Help CenterUse this guide when an AI employee has passed private testing and is ready for visitors. You will create a public experience in Shared, limit what it can expose or do, test each delivery method, and know what to review after launch.
Visitors to a shared experience do not need an Aivah account. Treat every published link and website placement as public access.
Before you begin
- Confirm the AI employee shows Completed and that every required source is current.
- Test questions the employee should answer, should not answer, should refuse, and should hand to a person.
- Write an opening message that explains the employee's purpose and boundaries.
- Review the appearance and voice on wide and phone-sized screens.
- Decide whether the experience needs a Direct Link, Iframe, or Chat Bubble.
- List the minimum connected actions a visitor should be allowed to request. Add confirmation and human-review instructions for actions that create, change, send, book, or delete outside information.
- If you will collect personal information, prepare the purpose, field labels, consent wording, and a process for reviewing submissions.
- Confirm who will review conversations and results after launch, how often they will review them, and how a visitor can reach a person.
Steps
1. Open Shared
Open Shared from the workspace navigation. Review existing experiences first so you do not create an unnecessary duplicate.
2. Choose the add control
Use the add control to start a new shared experience. Select the AI employee that completed your private tests, then enter the public-facing name.
3. Choose the response option and Voice
Select from the response options and voices available to your account. If voice is enabled, confirm that visitors can understand how to start, stop, and mute the conversation.
4. Choose the companion or Character
Select the animated companion or Character, then choose the scene or background when the form provides that option. Check that the appearance suits the job and does not cover important controls.
5. Choose the opening mode
Choose the available opening mode, such as text or voice. Make the first message clear about what the employee can help with, what it cannot do, and how to reach a person.
6. Review connected actions
Enable only the actions visitors need for this experience. Do not expose an action merely because it is already connected to the account.
For anything that sends a message, creates or changes a record, books something, changes financial information, or deletes information, require the employee to show the intended result and obtain confirmation before proceeding. Use human review for decisions with lasting or high-impact consequences.
7. Configure the lead form when needed
Add the title, consent wording, visible field labels, and required or optional setting for each field. Collect only information needed for the stated purpose. See Lead capture, consent, and public actions before launch.
8. Choose the sharing method
Choose one or more methods offered by the form:
| Workspace label | Use |
|---|---|
| Direct Link | A standalone public conversation page you can send to visitors. |
| Iframe | An experience placed inside a page on your website. |
| Chat Bubble | A floating conversation button added to a website. |
A Presenter employee cannot currently use Chat Bubble. A sharing method cannot be changed after creation; create and test a new shared experience if you need a different method.
9. Save the shared experience
Review the selected employee, public name, appearance, voice, opening mode, lead fields, connected actions, and methods. Save only after each choice describes the same visitor job.
10. Test every generated experience
Open every link and website placement. Test a Direct Link in a private browser window, and test website placements on both phone-sized and wide screens.
Test text and voice separately. Submit one test lead when lead capture is enabled, complete one safe test for every allowed connected action, and verify the handoff method. Confirm that the activity appears in the relevant Insights view where supported.
11. Manage the experience from Shared
Return to Shared to open an experience, review its sharing options, copy links, edit available settings, update the appearance or voice, or remove it.
After any update, repeat the visitor tests for every direct link and website placement. When access is no longer needed, remove the shared experience and ask the website owner to remove its installation from their site.
Expected result
Each chosen link or website placement opens the intended AI employee with the correct name, opening mode, appearance, and voice. Expected questions work, unsupported questions are handled safely, lead consent appears before collection, connected actions require the planned confirmation, and a visitor can reach the documented human handoff.
Status meanings
The employee must be ready before you publish it:
| Status shown | Meaning | What to do |
|---|---|---|
| Pending or Processing | Aivah is preparing the employee or one of its sources. | Wait and review its details later. Do not publish it for important work yet. |
| Completed | Preparation finished. | Run the full private test before publishing. |
| Failed | The employee or a source needs attention. | Open its details, correct the source, and use the available retry action. |
Usage credit impact
Visitor conversations, voice experiences, content creation, and connected activity may consume usage credits depending on the supported feature and account. This guide does not publish a price or per-action formula. Review the current balance and any on-screen value in your workspace, set an internal usage budget, and monitor Insights after launch.
Information stored or shared
- A public experience exposes the configured name, opening message, appearance, voice, and conversation interface to anyone who can open it.
- Conversation activity and supported results can be available to the account in Insights.
- Lead fields can store personal information submitted by a visitor. Publish clear consent wording and protect any exported copy.
- A connected outside service receives the information needed to perform an approved action. The exact service and action determine what leaves Aivah.
- Website installation text is shared with the person who manages the website. Do not add private connection values to that text or a normal chat message.
Limits and permanent actions
- The current form does not provide a visitor password, expiry date, or website-domain restriction. Do not describe a shared experience as restricted unless your organization adds and verifies separate controls outside Aivah.
- Anyone who receives a Direct Link may be able to open it without an Aivah account. Share it only with the intended audience and remove the experience when access is no longer needed.
- A Presenter employee cannot currently use Chat Bubble.
- The sharing method cannot be changed after creation. Create a replacement, test it, update every placement, and only then remove the old experience.
- Removing a share or replacing a website installation makes old visitor entry points unavailable. Record where each experience is installed before changing it.
- Connected actions can cause immediate outside effects. Sending, booking, changing, or deleting information may be difficult or impossible to undo. Require confirmation and human review for lasting actions.
- Do not collect passwords, payment details, identification documents, health information, or other sensitive information unless your organization has approved controls and a clear legal basis.
Common problems and recovery
The shared link does not open. Confirm the experience still exists, the selected employee is Completed, and you copied the current link. Test it in a private browser window.
The website experience is missing or misplaced. Give the website owner the exact installation text from Aivah. Ask them to check the page where it was installed and test at wide and phone-sized widths.
The wrong employee, voice, or appearance loads. Open the experience in Shared, review the saved choices, update what is available, then retest every entry point.
A connected action is too powerful. Stop promoting the experience, remove the action from the public configuration where available, tighten the employee instructions, retest privately, and only then relaunch.
Lead submissions seem missing. In Insights, select the correct employee and date range, open Leads, and check additional pages. Confirm the test form was submitted successfully before repeating it.
You need a different sharing method. Create a new shared experience with the required method, test it, update the link or website installation, and remove the old experience only after the replacement works.
Next step
Follow Direct links and website embeds for installation and testing, then review Lead capture, consent, and public actions before collecting visitor information or enabling connected actions.