Smart AI Chatbot with Email Integration & Real-time Messaging

Overview

The chatbot was designed to enhance user engagement, reduce bounce rate, and improve lead capture. It allowed users to send up to 3 messages, then prompted for their email. Once provided, the messages were routed to the admin, who could respond live through a secure link.

Project Challenge

Combining automated conversation logic with manual admin communication was the key challenge. We needed to ensure a seamless switch between chatbot auto-replies and live chat via email link — all while keeping user data secure and experience smooth.

Design Research

We studied chatbot UX patterns and popular customer support widgets. The goal was to build something lightweight but smart — not bloated with AI but functional enough for real business use. Special attention was given to email deliverability and user privacy.

Design Approach

The chatbot was embedded as a floating widget using JavaScript. Laravel was used for backend API handling, email dispatch, and chat log storage. The system tracked user activity status and could display live/inactive status to the admin.

The Solutions

Message Limit & Lead Capture: After 3 messages, the chatbot requested user email to continue. Admin Notification System: First 5 messages sent to owner’s email immediately. Live Admin Chat: Admin received an email with a secure URL to enter the conversation in real-time. Auto-Reply System: Basic keyword-based auto-replies were configured. User Status Tracking: Admin dashboard showed which users were active or idle. Conversation Logs: All messages were stored in a backend system with timestamps.