CrewTAC AI Products · Guide
How to use CrewTAC AI agents
A short presentation, and a step-by-step guide anyone can follow — no coding needed.
Use the ← → arrow keys to move between slides.
1. What CrewTAC does
CrewTAC gives your business AI agents — software assistants that answer questions, read documents and handle routine tasks for you. They work from your information (your website, help pages and policies), they never invent answers, and anything important waits for a person to approve it.
You manage everything from the customer portal at https://aiapp.crewtac.com/portal. You do not need to write code to use it.
2. Words you will see
| Agent | An AI assistant that does one job, such as answering customer questions. |
| Knowledge | The information the agent is allowed to answer from — your website pages, files you upload and answers you type. |
| Escalation | When the agent is not sure, it hands the question to a person instead of guessing. |
| Approval | A person says “yes” before the agent writes anything into your systems. |
| Embed code | One line you add to your website so the chat bubble appears. |
| Channel | Where customers reach the agent: website, WhatsApp or phone. |
| Connection | A link to a tool you already use, like HubSpot or Freshdesk. |
| API key | A password your developer uses to connect other software. Keep it secret. |
| Call / request | One question, message or task handled by an agent. Plans include a number of these each month. |
3. Start your free trial
- Open https://ai.crewtac.com/pricing and fill in Start a free trial with your work email (personal email addresses are not accepted).
- Open the email we send and click the confirmation link.
- The page that opens shows your API key once. Copy it somewhere safe — you only need it if a developer connects other software later.
- Click Set your portal password, choose a password, and sign in.
Your trial includes 10,000 calls to five agents and needs no payment card. When it runs out, you choose a plan in the portal — nothing else changes.
4. A tour of the portal
| Overview | How busy your agents are and quick links to get started. |
| Agents | Create, configure, test and publish your assistants. |
| Knowledge | Upload files and type answers your agents use. Check what they know. |
| Channels | Connect a WhatsApp number or phone line. |
| Connections | Connect HubSpot, Zoho CRM, Freshdesk, Zendesk or Slack. |
| Documents | Documents your agents have read, and those waiting for review. |
| API keys | Keys for your developer. Create and cancel them here. |
| Billing | Usage this month, spend cap, statements and invoices. |
| Integration | Technical details to hand to a developer, if you have one. |
5. Put an assistant on your website
- In the portal, open Agents and find Create an agent.
- Under Start from, choose Customer Support. Under Name it, type a name you will recognise (visitors do not see this). Press Create.
- Under Learn from your website, enter your website address and press Read my website. The agent reads your public pages. Section 6 shows how to add files and answers that are not on your website.
- Press Edit. In Websites this agent may appear on, add your website (for example yourcompany.com). The agent refuses to work anywhere else, so nobody can copy it onto another site.
- Set how it looks: Agent name visitors see, Welcome message, Accent colour and Position.
- Optionally, under Custom instructions, describe the tone you want — for example “Friendly and brief. Call our product HarbourDesk.” Instructions change how answers are written, never what facts they contain.
- Press Save changes, then Publish.
- Copy the Embed code — a single line — and add it to your website. On WordPress, Wix, Squarespace or Shopify, paste it into a “Custom HTML” or “Footer code” box. If someone else manages your website, simply email them the line.
Visitors can type or press the microphone and speak (when voice is switched on for your account). They can write in their own language and are answered in it.
6. Teach your agents your business
Agents answer only from their knowledge. There is no “training” to wait for: add something and the very next answer can use it. Your information is never used to train any AI model.
Add a document
- In the portal, open Knowledge.
- Under Add a file, choose a file from your computer: PDF, Word (.docx), Excel (.xlsx), CSV or a text file, up to 10 MB. Good examples: price lists, policies, product sheets, FAQs, opening hours.
- Optionally give it a Name — this is what answers will cite, such as “Returns policy”.
- Press Add file. It appears under Your knowledge.
To update a document, upload the new file with the same name — it replaces the old version. Old Word files (.doc) and old Excel files (.xls) cannot be read: open them and use Save as .docx, .xlsx or PDF first. Scanned papers need a PDF with selectable text.
Type a question and its answer
- Under Add a question and answer, type the question the way a customer would ask it — for example “Do you deliver on Sundays?”.
- Type the answer, then press Save answer. Saving the same question again updates the answer.
Check what your agents know
- Under Check what your agents know, type a question a customer might ask and press Check.
- You see the passages an agent would answer from, and which document each came from. If nothing comes back, add a file or an answer that covers it.
Remove something
Press Remove next to it under Your knowledge. Agents stop using it on the next question.
Have several agents (for example a sales assistant and a support assistant)? If an agent has Knowledge tags set on its Edit page, the Knowledge page shows it as a tick box when you add something — tick the agents that should use it. Agents without tags use everything.
7. Test before you publish
- Open your agent and choose the Tests tab.
- Add the questions your customers really ask. For each, choose whether a good agent should answer it (optionally from a named page) or hand it to a person — for example, legal complaints.
- Press Run all questions. Each one shows pass or fail with the reason.
- Fix a failure by adding the missing information on the Knowledge page (or to your website, then Read my website again), and run again.
Once an agent has test questions, it can only be published while they pass — a safety net against publishing an agent that gives wrong answers.
8. Answer on WhatsApp
You need a WhatsApp Business number on Meta's Cloud API. If you do not have one, your Meta partner or CrewTAC can help set it up.
- In Meta's developer dashboard, note your number's phone-number ID, create a permanent access token, and copy the app's app secret.
- In the portal, open Channels. Under Connect a number, choose your agent, choose WhatsApp, paste the phone-number ID, the access token and the app secret, and press Connect.
- The portal shows a Callback URL and a Verify token — once. Copy both.
- Back in Meta, under WhatsApp → Configuration, paste them and subscribe to messages.
- Send a test message from your own phone. The agent replies within seconds.
Customers can also send voice notes; they are understood and answered in text.
9. Answer phone calls
In India use an Exotel number; elsewhere a Twilio number.
- In the portal, open Channels, choose your agent and Phone line (Exotel) or Phone line (Twilio), and enter the number (Twilio also asks for its account SID and auth token).
- Press Connect and copy the address the portal shows.
- Exotel: build a flow with the Voicebot applet and paste the address. Twilio: open the number's settings and paste the address under A call comes in.
- Call the number. The agent greets the caller, listens, and answers aloud in the caller's language.
Each answer takes two to four seconds. When the agent cannot help, it tells the caller that your team will get back to them.
10. Connect your CRM, help desk or Slack
- Open Connections. Each tool shows where to find its key — for example HubSpot: Settings → Integrations → Private apps.
- Paste the key and press Save keys.
- Press Test. You should see a green confirmation.
- Press Use for agents. From now on, new leads go to your CRM, escalations open tickets in your help desk, and Slack tells your team.
Agents still ask for approval before writing important changes. Press Disconnect at any time to stop.
11. Process documents
- Create an agent from the Document Processing template and publish it on your website — visitors or staff can then upload invoices and forms.
- Open Documents in the portal. Anything marked To review needs a person to check it.
- Click Check on the page →. The document appears beside its fields; click a field to see exactly where it was read.
- Correct anything wrong and approve. Approved data can be sent on to your systems.
12. Your daily routine (10 minutes)
- Check Documents → To review.
- Look at escalated conversations in your help desk (or Slack).
- When the same question keeps reaching a person, add the answer under Knowledge → Add a question and answer — agents use it from the next question.
- Glance at Overview to see how busy your agents are.
13. Usage, spend cap and invoices
- Open Billing to see calls used this month and the running total.
- Under Spend cap, set the most you want to spend in a month. When it is reached, agents pause until the next month or until you raise it.
- Under Billing details, add your legal name, GSTIN and billing email for invoices.
- Each closed month appears under Closed periods with an Invoice you can print or save as PDF.
14. Use cases and flows
Customer support (Agent 02)
Lead qualification (Agent 01)
Documents (Agent 03)
Operations (Agent 04)
CRM questions (Agent 05)
Legacy modernisation (Agent 06)
Agent 06 is set up with you by the CrewTAC team; talk to your contact.
15. For your developer (optional)
Everything above works without code. If you have a developer, they can also connect your own software through the API: give them an API key from the portal and these links:
- Integration guide — https://ai.crewtac.com/docs/integration
- API reference — https://aiapp.crewtac.com/docs
- Python and TypeScript SDKs — portal → Integration
16. Questions and fixes
- The chat bubble does not appear on my website.
- Check that the agent is published and that your website address is listed under Websites this agent may appear on — including the exact domain visitors use.
- The agent says “I don't have a confirmed answer”.
- That information is not in its knowledge yet. Add it on the Knowledge page — upload a document or type the answer. This is the agent being honest rather than guessing.
- Can I upload my PDFs, Word files or spreadsheets?
- Yes — portal → Knowledge → Add a file. PDF, .docx, .xlsx, CSV and text, up to 10 MB each.
- Calls stopped with a spend-cap message.
- Your monthly cap was reached. Raise or remove it under Billing → Spend cap.
- A connection test fails.
- The key is wrong or lacks permission. Create a new key in that tool and save it again.
- Is my customers' data safe?
- Yes — it is kept separate from every other customer, hosted in India, never used to train AI, and you can export or erase any person's data. See https://ai.crewtac.com/security.
- How do I get help?
- Write to us through https://ai.crewtac.com/contact — or ask the assistant on our website.