Business settings

What it is

This is the Settings screen of your business panel. It groups, in cards, every global setting that affects how the assistant behaves: response times, keywords, state transitions, tags, notifications, manual-mode triggers, time zone, office hours, and external integrations.

Unlike the AI Agent (which defines what the AI says), here you define how and when the AI operates in your account.

Connection with external assistants (MCP)

Lets you manage the business in natural language from ChatGPT or Claude. After connecting your private link, you can ask them to update agents, follow-ups, sales links, content, or to simulate responses before activating them.

Availability

The MCP connection is only available on the Business and Annual plans.

Notify that they’re talking to an AI

You can send the lead an automatic notice telling them they’re talking with an AI assistant. Some countries legally require this notice: check whether it applies to you and turn it on if so.

• When it’s sent: once per lead, as the first message of every new conversation, right before the AI’s first reply. A lead who already received it won’t get it again.
• Off by default: if you don’t enable it, nothing is sent. An indicator always shows whether the notice is currently being sent or not.
• Customizable message: write the notice in your business’s tone, or keep the default text.

It’s configured on the Configuration screen (owner only): turn on the notice switch and, if you want, edit the message.

Response time

Setting	What it does	Range
Minimum minutes to send a message	The AI waits between N and N+1 minutes before sending each reply, so the conversation feels human.	1–3590 min

Keywords

A block that defines the business keywords. You can enable “Reply only to keywords” mode so the AI ignores any message that doesn’t contain them, and route matches to a specific AI. See the Keywords page for the details.

State Transition Conditions

Defines, in natural language, when a lead moves between the states the AI actively manages:

• Qualifying — default: “When the first qualifying question is asked”.
• Paid — default: “When they confirm they have paid”.
• Booked — default: “When they confirm they have booked”.
• Unqualified — define when the lead is not a good fit.
• Postponed — default: “When the lead indicates they want to be contacted later”.

Leaving a condition empty disables that transition. Other transitions (Proposal, Open, Lost) are automatic and can’t be edited here.

Tags

Create, edit, or delete the tags the AI will automatically apply to conversations as they evolve. Details on the Tags page.

Extra notification recipients

A list of additional emails that receive tag notifications by email. Useful to alert the team when a conversation falls into a specific category.

Closer notifications

Configure closer emails and choose which lead state changes trigger the report. By default only Booked is notified; optionally you can also enable Proposal and Paid.

Manual-mode triggers

These toggles switch a lead into manual mode when a condition is met. In manual mode the AI stops replying until you reactivate the lead.

If you need a trigger based on what the lead says (rather than a concrete action), use the Switch-to-Manual Condition: describe the situation in natural language and the AI will switch the lead when it detects it.

Setting	What it does
If you reply from Instagram	If you reply to the lead manually from Instagram with a text message, the AI stops responding automatically. Only text messages count — audio, images, and other media are ignored.
If the business sends the first welcome message	Switches the lead to manual when the business is the one starting the conversation with a text message.
If the AI sends a sales link	After sending a sales link, the AI stops continuing the conversation. Useful to keep it from talking past the booking or checkout page.
Remove Spanish opening punctuation (¿ and ¡)	Cosmetic: removes ¿ and ¡ from every reply, including follow-ups.

Only what’s in Sales links counts

The “If the AI sends a sales link” trigger fires when the AI’s reply includes a URL you have registered under Sales links. Resources stored in Content (PDFs, videos, links to a free class) don’t fire it.

If your leads switch to manual right after receiving a free resource, check where that link lives: if you saved it under Sales links, move it to Content. Sales links should hold only what marks the end of the AI’s job, such as the booking or checkout page.

If you use ManyChat

Don’t enable “If you reply from Instagram” when you use ManyChat alongside ZeroChats — it can cause leads to switch to manual unintentionally.

Welcome messages

ZeroChats doesn’t send proactive welcome messages due to Meta API limitations: the AI only responds when the lead writes first. If you need an automated welcome message, we recommend combining it with a tool like ManyChat.

Time zone

Configure the business time zone. It’s used both for statistics and to accurately compute office hours. There are predefined zones for Latin America, Europe, North America, Asia, Oceania, and Africa.

Office hours

Define when the AI can send messages. If disabled, the AI replies 24/7. If you enable it, you pick a start and end time (in the business time zone).

Setting	What it does
Enable Office Hours	Enables or disables the hours restriction.
Start time / End time	Range during which the AI and follow-ups send messages.

Behavior outside business hours

Messages that arrive outside office hours are processed when it’s back inside the active window. Follow-ups also respect office hours.

GoHighLevel integration

Connect your GoHighLevel account to automatically create contacts as soon as a lead has its first interaction. Once connected, you can also use the GHL calendar to book appointments.

Don’t answer leads you follow

An Instagram-only setting. When enabled, the AI won’t respond to — nor send follow-ups to — a lead if your connected Instagram account already follows that lead. Useful to avoid auto-messaging people you already have a relationship with (customers, collaborators, friends).

In the CRM you can also filter leads by whether they follow your account (Follower / Not a follower), so you can see at a glance who you already have contact with.

Instagram doesn’t always provide this information

Instagram doesn’t always let us know the lead’s details, especially when the business writes first (outbound). In those cases the lead shows as Unknown in the CRM and there’s no way to check whether your account follows them, so the AI replies as usual even if the setting is on.

The details fill in on their own as soon as the lead writes to you, and from that point the setting applies again.

Ignored users

A list of Instagram users and WhatsApp numbers the AI must not reply to. Useful for excluding internal accounts, partners, or test numbers.

• For WhatsApp include the country prefix (e.g. +34612345678).
• For Instagram enter the username (e.g. @juan_perez).
• You can add several at once with Bulk Add (one per line).

When the Instagram username isn’t known yet

This list is applied by matching the lead’s Instagram username, and that detail isn’t always available: if the business wrote first (outbound) or Instagram hasn’t provided it yet, the lead shows as Unknown and the exclusion may not apply to those messages.

As soon as the lead writes, their username fills in automatically and the list works again. For critical cases, check the conversation in the CRM or switch the lead to manual.

Business information history

Every time you save a change to your business Information, ZeroChats automatically archives the previous version. The Information history button next to that card lets you:

• Review previous versions, each with its size difference against your current information.
• Open any of them in full to compare it with what you have now.
• Restore an earlier version if the last change made the AI’s replies worse.
• Delete versions you no longer need from the history. Your current information is left untouched.
• See who made each change: every version shows the email of the person who saved it and whether it was a manual edit, a change made by the AI, or an automatic change. Handy when several people touch the same setup and replies change without an obvious reason.

Save before a deep rewrite

If you’re about to rework your whole business information, save what you have first. That version stays archived and you can go back to it if the change doesn’t work out.

Owner actions

Available only to the business owner, at the bottom of the Settings screen:

Action	What it does
Clone Business	Creates a copy of the current business with its settings.
Share business	Grants other users access to the business panel.

Share a business

Sharing a business grants the invited person access to this business —data, leads, conversations, settings, and actions— according to the permissions you assign. Only share with people you trust; you can revoke access at any time.

Open the Share business card in Settings (visible to the owner only). The dialog offers two ways to grant access:

Invite by email

1. Enter the person’s email. They must already have a registered ZeroChats account; if the email isn’t registered, you’ll see a notice and won’t be able to invite them until they sign up.
2. Choose their permissions with the switches (see the table below).
3. Click Share. The person will see the business in their list, marked as Shared.

Share link

• Copy the share link and send it to whoever should have access. When they open it and sign in, they gain access to the business.
• Handle it with care: anyone with the link can access the business. If it was shared by mistake, use Regenerate link to invalidate the old one and create a new one.

Permissions

They are granted by category and you can adjust them per person at any time:

Permission	Grants access to
Conversations	CRM: leads, conversations, and message sending.
Configuration	Dashboard, posts and reels, AI agent, strategy (sales links, contents, follow-ups), and settings.
Analysis	Reports, statistics, and performance.

Removing access

• In the Shared with list, adjust each person’s permissions or use Remove access to revoke their access entirely.
• Regenerate link invalidates the previous link; people already invited by email keep their access until you remove them.
• The invited person can also remove themselves with Leave business from their business list; this does not delete the business.

Caution

Sharing grants real operational access to the business. Review the permissions you grant carefully and only share with people you fully trust.

Best practices

• Configure the time zone first, then the office hours — hours depend on the zone.
• Start with 1 minute for the minimum minutes setting. Raise it only if your sector calls for more relaxed replies.
• Define state transitions in clear, concrete language. Avoid vague verbs like “when they show interest”.
• If you have a sales team, add their emails to Closer notifications and enable the states they want to track.
• Review Ignored users before launch: include at least your internal test phone numbers.