Answer from your own information
Set up an AI employee with approved product details, course information, opening hours, and your preferred tone. Choose someone to keep that information up to date.
A practical guide / AI Employee
Heyy
Answer the 9:42 pm enquiry and help your team follow up in the morning.
Answer routine questions while your office is closed and save the details your team needs to follow up. Heyy brings AI replies, a shared inbox, contact records, and follow-up tools together for sales and admissions teams.
Explore HeyyProduct information checked .
- Hobby / month
- $49
- Trial listed on pricing page
- 7 days
- Channel types listed
- 4
- Task to try first
- 1 pilot
01 / What it can help with
Give the tool a clear job to do.
See which features can help with your task. Use current information, put someone in charge, and decide when staff should step in.
Keep conversations together
The shared inbox brings supported messaging channels into one workspace. It lets a colleague see the conversation history when a question needs more help.
Turn an enquiry into a useful record
Heyy’s Mini CRM stores contacts and properties. Choose a few fields that help the next person respond, such as the enquiry type, requested service, and preferred contact method.
Build a follow-up process
Automations, campaigns, and journeys can help send enquiries to the right person and manage follow-ups. Scheduled and recurring campaigns are listed on Pro and above. Decide how to get consent and when follow-ups should stop.
Connect the systems behind the chat
The vendor lists API access and configurable actions. Live bookings, stock checks, and CRM updates need the right system connections and permissions. Uploading a brochure alone does not enable these tasks.
Start with the channels you actually use
Heyy names LiveChat, WhatsApp, Instagram, and Facebook Messenger. The current pricing page lists three connected channels on Hobby, five on Pro, and unlimited channels on Ultra.
02 / The work in practice
See how it could help with everyday work.
These examples show ways a business or institution could use the tool. Adapt the steps to your systems, team, and access rules.
01Business / Sales ownerA better first reply for an after-hours enquiry
A potential customer asks about a service, price range, and availability while the office is closed. A vague ‘we will be in touch’ reply leaves the sales team starting from scratch in the morning.
What to prepare
Approved service descriptions, published price ranges, service areas, opening hours, and the fields your sales team needs.
When a person takes over
Ask staff to handle custom quotes, disputed prices, unavailable appointments, or requests to speak to a person. Offer a booking only after an approved calendar action confirms availability.
Steps to follow
- Answer using approved information, including any conditions that apply to a quoted price range.
- Ask which service is needed, where, and when the person would like a follow-up. Ask one question at a time.
- Save the enquiry and send it to the person responsible for that service.
- Have the morning team review the conversation and confirm the next step.
What to measure
Time to the first useful answer; qualified enquiries assigned to a named person; percentage contacted by the promised time.
02Institute / Admissions teamCourse questions that do not wait for office hours
Applicants ask the same questions about fees, entry requirements, and evening classes. Answering these questions takes time advisers could spend helping students choose a programme.
What to prepare
A current prospectus, fee details for each course, application dates, entry requirements, and a list of admissions contacts.
When a person takes over
Authorised staff should handle admission decisions, scholarship eligibility, disability support, and questions about individual records.
Steps to follow
- Identify the programme and intake the applicant is asking about.
- Explain the published requirements and fees for that programme, including the intake date.
- Collect a preferred contact method only if a follow-up is needed.
- Send unclear eligibility or funding questions to an admissions adviser, with the conversation attached.
What to measure
Routine enquiries answered correctly; adviser follow-ups completed; answers for the wrong intake found during weekly review.
03Business / Service deskCollect the details before a booking callback
A repair, property, or professional services team starts every callback by asking what service the customer needs, where, and when.
What to prepare
Service categories, coverage areas, available callback times, and rules for urgent requests. Add a calendar connection only when the booking process is ready.
When a person takes over
Ask staff to handle emergencies, sensitive personal information, contractual promises, and requests outside the published range of services.
Steps to follow
- Ask what help is needed and check that the business serves the location.
- Gather only the details needed for a callback. Avoid asking for a long written history.
- Summarise the request in a contact record and assign it to someone.
- Let that person confirm the appointment or quote and complete the follow-up.
What to measure
Complete callback records; duplicate enquiries; minutes spent clarifying the request before confirming the next step.
03 / Start small
Try one task your team can check.
Compare the same kind of work before and during the trial. Include preparation, checking, and any requests staff need to handle.
- 01
Choose one group of enquiries
Use one channel and one common type of question. Save a small sample of real enquiries with private details removed and record how the team handles them today.
- 02
Give it approved answers
Add the current information, the required contact fields, and the points where the AI should stop. Test conflicting prices, an unknown question, and a request for a person.
- 03
Review before expanding
Have the person responsible check replies and requests passed to staff each day during the trial. Compare the usefulness of answers and the quality of follow-ups with the original sample before connecting another channel.
04 / Budget
Know the full cost before you subscribe.
The prices below use monthly billing. Check current plans, taxes, how usage is counted, and any extra channel charges before subscribing.
Plan
Hobby
Try a small messaging task.
$49/month
- 1 user · 1 AI employee
- 1,000 credits / month
- 3 MB knowledge · 3 channels
- 10 automations
Plan
Pro
Share enquiries and manage recurring follow-ups.
$149/month
- 5 users · 2 AI employees
- 6,000 credits / month
- 20 MB knowledge · 5 channels
- Unlimited automations
Plan
Ultra
Add more users, information, and usage capacity.
$499/month
- 10 users · 3 AI employees
- 20,000 credits / month
- 50 MB knowledge
- Priority support
Published USD prices with monthly billing. The vendor also offers annual billing. Credits are usage units, not a fixed number of conversations; additional credits and WhatsApp messages can add to the bill. The current pricing page lists a 7-day Hobby trial; confirm the duration at signup.
Higher limits, onboarding, and service commitments are available through a custom Enterprise quote. Ask about the Enterprise plan
05 / Check the results
Measure what your team can finish.
Record how the task works today, then compare the trial results. Include time spent checking answers and making corrections.
- Useful first response
- Measure the time from receiving an enquiry to giving an answer that addresses the question, beyond simply acknowledging it.
- Complete follow-up records
- Track the share of enquiries with the right details, a named person responsible, and a recorded next step.
- Cost per enquiry handled
- Add the subscription, credits, channel charges, and cost of staff review time, then divide by the number of enquiries handled.
06 / Our recommendation
Choose a tool that fits the way you work.
Consider Heyy when your team regularly answers messages from customers or applicants. Start with replies and useful contact details. Add actions and campaigns once requests reliably reach the right staff member.
What to check before you choose
- Who is responsible for each qualified enquiry?
- Which answers can the AI give without approval?
- How many users and connected channels do you need?
- What will credits and WhatsApp charges cost for the number of messages you expect?
When to pause
Keep a simpler contact form if enquiries are rare. Choose a process with stronger access controls and staff approval when the main task involves sensitive records or formal decisions.
Take a closer look at HeyyWe may earn a commission if you use our partner link, at no extra cost to you. Disclosure
07 / Questions before you start
Get the details clear before you start.
Is an AI employee a replacement for my team?
Treat it as a tool that gives an initial answer and passes requests to staff. Your team remains responsible for the information, unusual requests, follow-ups, and final commitments.
Can it book appointments or check order information?
Those tasks depend on configured actions and connections to the relevant systems. Test permissions, live availability, and failure cases before promising that a chat can complete a booking or lookup.
Does the monthly price cover WhatsApp usage?
Heyy lists additional charges for credits and WhatsApp messages. Estimate them using the channels and number of messages you expect. The subscription may not cover the full cost.
Can a training institute use it for admissions?
Yes. A small trial could cover public programme information and initial enquiries. Staff should make decisions about admissions, funding, and individual eligibility.
How much setup time should we allow?
Setting up the account is only part of the work. Allow time to prepare information, connect the channel, test replies, and make sure requests reliably reach staff. This guide does not promise a fixed launch time.