⚠️ Important: CRM sync is available only for supported CRM integrations. Chatbots can run independently but provide the most value when connected to a CRM.
Understand CRM Data Synchronisation
Elay uses a continuous sync process to keep CRM data up to date.
Initial data sync runs during implementation and may take several days for large databases.
Ongoing changes sync almost instantly after setup.
Large bulk updates may take additional time to process.
📌 Note: Sync status is visible in the CRM integration settings.
View Sync Status
Go to Settings, then click Integrations.
Select your connected CRM.
Open Sync Status to view progress and last updated timestamps.
📌 Note: Sync status shows candidates, contacts, talent pools, and distribution lists.
Understand Synced Data Types
Elay syncs the following data types:
Candidates
Contacts
Talent Pools
Distribution Lists
📌 Note: Talent pools and distribution lists are treated as list-based audiences for automation and messaging.
Understand the Chatbot Purpose
Chatbots are scripted and fully configurable by users.
They are designed to:
Collect structured information.
Update CRM records automatically.
Support screening, data updates, and inbound engagement.
📌 Note: Chatbots focus on data capture rather than long-form conversation.
Create a New Chatbot
Open the Chatbots area.
Click Create Chatbot.
Enter an internal name and a visible header title.
Choose a Template or start from a blank chatbot.
📌 Note: Templates are fully customisable after creation.
Build Chatbot Conversation Flows
Chatbot conversations are built using Groups and Blocks.
Use Groups to Organise Conversations
Create a group to act as a container.
Add related questions and messages to the group.
Use groups to manage branching and logic.
📌 Note: Groups help avoid long, unstructured conversation flows.
Use Blocks to Ask Questions
Blocks define what the chatbot says and captures.
Available block types include:
Informational messages
Open text answers
Single or multiple choice
Date and file uploads
User type selection
📌 Note: Each block captures one data point.
Link Chatbot Data to CRM Fields
Select a block and choose the relevant CRM field.
Save the configuration.
Complete the chatbot flow.
📌 Note: Data captured by the chatbot syncs automatically to the linked CRM record.
Control Chatbot Logic and Branching
Configure answer-based branching for choice questions.
Direct users to specific blocks or groups based on responses.
End conversations explicitly when required.
⚠️ Important: If branching is not configured correctly, the chatbot may end unexpectedly.
Add Links to Chatbots
Links must be added in After Message fields.
Generate the link using the link tool.
Add the link to the After Message section.
Save the block.
📌 Note: Links placed in message text will not be clickable.
Publish and Share a Chatbot
Open the chatbot Setup tab.
Copy the embed code or direct link.
Add the chatbot to your website or campaigns.
📌 Note: Chatbots can be embedded or shared via direct URL.
💡 Best Practices
Plan conversation flows before building.
Use structured questions instead of free text where possible.
Test chatbot logic thoroughly before publishing.
Keep chatbots focused on data collection goals.
🤔 FAQs
Q1: Does the chatbot work without CRM integration?
Answer: Yes, but captured data will remain inside Elay instead of syncing to a CRM.
Q2: Why did my chatbot end unexpectedly?
Answer: This usually happens when branching rules are missing or misconfigured.
Q3: Can one chatbot have multiple notification rules?
Answer: No, each chatbot supports a single notification configuration.