AI Site Kit

Inquiries, mail, chat and meetings in one panel on your own website.

AI Site Kit is an admin panel for your company's website: inquiries, the company mailbox, a chat assistant and a calendar with a meeting room in one place. It is for companies and practices that sell services and get inquiries through their website.

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What is inside

We switch on each AI Site Kit module for your site separately, and all of them write to the same inquiry record.

CRM for inquiries

Every inquiry from your website becomes a record in the panel, and the team gets an e-mail. You see who wrote, what they want and where it stands.

  • Contact form inquiries are saved as records; the team gets an e-mail about each one.
  • A record holds the name, e-mail address, company, message, the page it came from and the page's language.
  • Enter an inquiry by hand; a known e-mail or phone merges it into the existing one, and the panel says so.
  • Status tabs (New, Contacted, Won, Lost) with counts; search by name, e-mail address or company.
  • The inquiry page shows the details, the message and a history timeline for the team's internal notes.
  • Edit a record, archive it or bring it back from the archive; deleting takes two steps.
  • Test inquiries stay apart from real ones; untouched, unarchived ones are deleted automatically after 7 days.
  • Archive selected records or all test ones at once, always with an extra confirmation step.
  • Records untouched for 12 months are anonymised automatically; won deals are kept.

Mail in the panel

Site Kit reads the company mailbox and sends from it, so the mail stays yours. The team replies from the panel and pins a thread to the inquiry record.

  • The mail sits in tabs (inbox, unread, not in CRM, archived and spam), with search.
  • Messages are grouped into threads; the “Save to CRM” button attaches a thread to its inquiry.
  • The inquiry page shows its mail history; the messages also appear on its timeline.
  • Replies and new messages go out from the company address, in your branded layout, with your signature.
  • Preview shows exactly the message the recipient will get.
  • Download attachments of received mail from the panel; they are read from the mailbox, not copied to the site.
  • Mark a thread as spam or block the sender; their later mail goes to spam automatically.
  • The mail menu shows the unread count, and “Today” lists the threads waiting for a reply.
  • New mail comes in on a schedule, when a member opens the inbox and with “Check now”; members get an e-mail.
  • A message that failed to send is marked “Not sent”, and “Retry” sends it again.

Chat assistant

On the public pages visitors write or speak, and the assistant answers in text and, where configured, by voice. When a visitor leaves contact details, the conversation becomes an inquiry.

  • The chat button sits on the public pages; visitors type or speak into the microphone.
  • The chat follows the page language; on this site that is Slovene, English, German and Italian.
  • The window shows a privacy line linking to your privacy notice in the page's language.
  • The chat paragraph for your privacy notice comes ready in five languages.
  • Nothing loads from the chat service until the visitor opens the chat; before that, only your logo loads.
  • The assistant stores neither transcripts nor voice recordings; the conversation exists only while it lasts.
  • Contact details from a chat create or update an inquiry; data from the chat is marked unverified.
  • The window has your company's mark and colours in light and dark versions; you set them in the panel.
  • A small “Powered by AI Site Kit” line under the chat button links to this page.

Calendar, meeting room

Visitors book a call when the team is free, the call takes place in a meeting room on your domain, and the notes attach to the inquiry.

  • Free slots come from the team's weekly hours, blocked times and meetings; the booking goes into the record.
  • The visitor gets an invitation with a calendar file, reminders before the call and a link to move or cancel.
  • Booking e-mails go out in the visitor's language; nine languages are available, Slovene among them.
  • The meeting room runs on your domain; the team joins as host and can also start a meeting on the spot.
  • An automatic interpreter transcribes each speaker live and speaks the translation in the other's language.
  • After the call you get the transcript, notes and follow-ups: open questions, tasks and a draft message.
  • The notes attach to the inquiry; the draft message opens prefilled in the mail composer for you to send.
  • You record each meeting's outcome in the panel; meetings without one are listed on “Today”.
  • The transcript is read from the room, never stored on the site; kept there 12 months, deleted with the record.
  • The booking information is published in versions; each booking records which one the visitor saw.

Today: your day

When a team member signs in, the “Today” page shows in one place what is due today.

  • The meetings on the team's calendar today.
  • Follow-ups due from meetings: open questions, tasks and draft messages.
  • Meetings that still need an outcome.
  • New inquiries and how many there are.
  • Unread mail and the threads waiting for a reply.

Access and appearance

The panel runs on your domain with your website's look, and the team signs in without passwords.

  • The panel lives on your domain at /admin.
  • Members sign in with a one-time link they receive by e-mail; there are no passwords.
  • You list the members' e-mail addresses; every member sees the whole panel.
  • Modules are switched on per site, and you can add or switch them off later.
  • The panel takes on your website's colours and font, as well as your logo and name.
  • The panel's interface is in English; the chat, booking and meeting room follow the visitor's language.

How it works

  1. We install it on your site

    Hot Skulls Labs installs the AI Site Kit on your website, at /admin under your own domain.

  2. We switch on what you need

    The CRM, mail, chat and calendar with the meeting room are switched on for your site separately. What you do not need stays off until you want it.

  3. One client, one record

    The form, chat, booking, meeting and mail write to the same inquiry record, so a client's whole history is in one place.

  4. Your day starts on “Today”

    After sign-in you see today's meetings, follow-ups due, meetings without an outcome, new inquiries and unread mail.

What you gain

  • No inquiry gets lost

    The form, chat and mail write to the same record, and the team is notified of every new inquiry.

  • Replies from one place

    The company mailbox sits in the panel, next to the inquiry, with your signature and a preview.

  • Calls without back-and-forth

    The visitor picks a free slot and gets the invitation, reminders and a link to move or cancel.

  • Meeting notes already written

    After the call the transcript, notes, open questions and a draft follow-up are ready on the inquiry.

  • Visitors in their own language

    The chat runs in the page's language, booking e-mails in nine languages, and an interpreter works in the meeting room.

  • Your domain, privacy texts in place

    The panel and meeting room are on your domain. The privacy texts are ready, and retention and anonymisation are tied to the record.

Who it is for

AI Site Kit is for owners and managers of companies and practices that sell services and get inquiries through their website. The team sees every inquiry, replies and arranges a call in one place. It is especially useful when clients write to you in several languages.

Setup and support

Hot Skulls Labs installs the AI Site Kit on your website, sets up the mailbox, domain and the modules you choose, shows your team how to use it and keeps Site Kit up to date. You start with a working panel.

Questions

Does the panel run on our own domain?
Yes. The panel is on your domain at /admin, and the meeting room opens under your domain too.
Do team members need passwords?
No. A member gets a one-time sign-in link by e-mail. You list the members' e-mail addresses.
Where is the data stored?
Inquiries with their internal notes and mail copies sit in the site's database in the EU (Frankfurt); the mail stays in your mailbox. The room's server in the EU (Helsinki) keeps transcripts and meeting notes for 12 months.
Can we add or switch off modules later?
Yes. Modules are switched on per site, so you can change them later. Hot Skulls Labs makes the change.
Which languages does it work in?
The panel's interface is in English. The chat follows the page language; booking e-mails and the meeting room are available in nine languages, Slovene included.
How is privacy handled?
The chat loads only when opened and stores no transcripts. Records untouched for 12 months are anonymised automatically, and a meeting's transcript and notes are deleted with the inquiry. The chat paragraph and booking information are ready to publish.