A complete guide to registering, creating AI employees, connecting WhatsApp, managing your Boss Inbox, billing, and more.
Register with your phone number — verified via WhatsApp OTP
Go to aiemployee.rafikiaicompany.com and click "Get Started" or visit /register directly.
Enter your phone number (e.g. +255 712 345 678). We'll send a 6-digit verification code to your WhatsApp.
Enter the 6-digit code you received on WhatsApp. You can resend the code after 60 seconds if needed.
Set a numeric password (at least 4 digits). Confirm it and click "Create Account".
1234 or 990088. Use the eye icon to show/hide it.You're automatically logged in with a 7-day free trial that gives you access to all features. A guided tour will walk you through the dashboard on your first visit.
Use the AI Wizard chat — just talk naturally in any language
Click "Create AI Employee" in the sidebar. You'll see a chat interface. Just tell the wizard what you need in your own words, in any language — English, Swahili, French, Arabic — it understands everything.
The wizard asks for a name. Pick something your customers will remember.
Describe the role simply. The AI automatically enhances your input into a professional prompt.
Give your AI specific rules — what to say, what to avoid, business-specific behavior.
Set the first message customers receive when they contact your AI on WhatsApp.
The AI shows you a preview card with the enhanced configuration. Review everything, then click "Create Employee" (or "Save Changes" when editing). You can always request changes before confirming.
Click the 🎤 microphone button next to the text box to speak instead of typing. Supports Swahili, English, and other languages. The system transcribes your voice and sends it as text.
Upload your business documents so your AI gives accurate, specific answers
Upload knowledge in many formats. Max file size: 25 MB.
Manuals, brochures, price lists, policies
Product catalogs, price sheets, inventory
FAQs, scripts, procedures, company info
Structured data, technical docs
In the "Create AI Employee" chat, click the 📎 paperclip icon to upload a file. The AI extracts the content and adds it as knowledge.
Paste product descriptions, pricing info, or FAQs directly in the chat. The AI wizard adds it as knowledge.
Go to My Employees → click an employee → Knowledge Base tab. Here you can add a title and content, upload files, edit existing knowledge, or delete entries.
Link your AI employee to a WhatsApp number — it starts responding instantly
In the chat, tell the wizard "Connect to WhatsApp". A QR code appears inline.
Go to My Employees → click employee → WhatsApp tab → "Connect WhatsApp". The QR code appears in a dedicated panel.
Open WhatsApp on your phone and scan the QR code:
Once scanned, your AI employee starts automatically responding to every message on that WhatsApp number — even while you sleep.
Forward all AI conversations to a WhatsApp group for your team to track
A WhatsApp group created automatically by the platform. Every customer message + AI reply is forwarded here so your whole team can see conversations in real-time.
Edit, configure, and control your AI employees from multiple places
Select an existing employee from the dropdown at the top of the "Create AI Employee" page. The wizard switches to edit mode. Then just tell it what to change:
Click "My Employees" in the sidebar to see all employees as cards. Each card shows: name, role, Active/Inactive status, and WhatsApp Connected/Not Linked badge. Click any card to open the detail page.
Click on any employee to see its full detail page with 4 tabs:
Edit name, role, personality, instructions, greeting. Add boss phone numbers for WhatsApp notifications. Delete employee.
Add, edit, upload, or delete knowledge entries. Full content management.
Connect or disconnect WhatsApp. See current connection status and linked number.
View all customer conversations for this specific employee.
In the Info & Settings tab, add boss phone numbers. When your AI detects a hot lead, confirmed order, or booking, it sends a WhatsApp notification directly to those numbers.
In the AI Wizard chat, use the ⚙️ sliders icon (top-right) to see the current employee's full configuration, and the 🕐 history icon to review past editing conversations.
Never miss a hot lead — get notified and take over conversations when needed
When your AI employee detects an important event — a hot lead, confirmed order, booking, or a situation needing human help — it sends a notification to your Boss Inbox and to your WhatsApp boss numbers.
Filter notifications by employee, category (Hot Leads, Confirmed Orders, Bookings, Follow Ups), time period, and read/unread status. Use the search bar to find by customer name or phone.
Click "Take Over" on any notification to pause the AI and reply to the customer yourself via the Boss Reply panel. The AI stops responding to that customer until you click "Release to AI".
See at-a-glance stats: Unread, Hot Leads, Orders, Bookings, Total. Plus a visual activity timeline chart showing notification volume over time.
Start free, then upgrade when your business grows
Every new account starts with a 7-day free trial — full access to all features. No credit card required. You'll see a banner showing days remaining.
Go to "Billing & Plans" in the sidebar. Choose from available plans and pay instantly with mobile money:
Vodacom
Tigo
Airtel
Halotel
Select a plan → choose your mobile network → enter phone number → click "Pay Now". A USSD push is sent to your phone — enter your PIN to confirm. The system polls for confirmation and activates your plan instantly.
View your profile and change your password securely
Go to "Profile & Security" in the sidebar. See your phone number, member since date, and phone verification status.
To change your password:
Click "Guided Tour" in the sidebar anytime to replay the interactive walkthrough. Perfect for new team members or a quick refresher on all features.
Say any of these in the "Create AI Employee" chat — works in any language!
Create your first AI employee in under 2 minutes. No technical skills required.