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Muahib Swift reply

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Customer Journey Guide

Muahib Swift reply Customer Journey Guide

Muahib Swift reply is a WhatsApp sales workspace. A business owner signs up, connects one or more WhatsApp numbers, sets how the AI should reply, adds business information, and then uses one workspace to manage sales conversations from first visit through daily follow-up.

What the Workspace Manages

ChatsContactsRemindersCRM pipelineFollow-up revivalAI promptsContent and product pagesAnalyticsSubscription and wallet
Full Journey at a Glance

From first visit to daily operations

12 operating milestones
  1. The customer lands on the homepage.
  2. The customer reads the offer, pricing, and FAQ.
  3. The customer creates an account.
  4. The customer confirms their email.
  5. The customer signs in.
  6. The customer opens the dashboard.
  7. The customer activates a subscription.
  8. The customer adds the first WhatsApp account.
  9. The customer configures AI behavior for that account.
  10. The customer adds business content, tags, triggers, and follow-up rules.
  11. The customer starts using chat, contacts, reminders, CRM, analytics, and insights every day.
  12. The customer later adds more WhatsApp accounts, tops up AI wallet credit when needed, and keeps improving prompts and follow-up flows.
Phase 1

First Visit and Trust-Building

The homepage introduces Muahib Swift reply as a WhatsApp sales workspace and moves the customer toward signup or demo review.

Step 1: Customer lands on the homepage

  • What they see first: the product name Muahib Swift reply.
  • The promise: automate WhatsApp sales.
  • Feature areas like AI replies, buyer scoring, reminders, CRM, and analytics.
  • Pricing, FAQ, and demo links.

What they can click

  • Create account
  • Watch demo
  • Sign in
  • Tutorial
  • Terms
  • Privacy

What this page is doing

Important message: the customer can create an account first, then activate payment when they are ready to connect the first WhatsApp account.

  • Showing the customer what the product solves.
  • Explaining that this is for WhatsApp sales, follow-up, and customer management.
  • Preparing the customer to move into signup.
Phase 2

Signup and Login

The customer creates their login, confirms the email address, and signs in to reach the workspace.

Step 2: Customer clicks Create account

What happens next: the account is created, the customer is told to check email, and the system sends them to login after confirmation.

  1. Type email.
  2. Type their own WhatsApp number.
  3. Create password.
  4. Repeat password.
  5. Click Create account.
Email address
The login email and where the confirmation email goes.
WhatsApp number
The customer's own contact number for the workspace profile.
Password
The password for signing in.
Confirm password
Helps make sure they typed the password correctly.

Step 3: Customer confirms email

  • This verifies ownership of the email.
  • This unlocks the normal sign-in flow.
  1. Open inbox.
  2. Find the confirmation email.
  3. Click the confirmation link.
  4. Return to the app.

Step 4: Customer signs in

  • The login page asks for Email address and Password.
  • The page includes a Forgot password? recovery link.
  • After login, the customer is taken to Dashboard.
Phase 3

First Workspace Entry

The dashboard gives the customer their first inside view of message volume, contacts, accounts, status, activity, and shortcuts.

Step 5: Customer reaches the dashboard

  • Total messages.
  • Today's messages.
  • Total contacts.
  • Active accounts.
  • System status.
  • Recent activity.
  • Quick action shortcuts.

Dashboard quick actions

This page is for giving the customer a simple control center and helping them move into account setup quickly.

  • Send Message
  • View Contacts
  • Templates
  • Reminders
  • Analytics
  • Manage Accounts
Phase 4

Payment and Access

The customer can sign up first, but must activate a subscription before adding a WhatsApp account.

Step 6: Customer activates subscription

  • The customer can sign up before paying.
  • The customer must activate a subscription before adding a WhatsApp account.
  • They can go to Subscription from the sidebar.
  • If they try to add an account first, the app stops them and asks them to subscribe.

What the subscription page lets them do

  • Choose a plan.
  • Choose display currency.
  • Click Subscribe now.
  • Later click Turn off renewal if needed.

What this page explains

Simple meaning: this is the main workspace access payment. It is different from the AI wallet.

  • What is included in the plan.
  • How billing works.
  • When the next billing date is.
  • Whether the subscription is active or expired.
Phase 5

Add the First WhatsApp Account

The Accounts page is where connected WhatsApp numbers live, and customers can choose QR Code or Cloud API connection.

Step 7: Customer goes to Accounts

  • If the customer has no account yet, they see No accounts yet.
  • They also see Add Your First Account.
  • The main action is Add Account.

Step 8: Customer chooses how to connect WhatsApp

The add-account window has two tabs: QR Code and Cloud API.

Option A: QR Code connection

Account Name is the label the customer will use inside the workspace.

  • Best for a customer who wants the fastest path.
  • Best for a customer who does not want to enter Meta API details.
  • Click Add Account.
  • Stay on the QR Code tab.
  • Wait for the QR code.
  • Open WhatsApp on the phone.
  • Go to Linked Devices.
  • Scan the QR code.
  • Wait for the app to say WhatsApp is connected.
  • Type an Account Name.
  • Click Save Account.
  • The phone should be online during the first scan.
  • This method uses the phone connection, so session health matters.
  • If the connection drops later, the customer can use Reconnect QR.
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Option B: Cloud API connection

  • Best for a customer already using Meta WhatsApp Business API.
  • Best for a customer that wants the official API path.
  • Click Add Account.
  • Open Cloud API.
  • Fill all required fields.
  • Click Add Account.
Account ID
An internal unique ID for this WhatsApp account inside the system.
Account Name
The friendly label shown in the workspace.
Token
The WhatsApp access token from Meta.
Phone Number ID
The ID of the sending phone in Meta.
Business Account ID
The WhatsApp business account ID from Meta.
Phase 6

Account-Level Controls Right After Connection

Once an account is added, the account card shows status and gives access to toggles, settings, reconnection, and deletion.

Step 9: Customer reviews the account card

  • Account name.
  • Connection type.
  • Status.
  • Connected phone.
  • Session or business details.

What the customer can do on the card

AI Replies
Whether the AI is allowed to answer for this account.
Calendar
Whether appointment or scheduling features are active for this account.
Settings
Deeper setup for this specific account.
Reconnect QR
Used if a QR account disconnects.
Delete
Removes the account connection and account-specific data.
Phase 7

Deep Account Setup

Each WhatsApp account has its own setup area for AI behavior, prompts, triggers, tags, content, web pages, and notifications.

Step 10: Customer opens Settings on the account card

  • General
  • AI Settings
  • Strategy Builder
  • Triggers
  • Sequences
  • Tags
  • Intentions
  • Content Library
  • Web Pages
  • Notifications

10A. General tab

  • Shows connection type, status, connected phone, session ID, phone number ID, and business account ID.
  • Lets the customer turn AI Replies on or off.
  • Lets the customer set AI Reply Cap Per Contact Conversation.
  • Lets the customer turn Calendar on or off.
  • Lets the customer manage trigger cooldown settings.
AI Reply Cap Per Contact Conversation
How many AI replies one contact can get in one conversation. Blank means no limit. If the limit is reached, the AI stops replying until a new conversation starts.
Trigger Cooldown Settings
When a trigger fires once, the same trigger can be paused for a while. During that pause, the system falls back to normal AI replies instead of firing the trigger again.
Cooldown choices
Turn cooldown on or off, then choose 30 minutes, 1 hour, 2 hours, 24 hours, or custom minutes.

10B. AI Settings tab

This is one of the most important setup areas. It controls how the AI behaves for this specific account.

Simple meaning: this is where the business teaches the AI how to speak.

  • Main actions: Invalidate Cache, Copy Global -> Account, and New Prompt.
  • Simplest good starting path: click Copy Global -> Account.
  • Fill the business profile form.
  • Let the system create starter prompts for this account.
  • Review and edit the prompts if needed.
  • After prompts exist, review the list, edit prompt text, activate the best version, delete weak versions, and create a new prompt when a new behavior is needed.
Business name
The actual business name the AI should speak for.
Business type
What kind of business this is.
Products or services
What the business sells.
Preferred tone
How the replies should sound.
Overwrite existing
Replace older account prompts with the new starter set.

10C. Strategy Builder tab

Simple meaning: this is the coaching and planning section for how the AI should sell.

  • Helps shape the offer.
  • Helps improve the sales flow.
  • Helps create better prompts from business answers.

10D. Triggers tab

  • Trigger types available: keyword, welcome, intention.
  • Target choices: send content or start a sequence.
  • Simple meaning: if a customer says or does something specific, the system can react automatically.
Type
The trigger type, such as keyword, welcome, or intention.
Condition
The customer behavior or phrase that should fire the trigger.
Target
The action to run, such as sending content or starting a sequence.
Priority
Controls which trigger wins when multiple triggers match.
Enabled state
Turns the trigger on or off.

10E. Sequences tab

Simple meaning: this is for planned follow-up journeys instead of one-off replies.

  • Build a step that sends content.
  • Build a step that sends an AI message.
  • Build a step that waits.
  • Define when one step should move to the next.
  • Define what tag should start the sequence.
  • Define what event should start the sequence.
  • Review how active runs are progressing.

10F. Tags tab

  • Tags are useful for grouping similar contacts.
  • Tags can start sequences.
  • Tags keep sales lists organized.
Tag name
The reusable contact label.
Tag color
The color used to identify the label quickly.
Short description
A quick note about when to use the tag.
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10G. Intentions tab

Simple meaning: this teaches the system what phrases mean, so it can react smarter.

  • Define an intention category.
  • Add keywords linked to that category.
  • Optionally tie a trigger to that intention.
  • Example categories: purchase, inquiry, scheduling, support, complaint, feedback, pricing.

10H. Content Library tab

Simple meaning: this is the knowledge shelf for the AI. Anything stored here can help the AI answer better.

  • Add text content.
  • Upload media.
  • Upload documents.
  • Link content to a product.
  • Edit existing items.
  • Disable or delete content.
Text content fields
Name, linked product, description, and text content.
File content fields
File, name, linked product, description, and business type.

10I. Web Pages tab

Simple meaning: this helps the customer create a page that can collect interest, drive checkout, or push people into WhatsApp.

  • Supports page types like e-commerce, service, booking, campaign, real estate, restaurant, fitness, course, and event.
  • The customer can define headline, subheadline, price, trust points, FAQs, media, payment account details, WhatsApp number, page style, and colors.

10J. Notifications tab

This area is for account-level alerts. Simple meaning: it decides what the customer should be warned about for this account.

Phase 8

Main Workspace Setup Outside Account Settings

The main Settings page controls the user-wide profile, notifications, mobile alerts, messaging behavior, webhooks, security, API keys, and preferences.

Step 11: Customer opens main Settings

  • Profile
  • Notifications
  • Mobile Alerts
  • Messaging
  • Webhook
  • Security
  • API Keys
  • Preferences

11A. Profile

  • Update full name.
  • Update WhatsApp number.
  • Update country.
  • Update role or title.
  • Email is shown but not editable.

11B. Notifications

  • Choose whether to be notified about new messages.
  • Choose whether to be notified about message delivery.
  • Choose whether to be notified about system alerts.
  • Choose whether to be notified about weekly reports.

11C. Mobile Alerts

This is the quality alert area. If the customer wants stronger alerts on important conversations, this is one of the main places to turn them on.

11D. Messaging

Simple meaning: this controls how short or long the AI writes, and whether the AI looks more human before sending.

Typing indicator
Controls whether the AI appears to type before sending.
Minimum typing time
The shortest simulated typing delay.
Maximum typing time
The longest simulated typing delay.
Typing speed
Controls how human the delay feels.
AI response length
Controls how short or long the AI writes.
AI creativity
Controls how varied the AI responses can be.

11E. Webhook

Simple meaning: this is for connecting the system to outside tools or delivery flows.

  • Shows webhook URL.
  • Shows webhook status.
  • Includes a test button.

11F. Security

Simple meaning: this is the account recovery and password area.

  • Change password right now.
  • Send a reset email.

11G. API Keys

Part 1: WhatsApp Account API Keys

WhatsApp Access Token
Stores or updates official WhatsApp Business API credentials for the selected account.
Phone Number ID
Stores or updates the selected account phone number ID.
Business Account ID
Stores or updates the selected account business account ID.
App ID
Optional app credential for the selected account.
App Secret
Optional app secret for the selected account.

Part 2: GROQ API Key (User-Level)

This is tied to the person, not just one account. One GROQ key can power AI replies across all connected WhatsApp accounts.

This matters because a business owner managing many accounts does not need to set the same GROQ key one by one for every account.

11H. Preferences

  • Theme
  • Language
  • Timezone
  • Auto-refresh
Phase 9

AI Wallet and Extra Usage

The subscription unlocks workspace access. The AI wallet is for extra AI usage and AI-related charges.

Step 12: Customer opens AI Wallet

  • Available balance.
  • Payment and credit summary.
  • Wallet alerts.
  • Top-up form.
  • Full wallet history.

How the customer tops up

  1. Choose payment currency.
  2. Type amount.
  3. Click Preview Credit.
  4. Review the estimated credit.
  5. Click Pay with Paystack.

What else they can do

  • Filter wallet history.
  • See usage.
  • See transactions.
  • See payment requests.
Phase 10

Daily Work After Setup

Once subscription, connection, and AI setup are done, the customer uses dashboard, chat, contacts, CRM, reminders, revival, analytics, and insights every day.

Step 13: Start the day in Dashboard

Best use: this is the morning control screen.

  1. Check message volume.
  2. Check total contacts.
  3. Check active accounts.
  4. See recent activity.
  5. Use quick actions to jump where needed.

Step 14: Work conversations in Chat

Simple meaning: this is where the customer actually sells, replies, and follows up.

  • Search contacts.
  • Select an account.
  • Open a conversation.
  • Type and send a message.
  • Send attachments.
  • Reply to a specific message.
  • Forward a message.
  • Open notes.
  • Manage tags.
  • Mark as favorite.
  • Run AI analysis.
  • Re-analyze when the analysis is stale.
  • Open product session details when relevant.
Analyze
Get conversation summary, next-step ideas, and quality score.
Re-analyze
Refresh analysis after new messages come in.
Notes
Store important private notes about the contact.
Tags
Label the contact.
Favorite action
Star useful or high-priority chats.

Step 15: Organize people in Contacts

Simple meaning: this is the customer list management area.

Add Contact
Create a new contact manually.
Add Lead
Quickly add a lead into the sales process.
Import Leads
Bring in many contacts at once.
Add Selected to CRM
Move selected contacts into the pipeline.
Transfer Selected
Copy contacts into another WhatsApp account inside the workspace.
Manage Tags
Attach or remove contact labels.
Send Message
Jump straight into chat with that contact.

Step 16: Track pipeline in CRM

The customer uses CRM to see where each conversation stands, know the next action, spot stalled leads, and see which contacts need business follow-up.

Simple meaning: this is the sales board.

  • New Lead
  • Engaged
  • Qualified
  • Awaiting Business Follow-up
  • Awaiting Customer Response
  • Payment / Booking Pending
  • Dormant / Revival
  • Won / Completed
  • Lost / Cancelled

Step 17: Stay on promises in Reminders

Simple meaning: this is how the customer stops forgetting things they promised in chat.

  • Click Scan Conversations.
  • Filter by pending, done, date, and priority.
  • Mark reminders as done.
  • Delete reminders.
  • The system looks for appointments, deliveries, follow-up promises, payments, bookings, and tasks.

Step 18: Wake up silent leads in Conversation Revival

Simple meaning: this page helps the customer bring dead or quiet conversations back to life.

  • Turn auto-revival on or off.
  • Choose how many hours to wait.
  • Choose how many revival messages are allowed per day.
  • Choose the messaging window.
  • Stop after a certain number of ignored revival attempts.
  • Restrict revival to business hours only.
  • Choose business start and end time.
  • See eligible candidates.
  • See sent numbers and response rate.
  • Click Trigger scheduler.
  • Click Process all.

Step 19: Watch performance in Analytics

Simple meaning: this tells the customer what is improving and what is slowing down.

  • Top numbers.
  • Message trends.
  • Top contacts.
  • Response time distribution.
  • Account performance.

Step 20: Review high-value conversations in Insights

Simple meaning: this helps the customer focus on the most promising chats.

  • Filter by date.
  • Filter by quality score.
  • Filter by message count.
  • Click Analyze First 20.
  • Click Analyze All.
  • Open a contact to see full analysis.
  • Open notes.
  • Open call script.
  • Generate reports.
Summary
A condensed view of what happened in the conversation.
Recommendations
Suggested next actions.
Quality score
A numerical or graded view of conversation quality.
Quality assessment
The detailed reasoning behind the score.

Step 21: Use History, Favorites, and Notifications

History
Review older message activity across accounts.
Favorites
Keep starred conversations easy to find again.
Notifications
See alert activity in one place.
Phase 11

Growing Beyond One Number

The customer repeats the same add-account flow for more WhatsApp numbers and uses clear account names for easy switching.

Step 22: Add a second or third WhatsApp account

Best practice: use very clear names so switching is easy.

How switching works: the top header has an account switcher, and the customer can switch the workspace view from one account to another.

  1. Go to Accounts.
  2. Click Add Account.
  3. Choose QR or Cloud API.
  4. Give it a clear account name.
  5. Save it.
Main SalesStore Pickup LineSupportWholesale
Best First-Day Setup Order

Safest setup path for a new customer

  1. Create account
  2. Confirm email
  3. Sign in
  4. Activate subscription
  5. Add first WhatsApp account
  6. Open that account's settings
  7. Turn on AI replies
  8. Copy global prompts into the account
  9. Fill business name, business type, products, and tone
  10. Review and clean the prompts
  11. Add core content like price list, FAQ, delivery terms, and product media
  12. Create a few tags
  13. Add a few simple triggers only if needed
  14. Turn on reminders and revival rules
  15. Save GROQ API key if the account needs user-level AI key setup
  16. Open chat and test a real conversation
  17. Use insights and reminders after the first few real chats

What to Prepare

Prepare before setup

  • Login email
  • The customer's own WhatsApp number
  • Account password
  • Business name
  • Business type
  • Short explanation of what they sell
  • Tone they want the AI to use
  • Product list
  • Prices
  • FAQs
  • Delivery or booking rules
  • Payment details
  • Sample replies they already like

Official Cloud API setup

  • WhatsApp access token
  • Phone number ID
  • Business account ID
  • Optional app ID
  • Optional app secret

QR setup

  • Access to the phone
  • Internet on the phone
  • Ability to scan the QR from WhatsApp linked devices

Current Product Maturity Notes

  • Accounts, Account Settings, Chat, Contacts, Reminders, Revival, Subscription, Wallet, and Settings are clearly active parts of the current product flow.
  • Templates exists as a page and shows a reusable-message workflow, but in the current repo it still looks more like a basic shell than a finished live setup flow.
  • There are two content paths: a simple main Content page and a deeper account-level Content Library inside account settings.
  • For serious setup, the account-level settings are the stronger path because they are tied directly to one WhatsApp account.

Plain-English Summary

  • Learn what the product does.
  • Create login.
  • Pay for workspace access.
  • Connect WhatsApp.
  • Teach the AI about the business.
  • Add content and rules.
  • Start working chats every day.
  • Use reminders, CRM, and revival to stop leads from getting lost.
  • Use analytics, insights, and wallet tools to improve over time.