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Customizing web agents

This guide will help you set up your DentalFlo AI web agent so it looks professional on your clinic’s website and collects the information your team needs from patients.

You don’t need to be tech-savvy to follow this guide. Just make sure you can log in to your DentalFlo AI account and have permission to edit agent settings.

Customize Your DentalFlo AI Web Agent Settings Efficiently

Step 1: Open Your Web Agent​

  1. Log in to your DentalFlo AI account.
  2. Click Agents in the menu.
  3. Click Web Agent.
  4. Select the agent you want to customise.

💡 Tip: If you have more than one agent, make sure you pick the one you want to edit first.

You’ll now see the page where you can make all your changes.

Step 2: See How It Looks on Your Website​

  1. Type your clinic website address in the preview box.
  2. Check how the agent looks on your site.
  3. Rename the agent if you like.

👀 You’ll see the changes live, so you can make sure everything looks right before going live.

Step 3: Make the Chat Box Look Like Your Clinic​

You can match the chat box to your clinic’s branding.

  1. Click Preset Themes to pick a starting style.
  2. Change Typography to adjust the font style and size.
  3. Update Borders to adjust the chat box shape.
  4. Add Shadow for a subtle 3D effect.
  5. Click Colour to change:
    • Chat background
    • Text colour
    • Launcher button (the button that opens the chat)

🎨 Tip: Keep colours consistent with your website for a professional look.

Step 4: Set Up Forms to Collect Patient Information​

Forms collect patient information automatically during chats.

  1. Click Forms.
  2. Check the default lead form — it collects basic info like name and phone number.
  3. Click Custom Form if you want to ask for more details, like appointment preferences.
  4. Add the fields you want.
  5. Assign the form to an agent if needed.
  6. Click Save.

⚠️ Make sure at least one field is filled — otherwise, the system won’t let you save.

Forms now appear in the chat automatically.

Step 5: Make the Chat Easy for Patients​

You can make the chat simple and friendly.

  1. Click Window.
  2. Choose avatars for both the patient and the agent.
  3. Edit the Greeting Message that appears when the chat opens.
  4. Add Suggested Prompts to guide patients (like “Book an appointment” or “Ask a question”).
  5. Edit the chat input placeholder — the text that appears in the typing box.

💡 Tip: Keep messages short and friendly so patients know what to do next.

Step 6: Manage Your Agents​

Pick which staff can respond to chats.

  1. Open the Agent Table.
  2. Tick the agents you want to include.
  3. Click New Agent to add more staff if needed.

Agent Selection Settings​

  1. Choose if patients see one agent or can pick from multiple agents.
  2. Add a Selection Title and Description to guide patients.
  3. Update agent display names and descriptions to help patients know who they’re chatting with.

👩‍⚕️ Tip: Add “Booking Assistant” or branch names so patients know exactly who they’re talking to.

Step 7: Save and Check Your Work​

  1. Click Save.
  2. If there are warnings (like missing fields), fix them.
  3. Look for “Widget updated successfully”.

✅ Once you see this, your changes are safe.

Step 8: Preview and Make the Chat Live​

  1. Click Preview to see the final chat experience.
  2. Go back to Edit if something doesn’t look right.
  3. Click Export to copy the code.
  4. Paste this code into your website to make the chat live.

🎉 That’s it! Your DentalFlo AI web agent is ready to collect patient info, help with bookings, and provide a professional experience on your website.

Extra Tips for Aussie Clinics​

  • Keep greeting messages friendly and simple: “Hi, how can we help you today?”
  • Use prompts that match your clinic’s services.
  • Make sure forms only ask for what’s needed — patients don’t like long forms.
  • Double-check colours and fonts to match your clinic branding.