Email Alerts
Configure both automatic conversation email alerts and bot-triggered admin notifications.
New: Automatic Conversation Emails (Settings)
You can now enable a global capability that sends email alerts when a chat conversation is considered finished (after inactivity). This is configured in AI Chat → Settings, not inside a single bot.
Where to enable it
- Go to AI Chat → Settings (
wp-admin/admin.php?page=aichat-settings). - In General → Global Bot & Logging, enable Email alerts for new conversations.
- Set the Recipient email (defaults to your WordPress admin email).
- Click Advanced to configure content, frequency, and idle time.
Advanced options
- Email content
- Full conversation: includes the full transcript.
- Summary only: short notification + link to logs.
- Notification frequency
- Per conversation: one email per finished session.
- Digest: one email summarizing multiple finished sessions.
- Idle time (minutes): inactivity threshold before a conversation is considered finished and the alert is sent (minimum 5, default 15).
What Is It?
The Notifications: Email Admin AI tool lets your chatbot send email alerts during a conversation. The bot decides when to send based on the guidelines you configure in its instructions.
For example, if a user reports an urgent problem, the bot can notify you by email automatically — without the visitor having to fill out any forms.
Setup
1. Enable the Tool
- Go to AxiaChat AI → Bots and edit your bot.
- In the AI Tools section, make sure "Notifications: Email Admin" is enabled.
2. Add Instructions
For the bot to know when to send an email, you need to add a guideline in AxiaChat AI → Training → Instructions.
In the Guidelines section, you'll find several predefined email alert guidelines marked with 📩 that you can add with a single click. Or write your own:
If the user needs personalized support, ask for the subject,
send an email to the admin using the aichat_send_email_admin tool,
and let the user know they will be contacted soon.3. Recipient
For the automatic conversation alerts in Settings, you can choose the recipient email (default is WordPress admin email). For the AI tool, recipients remain controlled by server-side configuration and security policy.
Use Cases
Personalized support
User needs human attention the bot can't provide. The bot collects the subject and alerts the admin.
"If the user needs personalized support, ask for the subject, send an
email to the admin using the aichat_send_email_admin tool, and let
the user know they will be contacted soon."Order / purchase problems
A customer reports an issue with their order. The bot gathers details and notifies the team.
"If the user reports a problem with an order or purchase, gather the
details and notify the admin via the aichat_send_email_admin tool
so the team can follow up."Suggestions & feature requests
A visitor submits an idea. The bot summarizes it and sends it to the admin.
"If the user submits a suggestion or feature request, summarize it
and send it to the admin using the aichat_send_email_admin tool,
then thank the user for their feedback."Complex quote requests
When a custom quote needs human review, the bot collects requirements and alerts sales.
"If the user requests a custom quote that requires human review,
collect the key requirements and budget range, then notify the admin
using the aichat_send_email_admin tool."Technical issues / bug reports
User describes a bug. The bot documents reproduction steps and sends the report.
"If the user reports a technical issue or bug, ask for details on how
to reproduce it, then send a summary to the admin using the
aichat_send_email_admin tool."After-hours queries
The bot detects a question requiring human response when the business is closed.
"If you cannot fully resolve the user's question and it requires human
assistance, collect their contact info and a summary, send it to the
admin using the aichat_send_email_admin tool, and let them know the
team will respond during business hours."Sales opportunities
Bot detects high-interest in a premium product and notifies sales.
"If the user shows strong interest in a premium product or high-value
service, summarize their needs and notify the admin using the
aichat_send_email_admin tool so a sales rep can follow up."Don't Duplicate Notifications
If your bot already has Lead Capture or Appointments enabled, those add-ons have their own email notification systems. Don't add email alert guidelines for those cases.
| Situation | Tool Used | Needs Email Guideline? |
|---|---|---|
| Capturing a lead | save_lead | ❌ No — Lead Capture has its own notification |
| Booking an appointment | book_appointment | ❌ No — Appointments has its own email |
| Custom support request | aichat_send_email_admin | ✅ Yes — add a guideline |
| Problem report | aichat_send_email_admin | ✅ Yes — add a guideline |
| Suggestion / feedback | aichat_send_email_admin | ✅ Yes — add a guideline |
| Sales opportunity | aichat_send_email_admin | ✅ Yes — add a guideline |
save_lead, the Lead Capture add-on already sends a notification if configured. Adding an email alert guideline for "when a lead is captured" would result in duplicate emails.
Security
- Emails are always sent to the site admin — the bot cannot send to arbitrary addresses
- Rate limiting prevents email spam
- Built-in security policy prevents the bot from sending emails just because a user asks — it only sends when your system instructions authorize it
- Every tool invocation is logged in AxiaChat AI → Logs
Advanced Configuration
There are now two advanced layers:
- Settings-level alerts (global): recipient, full vs summary content, per-conversation vs digest, idle threshold.
- AI Tool policy (per bot): in AI Tools → Email Admin, click Config to adjust the system policy that governs when the bot is allowed to send email via tool calls.