NxAi Tutorials · Ep 020:01

What is NxAi? The complete overview

The problems NxAi solves for a business on WhatsApp, then every feature explained simply: contacts, templates and campaigns, the team inbox, chatbots, the AI agent, hand-offs to your team, the Assist app, connections, reports, and how different industries use it.

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Transcript

0:00Intro

What is NxAi? In this video, you'll see the problems it solves for your business, how the service works, and every feature it gives you, explained simply, one step at a time.

0:12Part 1 · The problem

Let's start with a picture you probably know. Today, your customers prefer WhatsApp. They message you to ask about prices, check stock, place orders, book appointments, and find out where their delivery is. That's good news, because WhatsApp is where people actually read and reply. But in most businesses, all of these messages land on one phone, handled by one or two people. And that creates real problems. The first problem is speed. When fifty people message at once, replies get delayed, or missed completely. Messages that arrive at night or on a Sunday wait until someone is free. And a customer who doesn't get a reply in time simply buys from someone else. The second problem is teamwork. One phone can't really be shared by a team. Two people reply to the same customer, or each one thinks the other will. Nobody knows who promised what. And when an employee leaves, the chats and the customer history leave with their phone. The third problem is repetitive work. Your team answers the same questions every day: your timings, your prices, your location, the status of an order. Hours go into typing the same replies, instead of selling and serving customers. The fourth problem is reaching customers. The WhatsApp Business app can only broadcast to small lists, and sending bulk messages through unofficial tools can get your number blocked. There's no easy way to follow up with every lead, and no record of who actually agreed to receive your messages. And finally, there's no visibility. You can't see how many enquiries came in, how fast your team replied, which campaign worked, or where your new customers came from. Without numbers, it's hard to improve. Slow replies. A confused team. Repetitive work. Limited, risky marketing. And no visibility. These are exactly the problems NxAi was built to solve.

2:24Part 2 · What NxAi is

NxAi is an online platform that turns your WhatsApp Business number into a complete customer communication system for your whole team. You use it in your web browser, on any computer, and your team can also use the NxAi Assist app on their phones. There's nothing to install on your own servers. Behind the scenes, NxAi connects your number to Meta's official WhatsApp Business Platform, also called the WhatsApp Business API. This is the official way for businesses to use WhatsApp at scale, and NxAi is a Meta verified Tech Provider. The API is powerful, but it has no screen of its own. NxAi gives you that screen, and adds AI, automation, campaigns and reports on top. With NxAi, your whole team can use one WhatsApp number at the same time, from different computers and phones. Your customers see just your business name and one number. Behind it, everyone works together in one shared workspace. Here's the whole idea in one picture. A customer sends a message. It reaches NxAi instantly. Simple messages get an automatic reply, like a welcome, or your opening hours. Common questions are answered by a chatbot, or by NxAi's AI agent, using your own business information. When a customer needs a real person, NxAi passes the chat to the right person in your team, who replies from a computer or from the phone app. Every conversation is saved, so nothing is lost, and reports show you how it's all going. And it works the other way too. You can message customers first, with messages approved by Meta, send campaigns to the right groups, and set up automatic follow-ups for every new lead. And NxAi is a complete service, not just software. Our team helps you get set up. There's a Knowledge Base with a guide for every page, video tutorials like this series, and a support team you can reach from inside the portal.

4:34Part 3 · Getting started

Getting started is simple. First, create your account at nxai.in, and set up your workspace. Your workspace is your company's home in NxAi, with its own link, like portal dot nxai dot in, slash, your company name. A Get started checklist then walks you through every step. Next, connect your WhatsApp number. You do this through Meta's own secure signup, right from NxAi, in a few minutes. You can use a new number, which we recommend, or a number you already use on the WhatsApp Business app. Then add a payment method in your Meta account, because Meta charges for WhatsApp messages directly. To message more customers every day, verify your business with Meta. NxAi shows you exactly where you stand, with your number's health, its quality rating and its daily messaging limit. You also set up your WhatsApp profile, with your logo, description, address and website, which customers see when they tap your name.

5:42Part 4 · Your customers

Now, your customers. Everyone who messages you is saved automatically in Contacts. You can also add people one by one, or import a whole list from a spreadsheet saved as a CSV file. If a number is already there, it's updated, never added twice. Organise your contacts with tags, like VIP or new lead, and with your own fields, like city, birthday or renewal date. Then create groups, for example, all VIP customers in Pune. Groups can update themselves, so new people who match join on their own. NxAi also takes care of permission. WhatsApp expects businesses to send marketing messages only to people who agreed to hear from them. NxAi records when each person opted in. And if someone replies unsubscribe, or taps stop promotions, they stop getting marketing messages, until they choose to subscribe again. To bring in new customers, create WhatsApp links and QR codes. Put a link in your Instagram bio, an ad or an email, and print the QR code on posters, packaging or your shop counter. One tap opens a chat with your business, with a message already typed in. Every link is tracked, and you can even change where a printed QR code leads, without printing it again. With opt-in forms, people sign up for your updates on a simple web page, which you can share as a link, a QR code, or on your own website. They're added to Contacts as opted in, together with their answers. Click to WhatsApp ads on Facebook and Instagram open chats directly too. And NxAi shows you which source brought in each new customer.

7:34Part 5 · Reaching customers

Now, how do you message customers first? WhatsApp has a simple rule. When a customer messages you, you can reply freely for twenty four hours. To start a conversation yourself, or to reply after that window, you need a template, a message format that Meta has approved in advance. There are marketing templates for offers, utility templates for updates like order shipped, and authentication templates for login codes. NxAi makes templates easy. Describe your message in one sentence, and AI writes the whole template for you, with buttons, the customer's name, and sample values. NxAi checks it against Meta's rules while you edit, in any language Meta supports, so more of your templates are approved the first time. You can also add ready made templates, which Meta approves almost instantly. With a template ready, send a campaign. Choose who gets it: everyone who opted in, people with certain tags, or a saved group. Each message is personalised with the customer's own name and details. Send it now or schedule it for later, and send yourself a test first. NxAi sends only to people who opted in, which protects your number. After you send, you see exactly how it went: how many messages were delivered, read and replied to, and which ones failed, with a full campaign report. Replies come straight into your team inbox, so your team can turn interest into sales. Some customers need more than one message. Auto follow ups let you plan a series, for example, a welcome today, a reminder after one day, and an offer after three days. Each person starts the series when they join, on their own timeline. And the moment someone replies, their series stops automatically, so a real conversation can take over.

9:36Part 6 · Answering every message

Now, answering customers. All your WhatsApp chats come into one shared team inbox. Filters show what needs attention, like chats waiting for a person, chats assigned to you, and chats waiting for the customer's reply. Open a chat, and you see the customer's details right beside it. Your team can reply with text, photos, documents, buttons, a location, contact cards and WhatsApp forms. Save common answers as quick replies, and drop them in with one click. Leave private notes for your colleagues, which the customer never sees. Claim a chat so everyone knows it's yours, assign it to a colleague, and mark it resolved when you're done. And a timer shows the twenty four hour window, so you always know when a template is needed. Some answers can be fully automatic. Set a welcome message for first time customers, an away message for when you're closed, based on your business hours, and keyword replies, so when someone types price, they get your price list straight away. For guided conversations, build a chatbot on a visual canvas, with no coding at all. Start it when a customer sends a word like menu, show buttons like order status or opening hours, ask questions and save the answers, and send each customer down the right path. When someone wants a person, the chatbot hands the chat to your team. You can even describe your chatbot in a sentence, and AI drafts it for you. And WhatsApp Forms let customers fill in details without leaving the chat, like a booking, a lead form or feedback. Pick a ready template or let AI draft it, edit the questions, and send it from a chatbot or a chat. Every answer is collected in one place.

11:29Part 7 · The AI agent

Now, the heart of NxAi: the WhatsApp AI agent. Think of it as a smart team member who never sleeps. You teach it about your business by adding your common questions and answers, your price lists, your policies, and documents like PDF or Word files. Then it replies to your customers in seconds, day and night, in the tone you choose, and in the languages you choose. It answers only from what you've taught it, so it doesn't make things up. And you stay in control. You decide what the agent may talk about, and which words make it hand the chat to your team, like refund or complaint. When it isn't sure, it hands the chat to a person instead of guessing. It stops replying as soon as a teammate takes over. And you set a monthly AI budget, so the costs never surprise you. AI also helps your team directly. In the inbox, it drafts replies your team can edit before sending. It writes templates and builds chatbots from a short description. And the NxAi Copilot answers any question about how to use NxAi.

12:42Part 8 · Your team

So what happens on a busy day, when hundreds of messages arrive at once? NxAi receives every single message and keeps it in order, so nothing is ever lost. Auto replies handle the simple ones, chatbots guide the common requests, and the AI agent answers most questions. Only the conversations that truly need a person reach your team. That means even a small team can serve a lot of customers, calmly. And big campaigns go out in order, within Meta's daily limits, to protect your number's quality. Now let's set up your team. Invite teammates by email, and give each one a role. Agents chat with customers. Marketing managers also run campaigns, templates and contacts. Analysts can see reports. And the owner can do everything. Everyone sees only what their role allows. Group your team into departments, like sales, support and accounts. Then list the kinds of chats your business gets, called chat topics, like new enquiries, orders and delivery, returns, or payments, and choose which teammates handle each topic. Here's where it all comes together. Say a customer writes: I want to return my order. The AI agent sees that this needs a person, and hands it over. NxAi works out the topic, returns, and looks for a teammate in support who handles returns, and is available right now. Priya is away today, so she's skipped. Rahul is busy with nine chats. Anjali helped this same customer last week, so the chat goes to her. NxAi prefers the person who helped before, and otherwise, whoever is least busy. The customer sees a message that Anjali has joined the chat, so they know a real person is helping them. Anjali solves the issue and marks the chat resolved, and the AI agent takes over again for the next question. No confusion, no double replies, and every chat has a clear owner.

14:52Part 9 · Anywhere, and connected

Your team doesn't have to sit at a computer. With the NxAi Assist app, teammates get a notification the moment a chat is handed to them, and they reply from their phone, in the same chats your team sees in the portal. They can send photos and documents, use quick replies and templates, and leave notes. NxAi Assist is available on Google Play, the Microsoft Store, and the App Store for iPhone. And the business stays in control of every device. You can require a fingerprint or PIN lock, block screenshots, control whether files can be saved, and sign out a lost phone remotely. Quiet hours and an away switch help your team switch off after work. NxAi also works with the AI tools you may already use. Through MCP, an open standard for connecting AI apps, you can link Claude, ChatGPT and other AI assistants to your WhatsApp. Then you can simply ask your AI: send the order update to Meera, or show me today's unanswered chats, and it does it for you, with only the access you allow. And for your own software, NxAi has an API and webhooks. Your online store can send order and delivery updates on WhatsApp automatically. Your CRM can add new leads to NxAi, and NxAi can tell your systems the moment a customer replies. That way, WhatsApp becomes part of how your whole business runs.

16:28Part 10 · Reports and trust

To see what's working, open Reports. There are ready made reports for your messages, campaigns, team inbox, audience, automation and AI, and you can download any of them as PDF, Excel or CSV. The business summary puts your month on one page: messages, chats, how fast your team replied, new contacts, and what the AI handled. Lead sources show where your new chats come from, like ads, links, QR codes and forms. And WhatsApp insights show Meta's own figures for your number, like delivery, your quality rating, and your daily messaging limit. And your data is safe with NxAi. Each business has its own separate workspace. Sensitive details, like your WhatsApp access tokens, are encrypted. Team roles control who sees what, and two step sign in protects every account.

17:31Part 11 · Industries

NxAi works for any business that talks to customers on WhatsApp. Here's how different industries use it. Online stores and retail shops answer questions like sizes, delivery and returns instantly, send order updates, and run offers for customers who opted in. Restaurants and cafes take table bookings, answer menu questions, and bring their regulars back with offers. Clinics and hospitals answer questions about timings and fees, take appointment requests in a form, and send reminders the day before, while medical questions go straight to their staff. Schools and coaching institutes handle admission questions in their busiest months, book counselling sessions, and send fee reminders and notices to parents. Real estate businesses reply to property enquiries first, even late at night, collect the buyer's budget and location, and pass serious buyers to the right sales person. Travel agencies answer package questions, collect trip details for a quote, and send tickets and travel documents before departure. Finance companies send EMI and renewal reminders, answer payment status questions, and collect documents in the chat. And car and bike dealers answer price questions, book test drives, and keep sales and service chats separate, on the same number.

18:58Part 12 · The whole picture

So, let's go back to the problems we started with. Slow replies? The AI agent and automation answer in seconds, day and night. A confused team? One shared inbox, clear roles and smart hand-offs. Repetitive work? Quick replies, chatbots and AI take it off your hands. Limited marketing? Official templates, campaigns and follow-ups, sent safely. And no visibility? Clear reports, and Meta's own numbers. That's NxAi. One WhatsApp number, your AI and your whole team working together, and every customer conversation looked after. Start free at nxai.in. In the next episode, we'll create your NxAi account, step by step. Subscribe, and let's get started!

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