Looking to build a better chatbot that sounds a little more…human? Same. We’ve built hundreds of chat flows, we’ve run thousands of tests, and we’ve identified exactly what gets a chat to pop off.

Ready to build a better chat? Let’s nail the opening first (Part 1 of 6).

1️⃣ STAY SIMPLE

No one likes a pushy bot.

Try, “Hey, what’s up? Need help with something?” Short, sweet, and not so desperate.

2️⃣ NAME DROP

If you’ve got their name, use it.

Start the chat flow by adding a prompt for AI to generate a personalized greeting. For example, you could write: “In under 5 words, greet and welcome the visitor by their first name in a casual tone. Use a waving hand emoji.” AI will then generate messages like, “Hey Steve! Welcome 👋🏼” or “Hey there, Steve! 👋🏼”

3️⃣ BE DIRECT

Skip the long-winded intros.

Don’t make it about you, make it about the visitor so they can start engaging ASAP. Ask something clear like, “Want to see how AI Chat works?” or “Looking to boost your sales?”

It can be tempting to hit ‘em with all the wonderful things about you, your company, and product or service, but please try your best to refrain from doing so.

4️⃣ KEEP IT ON BRAND

Sound like you and your brand.

Site chat is a branded interaction. If you drove people to your site because of your messaging, make sure they get that same type of messaging from your chat.

→ PRO TIP: The Warmly Way 👋🏼

We like to make our chatbot sound as human as possible so we use the names and photos of real team members to send our automated chat messages to visitors. This makes the transition seamless if you decide to step in and take over the chat to continue the convo with the visitor…AND it tends to get higher response rates.

⚙️ How to set up in Warmly

Make sure your team members are added to Warmly so let’s head over to your dashboard. To add team members to your list of reps, go to "Settings" and click on the "Members" tab. Once you're on the "Members" tab, you can manage and invite your organization's members.

Now, click on the “Chat” tab (it’s right under the “Members” tab in “Settings”). Inside each chat workflow in Warmly, you can choose to send it as one of your reps or as a generic team user by clicking “Edit Audience and Conditions” and then scrolling down to “Sender.”

5️⃣ SHORT AND SWEET

15 words max

Again, get to the point so the visitor can start engaging! Have you ever gotten a long text message that left you feeling way too overwhelmed to respond? Same. No one wants to read a novel. Keep the paragraphs for your blogs.

→ PRO TIP: The Warmly Way 👋🏼

We like to follow up on our initial greeting with a question with preselected answers by selecting “Ask a Question” in the chatflow and then adding buttons. Each button then branches out so you can customize your response based on what the visitor selects.

Ask the visitor something like, “What can I help you with today?” and then add buttons to the card for possible answers:

Button 1: “Explore AI Chat”

Button 2: “Fix My Sales Process”

Button 3: “Upgrade My Tech Stack”

Try to keep it to three buttons so you don’t overwhelm the visitor with options. In the case of a chatbot, too many options can slow down the interaction and make the experience feel confusing or cluttered. It’s better to provide clear, simple options that guide the visitor toward the next step, keeping the interaction smooth and focused. Less is more when it comes to engaging users effectively.

TL;DR: Remember, simplicity is key. Try these tips, and watch your chatbot go from “meh” to memorable, making each interaction feel smooth, on-brand, and worth their time.

How to Build a Better Chatbot: Speak Human, Not Corporate

Looking to build a better chatbot that sounds a little more…human? Same. We’ve built hundreds of chat flows, we’ve run thousands of tests, and we’ve identified exactly what gets a chat to pop off.

This making your site chat incomprehensible and killing your conversion rates.

This is part 2 of our building a better site chat series: Speak human, not corporate

A lot of Chatbot scripts are overloaded with jargon, overly technical language, and confusing internal terms language leave visitors more confused than engaged. When potential customers feel they need a translator just to chat, that’s a barrier to conversion and a major barrier to securing a booked meeting!.

The key to building an effective chatbot is keeping the language clear and simple—especially when talking to people outside your company.

Here’s an easy rule of thumb: If a 5-year-old wouldn’t understand, it’s time to simplify. Avoid internal jargon and focus on language that guides your customers through their journey smoothly.

People come to your site because they’re looking for clear information on how you can help them, not trying to get a doctorate in your company’s internal vocabulary. So, drop the technical terms and the “industry-speak.”

Focus on framing things in a way that is relevant to them using terms they’re familiar with. If they interact with your chatbot and would have to spend an afternoon with your slide deck to understand the terms you’re using, you’ve lost them.

Save the complex and clever terms for later with a human in the loop to explain and answer questions.

Instead, use the chatbot to meet them where they are, with messaging that feels natural and relatable. If your product is complex, that’s cool—just break it down into everyday terms and offer helpful options that guide them toward what they need.

Example:

• Avoid: “We deliver cross-platform bi-directional synchronization in real-time between your tech stack to eliminate data degradation within your salesforce.”
• Use: “We help your sales tools work better together and stay up to date so your sales team always has the most recent and accurate data”

By ditching the tech-speak and focusing on the value in everyday terms, you’re removing barriers and building trust with your audience.

PRO TIP: The Warmly Way 👋🏼

If you do want to use complex terms, give your visitors context:

🤖 Provide a quick, simple definition

🤖 Link to a blog or resource that explains more

🤖 Tease them toward booking a demo or meeting (Stay tuned for Part 3 of Building a Better Chat, where we’ll cover how not to be too pushy with demos and meetings)

‍

Looking to build a better chatbot that sounds a little more…human? Same. We’ve built hundreds of chat flows, we’ve run thousands of tests, and we’ve identified exactly what gets a chat to pop off.

You’ve got a lead talking to your chatbot and it’s off to a hot start—you nailed the opener, ditched the corporate speak, and now it's time to Book. That. Demo!

But when is the right time to suggest booking a demo? Here’s the key: don’t rush it. Being too aggressive can turn off potential leads.

Building a Better Chatbot Part 3: Don’t Be Too Pushy

Here’s what you need to do to get more leads to book a meeting with your chatbot:

1️⃣ Provide Value With The Chat First

Your chatbot’s first goal should be to serve, not sell. This approach shows visitors you’re genuinely interested in helping them, not just closing a deal. It also gives them a reason to stick around and explore further.

Share resources like a helpful blog post or a quick guide that answers common questions about your product.

Example Chat Messages:

🤖 “Looking to see how other companies use Warmly? Check out our latest case study.”

🤖 “Want examples on how Warmly can help build more pipeline? Here’s a playbook we use for re-engaging closed lost deals.”

2️⃣ Prioritize Helpfulness

When engaging with visitors, keep asking questions to understand their needs better. We see so, so, so many chatbots that only exist as a scheduler for their sales team. No matter the question, or input, the only follow up from the bot is “Let’s book a demo!”

Not only is that incredibly off-putting and annoying, it’s actually driving the opposite behavior that you want.

A more informed prospect is going to be more willing to schedule a demo, more likely to be the customer fit, and move along your sales funnel much faster. So instead of pushing for a demo right away, guide them toward more information that addresses questions, pain points, and requirements.

Example Chat Messages:

🤖 “Need more details about our features?”

🤖 “Wanna see how others are using [Product Name] to get results?”

🤖 “Want to learn more?” (Links to a resource)

🤖 “See how it works?” (Triggers a product tour)

3️⃣ Use Intent Signals

We’re cheating a bit here, but with Warmly we can track intent signals and customize our AI chat can track visitor behavior to identify moments of high engagement. If someone visits multiple product pages or spends time reading in-depth content, it’s a sign they’re genuinely interested. Use these signals to time your demo suggestion.

Example Chat Messages:

🤖 “Noticed you’re exploring our features—want a quick walkthrough?”

🤖 “Digging deeper? Happy to show you how it all works in a live demo.”

This ensures you’re approaching them at the right time, not too early or too late.

4️⃣ Use Friendly, Low-Pressure Language

The tone you use matters. Avoid “sales-y” phrases that feel pushy or urgent. Instead, keep it casual and friendly, as if you’re inviting a friend to check something out.

Rather than, “Book a Demo Now,” try, “Curious to see it live?” or “Want to chat about how we can help?” It's all about making it feel natural. This keeps the conversation inviting and respects the visitor’s space, making them more open to actually scheduling that meeting!

Why This All Works:

The best interactions feel organic and tailored. By being patient and strategic, your chatbot earns trust, making visitors more likely to book a meeting when they’re ready.