, connecting WhatsApp, your AI model, Google services, databases, and notification systems into a single automated pipeline. Think of it as the brain that orchestrates every step between a customer sending a message and receiving a reply.

Default Workflow

Every WardiereAI agent ships with a production-ready workflow that handles the full conversation lifecycle:

Each node in the workflow is pre-configured and tested. The entire pipeline executes in seconds, giving your customers near-instant responses.

Custom Workflows Enterprise

Enterprise clients get fully custom N8N workflows tailored to complex business requirements. Custom workflows can include:

• CRM integrations (Salesforce, HubSpot, Zoho)
• Payment processing triggers
• Inventory and order management connections
• Multi-step approval flows
• Custom API integrations with your existing tools
• Advanced conditional routing and branching logic

WhatsApp Business API

Your AI agent operates through the official WhatsApp Business API, ensuring reliability and compliance. Key details:

• Customer-Owned API — The API key belongs to your business. You retain full ownership and control.
• Message Handling — Incoming messages are received via webhook, processed by the AI agent, and replies are sent back through the API automatically.
• Media Support — The agent can send and receive text, images, documents, and location data.
• Setup Assistance — We walk you through connecting your WhatsApp Business Account to the API if you have not done so already.
• API Costs — All WhatsApp Business API usage costs (per-conversation fees, message template fees, phone number hosting charges) are billed directly by Meta or your Business Solution Provider and are borne entirely by the customer on actuals. These costs are separate from your WardiereAI subscription.

AI / LLM Services

Your AI agent uses Large Language Model (LLM) APIs to understand customer queries, generate intelligent responses, and power custom training. Key details:

• Model Selection — Depending on your requirements, your agent may use models from Anthropic (Claude), OpenAI (ChatGPT), xAI (Grok), Google (Gemini), or other providers.
• Customer-Owned API Keys — The LLM API credentials belong to your business. You retain full ownership and control of your account with the provider.
• Custom Training — Your agent is trained on your specific business knowledge, products, services, and tone of voice using the selected LLM.
• Data Privacy — Only the minimum data required for generating responses is sent to the LLM provider, in accordance with their data processing terms.
• API Costs — All LLM API usage costs (per-token fees, per-request fees, fine-tuning charges) are billed directly by the respective provider and are borne entirely by the customer on actuals. These costs are separate from your WardiereAI subscription and vary based on the model selected and usage volume.

Google Meet

The Google Meet integration allows your AI agent to schedule meetings on your behalf, directly from a WhatsApp conversation:

• Automatic Scheduling — When a customer requests a meeting, the agent checks your Google Calendar for availability.
• Calendar Checking — Real-time availability lookups prevent double-bookings.
• Link Generation — A unique Google Meet link is generated and shared with the customer instantly.
• Confirmation & Reminders — Calendar invites are sent to both parties with all relevant details.

Google Sheets / Excel

All customer interactions and collected data are automatically synced to Google Sheets or Excel for your records:

• Data Collection — Customer details (name, phone, email, requirements) are captured during conversations and written to your spreadsheet.
• Conversation Logging — Every interaction is logged with timestamps, enabling you to review conversation history at a glance.
• Customer Records — A centralized, always-up-to-date customer database that your team can access and filter.

Database

Behind the scenes, your agent uses a database to power context-aware conversations and reliable record-keeping:

• Customer Data Storage — Persistent storage of customer profiles, preferences, and collected information.
• Conversation History — Full message history is stored so returning customers receive contextually relevant responses.
• Booking Records — All scheduled meetings are logged with dates, participants, and status tracking.

Security & Data Protection

WardiereAI is built with security at every layer to keep your business and customer data safe:

• Encryption — All data is encrypted in transit using TLS 1.3 and at rest using AES-256.
• Credential Isolation — Customer-owned API credentials are stored in isolated, encrypted vaults.
• Regional Server Isolation — Your data is stored in your country, ensuring regional compliance.
• Access Control — Role-based access control with the principle of least privilege is enforced across all systems.
• Monitoring & Auditing — Continuous monitoring and audit logging of all system activity.
• Security Assessments — Regular security assessments and vulnerability testing are conducted.
• Compliance Standards — Compliant with GDPR, SOC 2 Type II, and ISO 27001 standards.

Data Ownership & Compliance

Your data belongs to you. Here is how we handle data ownership and compliance:

• Full Ownership — You own all your data — conversation logs, customer records, booking data, and training materials.
• Data Export — Data can be exported at any time during your subscription.
• Termination Policy — On termination, data is retained for 30 days for export, then permanently deleted.
• Data Processing Role — We act as Data Processor on your behalf; you remain the Data Controller.
• Cross-Border Transfers — For EU/EEA customers, Standard Contractual Clauses (SCCs) are available for cross-border data transfers.
• Full Details — See our Privacy Policy and Terms of Service for full details.

Support Channels

Get help whenever you need it through our direct support channels:

• Email — Reach out to us at [email protected] for any issues or questions.

Response Times

Response time depends on your plan tier:

Ongoing Maintenance

Your WardiereAI agent is not a set-it-and-forget-it product. We provide ongoing maintenance to keep it performing at its best:

• Updates — Regular updates to the AI model and workflow logic as improvements become available.
• Retraining — When your products, services, or policies change, we retrain the agent to reflect the latest information.
• Workflow Adjustments — Need a new integration or a tweak to the conversation flow? We handle it for you.

Contact

Reach out to us anytime: