Inquix AI — Plugin User Guide

OVERVIEW

Navigation

Finding the pages

All Inquix AI pages appear in your WordPress admin sidebar under Inquix AI. The pages are:

Heads up
When you first activate the plugin, only the Onboarding page is visible in the menu. The other items above appear once you finish the onboarding walk-through.

Getting started

First-run onboarding

When you first activate Inquix AI, the Inquix menu shows only an Onboarding page. Before the first step, the page shows a short "What you'll need" card with the prerequisites for setup:

A valid email address, Contact Form 7 installed and active, and information about your business that Inquix can use when generating replies. No OpenAI account or API key is required.

• Recommended: any FAQs, policies, or product info you'd like the AI to use (you can upload these in Section 6 or skip and add later).

Then it walks you through 8 sections — one at a time, each unlocks the next as you click Save & Continue:

1. Connect Account — same as Setup Step 1 (enter email, click confirmation link, then Check Status).
2. Email Delivery — Enable auto-replies; optional Send Test Email; plus the Approval Mode toggle. Off = AI replies are sent automatically. On = each reply queues in the Inbox for you to review and send.
3. Business Identity — Company name, industry, primary language, signature, brand voice.
4. Form Selection — checkboxes for Contact Form 7 forms detected on your site. Forms that appear on at least one published page are pre-checked.
5. Knowledge Base (optional) — Upload PDFs/DOCX or add FAQ/Policy/Facts text directly, including the "Answer only from Knowledge Base" toggle.
6. Sender Details — From name/email, reply subject, BCC toggle.
7. Escalation & Safety — Trigger categories (Complaints & refunds and Legal threats are pre-checked), custom keywords, fallback outcome, admin email, fallback text. Click Finish Setup to complete onboarding.

When you finish Section 8 you land on the Overview page, and the full Inquix menu appears.

Section 1

Step 1 — Connect Account

Enter your business email address and click Connect. Inquix will send you a confirmation email.

• Open the email and click the confirmation link. This verifies your address and activates your account.
• Didn't get it? Check spam, then wait ~90 seconds and click Connect again to resend. Re-clicking within ~90s won't send duplicate emails. After many repeated attempts a rate-limit message appears.
• Return to the Setup page and click Check Status. If confirmed, the page moves to Step 2.
• If you close the page before confirming, the pending state is remembered — come back any time and click Check Status.
• To start over with a different email, click Disconnect. As of 0.4.3 this also removes the site from the Inquix backend; on a paid plan, cancel the subscription first.

Step 2 — Email Delivery

• Enable AI auto-replies — turn this on so replies are sent automatically when a form is submitted.
• Send test email — sends a sample email to your registered account address so you can confirm delivery is working.

Click Finish Setup to complete the wizard.

Setup Summary

After finishing, the Setup page shows a summary of your connected account, API key status, and auto-reply toggle. One button is available:

• Reconfigure — restart the wizard from Step 1.

Section 2

Section 1 — Business Identity

Section 2 — Form Selection

Inquix only sends AI replies for forms you explicitly opt in. This prevents unwanted replies from newsletter signups or internal forms.

• Each of your Contact Form 7 forms is listed with a checkbox.
• Only forms with a checkmark will trigger AI replies.
• The Page column shows which page each form appears on.
• Click Refresh Forms to re-scan the site if you have added or changed forms recently.

Section 3 — Knowledge Base

The Knowledge Base gives the AI specific information about your business — products, services, policies, FAQs — so its replies are accurate and relevant.

Adding content

• Upload PDF or DOCX — maximum 10 MB. Good for brochures, menus, product catalogues, or policy documents.
• Add FAQ / Policy / Facts — type or paste text directly. Good for short snippets like opening hours or return policies.

Managing entries

• Each entry appears in the table with its name, type, and date.
• Click View to see the stored text in a side panel.
• Click Delete to remove an entry. The knowledge base is rebuilt automatically.
• Combined knowledge base text is capped at approximately 60,000 characters.
• Duplicate names are caught. The match is case-insensitive and cross-type — a PDF named "Refund Policy" matches a text entry named "refund policy".

Answer ONLY from Knowledge Base toggle

• Off (default): The AI uses your knowledge base as extra context but can also draw on its general knowledge.
• On: The AI only answers questions that can be answered from your knowledge base. If the answer is not there, it will say so rather than guessing.

Section 4 — Sender Details

Section 5 — Escalation & Safety

Escalation automatically detects sensitive or high-risk messages and handles them differently — instead of sending a normal AI reply, Inquix sends a safe fallback reply and notifies you by email.

Trigger Categories

• Check the categories you want to be active.
• Click into the keyword list to add or remove words.

Custom Escalation Keywords

A free-form tag field where you can add any additional words or phrases in any language. Press Enter or comma to add each tag. These trigger escalation regardless of category.

Fallback Outcome

When escalation is triggered:

1. The visitor receives the Fallback Reply text instead of an AI-generated reply.
2. You receive an escalation notification email at the address specified.

Fallback Reply Text

Write this in your primary language. For example: "Thank you for reaching out. A member of our team will be in touch with you shortly." If the visitor wrote in your primary language, this exact text is sent. If they wrote in any other language, Inquix automatically uses a standard English fallback instead.

Admin Notification Email

The address that receives escalation alerts. Defaults to your WordPress admin email.

Section 6 — Advanced / Expert Mode

Click the Advanced / Expert Mode heading to expand this section. It contains the system prompt — the full instructions sent to the AI before every reply.

Most users do not need to edit this directly — the settings in sections 1–5 fill it in automatically. If you have specific requirements that cannot be expressed through the other settings, you can edit the prompt directly here.

• Reset to default — restores the original system prompt. This cannot be undone; copy your custom prompt first.
• Preview in [Language] — translates the prompt into your primary language for easier reading. The prompt is always sent to the AI in English regardless.

Section 7 — Preview & Test

Use this section to test how the AI will respond before going live. No email is sent when you use Preview & Test.

• Visitor Name / Email — fill in test contact details.
• Message — type a sample enquiry, or click one of the scenario buttons (generated based on your industry) to auto-fill a realistic message.
• Click Generate Preview — the AI reply appears below, using your current settings, knowledge base, and prompt.

Section 3

Approval Mode

When Approval Mode is on, AI replies are not sent automatically. Each reply is held in the Inbox for you to review and approve before it is sent.

When Approval Mode is off (the default), replies are sent immediately after a form is submitted, without requiring any action from you.

Use Approval Mode if you want human oversight of every reply, or if you are still testing.

Pending Replies Table

Each row shows the visitor's name and email, the page their form was submitted from, and the date and time.

Reviewing a Reply

Click Open on any row to open a side panel showing the visitor's original message and the AI-generated reply in an editable text area. You can edit the reply freely before sending.

• Send Reply — sends the reply to the visitor and removes it from the Inbox.
• Discard — deletes the pending reply without sending anything to the visitor.

Section 4

Stats Cards

At the top of the page, cards show:

• Total replies sent
• Success rate
• Failed replies
• Escalated replies
• Quota exceeded events

Search and Filter

• Use the search box to find replies by email address or message content.
• Use the status filter to show only a specific type of result.

Log Table Columns

Status Types

Details Slide-out

Click Details on any log row to see the visitor's original input message, the AI reply that was generated (or the fallback text), and email headers: From, To, Subject, BCC.

CSV Export

Click Export CSV to download the current filtered log view as a spreadsheet. Useful for reporting or auditing.

Section 5

System Health

A list of automatic checks runs when you load the page. Each check shows a status indicator:

Checks include: plugin configuration completeness, OpenAI key status, backend connectivity, and WordPress environment. If a check fails, a short description explains what is wrong and what to do about it.

Connection Tests

Three manual tests you can run by clicking Run Test:

Run these after making changes or if something is not working as expected.

Section 6

• Stats cards — total replies, success rate, and recent activity at a glance.
• Usage bar — shows how many of your monthly replies you have used and your plan's quota.
• Setup Status checklist — a quick view of which setup steps are complete (account connected, auto-replies enabled, forms selected).
• Quick Actions — shortcut buttons to the most common tasks.
• Recent Replies — a short table of the most recent log entries, with status indicators.

Section 7

Free vs Pro

How to Upgrade

Click Upgrade to Pro on the Upgrade page. You will be taken to a Stripe checkout page where you can enter your payment details. Subscription is billed monthly and can be cancelled at any time.

After payment, your plan is updated automatically and the reply limit is removed.

Managing Your Subscription

If you already have an active Pro subscription, the Upgrade page shows a Manage Subscription button instead. Click it to open the Stripe customer portal, where you can:

• Update your payment method
• View billing history
• Cancel your subscription

Cancelling stops future charges and reverts your plan to Free at the end of the billing period.