Documentation
Everything you need to understand, integrate, and get the most out of Arkana Tech’s AI solutions.
ChatbotsVoicebotsAutomationsCustom AppsIntegrations
Getting Started
Every Arkana Tech engagement begins with a free discovery consultation.
During this call, our team assesses your business needs and recommends the right solution.
Here is the general onboarding flow:
1
Book a Consultation
Use the AI assistant on our homepage or the contact form to schedule a free discovery call (Mon–Fri, 8 AM–6 PM CT).
2
Discovery & Scoping
We review your business challenges, current tools, and desired outcomes. You receive a written scope of work within 2 business days.
3
Development & Configuration
Our team builds and configures your solution. Most projects include a staging environment for your review before going live.
4
Launch & Handoff
We deploy your solution, run final tests, and provide documentation and training for your team.
5
Ongoing Support
Depending on your plan, we offer monitoring, updates, and dedicated support after launch.
AI Chatbots
Arkana Tech builds custom AI chatbots for lead generation, customer support, appointment
scheduling, and sales qualification. Bots are trained on your business context and can be
embedded on any website.
Embedding the Chat Widget
Once your chatbot is deployed, you receive a webhook URL and a JavaScript snippet. Add it before </body> in your site’s HTML or in your WordPress theme’s footer.php:
<script>
(function() {
const CONFIG = {
webhookUrl: 'https://your-n8n-instance/webhook/your-bot-id',
sessionId: 'session_' + Date.now()
};
// Full widget code provided upon project delivery
})();
</script>
Conversation Data Fields
The lead generation chatbot collects the following fields during a conversation:
| Field | Type | Description |
|---|
name | Required | Full name of the contact. |
email | Required | Primary email address for confirmation and follow-up. |
company | Required | Business or organization name. |
website | Optional | Company website URL. Used for automated pre-consultation analysis. |
problem | Required | Main business challenge or goal the client wants to address. |
employees | Optional | Approximate company size. Used for solution scoping. |
position | Optional | Contact’s job title or role. |
phone | Required | Phone number for scheduling coordination. |
preferredTime | Required | Requested meeting date and time (Mon–Fri, 8 AM–6 PM CT). |
Scheduling Logic
The chatbot includes built-in appointment scheduling with the following behavior:
- Parses natural language dates in English and Spanish (e.g. “next friday at 2 pm”, “el jueves a las 10 am”).
- Validates that requested times fall within office hours (Mon–Fri, 8 AM–6 PM CT).
- Checks Google Calendar availability in real time via the FreeBusy API.
- If a slot is unavailable, offers 3 alternative time slots automatically.
- Creates a Google Calendar event with an auto-generated Google Meet link.
- Sends a branded HTML confirmation email to the client with the Meet link.
Voicebots
Arkana Tech builds AI-powered voice agents that handle inbound and outbound phone calls
using natural language understanding. Voice solutions are built on platforms including
VAPI and ElevenLabs for natural-sounding voice synthesis.
Typical Use Cases
- Inbound call routing and FAQ handling.
- Automated appointment reminders and confirmations.
- Lead qualification via outbound calling campaigns.
- After-hours answering with intelligent escalation to human agents.
Integration Requirements
- A phone number (provided via Twilio, VAPI, or your existing provider).
- A defined call script or decision tree (we help you build this).
- Destination webhook or CRM endpoint for call data capture.
Note: Voicebot setup timelines vary by complexity. Simple FAQ bots typically
take 5–7 business days. Multi-branch call flows with CRM integration may take 2–4 weeks.
Automations
Arkana Tech designs and deploys workflow automations using n8n — a powerful,
self-hosted automation platform. Automations connect your business tools and eliminate
repetitive manual work.
Common Automation Workflows
- Lead capture → CRM: Form submissions automatically create records in your CRM.
- Email response automation: Incoming emails trigger categorized, AI-drafted replies.
- Appointment management: Calendar events trigger confirmation emails, reminders, and follow-ups.
- Data sync: Keep Google Sheets, Airtable, Notion, or other tools synchronized automatically.
- Reporting: Scheduled reports generated and emailed to stakeholders.
Supported Integrations
Our automation workflows can connect to hundreds of tools, including:
- Google Workspace (Gmail, Calendar, Sheets, Drive)
- Slack, Microsoft Teams, Telegram
- HubSpot, Salesforce, Pipedrive, Notion
- WhatsApp Business API, Twilio SMS
- Shopify, WooCommerce, Stripe
- OpenAI, Anthropic, ElevenLabs
- Any platform with a REST API or webhook
Data & Reporting
All lead and conversation data collected through Arkana Tech solutions is stored in
Google Sheets by default, with optional integration into your CRM or
data warehouse. The following fields are recorded for each chatbot lead:
- Name, Email, Phone, Company, Website
- Service of interest and business challenge
- Lead status (Qualified Lead / Warm Lead / Unqualified)
- Submission date and time (America/Chicago timezone)
- AI-generated company analysis (from website scraping)
⚠️
Data handling: All personal data collected through our systems is handled
in accordance with our
Privacy Policy. We do not sell or share
lead data with third parties.
Support
How to get help
- Email: support@arkanatech.tech — responses within 1 business day.
- Schedule a call: Use the AI assistant on our homepage to book a support session.
- FAQ: Check the FAQ page for answers to common questions.
Before contacting support
- Check that your webhook URL is correctly configured and the n8n workflow is active.
- Review browser console errors (F12 → Console) for JavaScript issues on the chat widget.
- Verify Google Calendar OAuth credentials have not expired (re-authenticate in n8n if needed).
Ready to get started?
Book a free consultation and let’s build something intelligent together.
Request a Demo →