Documentation

Everything you need to set up and run Aijency on your website.

Overview

Aijency is an AI-powered lead qualification and meeting booking platform. It delivers an embeddable chat widget (powered by an AI agent named Aijent) that engages website visitors, qualifies them against BANT criteria, schedules meetings via your chosen calendar and meeting providers, and syncs all data to HubSpot CRM.

Supported calendar providers: Google Calendar or Microsoft Outlook. Supported meeting providers: Zoom, Google Meet, or Microsoft Teams. Each tenant selects their preferred combination via the Integrations tab.

The platform has three components: the embeddable widget (installed on your site via a script tag), the admin portal (where you configure the agent, manage integrations, and maintain your Knowledge Base), and the agent API (the backend that powers Aijent’s conversations and tool execution).

Quick Start

<script
  src="https://app.aijency.ai/embed.js"
  data-tenant-id="YOUR_TENANT_ID"
  async>
</script>

Zoom Integration

Aijency uses the Zoom API to create scheduled meetings on your behalf when a visitor books a call through the widget.

How it works

1. Visitor confirms a meeting time during the conversation
2. Aijency calls the Zoom API to create a scheduled meeting under your Zoom account
3. The meeting join URL, meeting ID, and password are embedded in the calendar invite sent to the prospect
4. The meeting appears in your Zoom dashboard

OAuth scopes requested

Connecting Zoom

1. In the admin portal, go to Integrations → Zoom
2. Click Connect Zoom
3. Sign in to your Zoom account and authorise the requested permissions
4. You will be redirected back to the admin portal — select Zoom as your meeting provider in Agent Config

Disconnecting Zoom

Click Disconnect in the Zoom integration panel. You can also revoke access directly from your Zoom Marketplace installed apps.

Google Meet Integration

Google Meet is available as a meeting provider when your Google Calendar account is connected. No additional OAuth scopes are required.

How it works

1. Visitor confirms a meeting time during the conversation
2. Aijency creates a Google Calendar event with a Google Meet conference link automatically attached
3. The Meet join link is included in the calendar invite sent to the prospect
4. The meeting appears in your Google Calendar

Selecting Google Meet

1. Ensure your Google Calendar account is connected via Integrations
2. In Agent Config, select Google Meet as your meeting provider
3. No additional OAuth authorisation is required

Microsoft Outlook & Teams Integration

Aijency supports Microsoft Outlook as a calendar provider and Microsoft Teams as a meeting provider. Both use a single Microsoft OAuth connection.

How it works

1. Visitor confirms a meeting time during the conversation
2. Aijency queries your Outlook calendar for availability and creates a calendar event
3. If Teams is selected as your meeting provider, a Teams meeting link is generated and embedded in the event location and body
4. A calendar invite is sent to the prospect
5. Note: the Teams join link in the event body requires Cmd+Click (Mac) or Ctrl+Click (Windows) to open in Outlook — this is standard Microsoft security behaviour

OAuth scopes requested

Connecting Microsoft Outlook & Teams

1. In the admin portal, go to Integrations → Microsoft
2. Click Connect Microsoft
3. Sign in with your Microsoft 365 account and authorise the requested permissions
4. You will be redirected back to the admin portal — select Microsoft Outlook as your calendar provider and optionally Microsoft Teams as your meeting provider in Agent Config

Disconnecting Microsoft

Click Disconnect in the Microsoft integration panel, or revoke access from Microsoft Account → App permissions.

HubSpot Integration

Aijency syncs lead data and conversation transcripts to your HubSpot portal after every conversation where qualifying information was captured.

What gets created in HubSpot

• Contact — created or updated with the visitor’s name, email, company, and phone
• Note — full conversation transcript attached to the contact record, including a qualification summary
• Deal — created in stage Appointment Scheduled when a meeting is booked

If a visitor qualifies but does not complete a booking, a Contact and Note are still created in HubSpot so no lead is lost.

OAuth scopes requested

Connecting HubSpot

1. In the admin portal, go to Integrations → HubSpot
2. Click Connect HubSpot
3. Sign in to your HubSpot account and select the portal to connect
4. Authorise the requested permissions and you will be redirected back

Disconnecting HubSpot

Click Disconnect in the HubSpot integration panel, or revoke access from HubSpot → Settings → Integrations → Connected Apps.

Google Calendar Integration

Aijency reads your Google Calendar availability and creates meeting events with your chosen meeting provider’s details embedded.

OAuth scopes requested

Knowledge Base

The Knowledge Base allows you to provide Aijent with reference material about your business — products, services, pricing, FAQs, and more. Aijent draws on this content when answering visitor questions during conversations.

What you can add

• URLs — paste any public URL and Aijency will fetch and extract the page content automatically. JavaScript-rendered pages are supported.
• Files — upload PDF, DOCX, or TXT files. Content is extracted and stored automatically.

How it works

1. You add a URL or upload a file via the Knowledge Base page in your admin portal
2. Content is queued for extraction and processed within approximately 5 minutes
3. Once the status shows as Ready, Aijent will include the content in her responses
4. You can remove any source at any time — it will no longer be used in future conversations

Document limits by plan

Adding Knowledge Base content

1. In the admin portal, go to Knowledge Base
2. To add a URL: paste the full URL (must begin with https://) and click Add URL
3. To upload a file: click Upload File and select a PDF, DOCX, or TXT file
4. The status will show as Processing, then Ready once extraction is complete (approximately 5 minutes)

Agent Configuration

Agent name and tone

In Agent Config, set your agent’s name (default: Aijent) and choose a tone preset: Professional, Friendly, Direct, or Consultative.

Availability settings

Configure available days, hours, meeting duration, and buffer time between meetings. Defaults: Monday–Friday, 9:00 AM–5:30 PM, 45-minute meetings, 30-minute buffer.

Timezone

Set your agent’s timezone in Agent Config. This determines how available slots are calculated and presented to visitors. Defaults to Australia/Sydney (AEDT/AEST).

Provider selection

Select your calendar provider (Google Calendar or Microsoft Outlook) and meeting provider (Zoom, Google Meet, or Microsoft Teams) in Agent Config after connecting the relevant integrations.

Custom instructions

Add custom instructions to guide Aijent’s conversation — for example, specific products to promote, objection-handling scripts, or industry-specific qualification questions.

Data and Privacy

All data is stored in Australia (Sydney, ap-southeast-2). OAuth tokens are encrypted at rest using AES-256-GCM. Knowledge Base documents are stored in Supabase Storage (Sydney). For full details, see the Privacy Policy.

Need Help?

Contact us at info@aijency.ai or visit the Support page.