NewOaks AI

What is NewOaks AI?

NewOaks AI is a code-free AI chat and voice bot platform designed for service companies and marketing agencies. Companies can upload their business-related materials to create a knowledge base, and deploy these bots on websites, through SMS, phone calls, WhatsApp, Instagram, Facebook Messenger, and email.

Its primary functions are to answer inquiries, gather information, conduct eligibility checks, arrange appointments, and provide human assistance. The high conversion rates mentioned in the platform’s promotions, or the claim of \"no illusions,\" cannot be assumed to be achievable in every case; the actual performance depends on the quality of the data, the processes used, the models employed, and the level of human oversight.

Main functions

Knowledge base Q&A and robot configuration

• Users can upload PDF, TXT, DOC, and DOCX files, paste text, or scrape website pages, and use their own company-specific data to limit the scope of the responses.
• It is possible to edit the basic prompt, the robot’s name, its personality, the language in which it responds, and the business instructions; moreover, the robot can be set to private or shared through a public page.
• The free version allows 400,000 characters of training data to be stored per robot; Essential raises this amount to 11 million characters, while Professional and higher tiers support 32 million characters.
• A knowledge base does not truly enable the creation of enterprise-specific foundational models; it is more akin to retrieval-enhanced question answering. Outdated, conflicting, or missing information can still lead to incorrect answers.

Website chat, tips, and manual assistance

• Robots can be integrated into websites through chat bubbles or embedded frames, and they can also make use of dedicated sharing pages and digital business cards.
• The Lead Capture form collects visitors’ contact information and their requirements, while the chat records are available for the team to follow up on.
• Customers at the Professional level and above have access to Live Chat, and employees can take over the conversation once they receive a notification; if there is no response within five minutes after a successful connection, the current session may be automatically terminated.
• When switching to manual handling, it is necessary to define the working hours, the responsibilities for responding to requests, and the rules for escalation; otherwise, the robot’s suggestion to transfer the request to a human operator does not guarantee that the customer will receive assistance promptly.

Appointment and sales automation

• Essential and higher versions support conversational booking; the robot can collect information about the service, time, and customer details during the consultation process to create a reservation.
• Users should set the business hours, time zone, buffer time, service duration, as well as the rules for cancellation and rescheduling, and test concurrent bookings from multiple users or locations.
• AI Action can be used to invoke external systems within a conversation in order to query orders or carry out custom processes; additional components can also be employed to connect to payment systems, inventory management systems, or internal interfaces.
• For high-risk operations, customer confirmation is required before execution, and manual remedies should be in place for failures, timeouts, and repeated submissions.

Omni-channel messaging and voice

• Essential offers integrations with Facebook, WhatsApp, and Instagram, as well as a voice input feature for the web version; it is suitable for extending the collection of common inquiries and leads to social media channels.
• Professional adds Twilio, Google Voice in the United States, GoHighLevel, Google Sheets, and real-time human chat via web page.
• Web-based voice components have different capabilities compared to traditional phone lines; to make or receive calls, voice phone add-ons and Twilio numbers are usually required.
• Text messages, WhatsApp messages, phone calls, and emails can incur costs related to the service provider, the phone number used, message templates, the conversation itself, or the messaging service – so it’s not enough to consider only the basic subscription fee.

Analysis, Teams, and White Labeling

• Professional offers visitor analysis, workspace management, support for up to 5 team members, and custom CSS; Enterprise allows for up to 10 team members and removes the robot identifier.
• White Label offers up to 100 sub-accounts and an unlimited number of bots, making it suitable for agents to manage customer instances.
• The scope of the independent white label options differs from that of the $398 White Label package, and a revenue share may be required; when making a purchase it is necessary to confirm the domain names, email accounts, dashboard, as well as the extent of brand customization available.

Prices and packages

The price page offers the option to pay annually and indicates a 20% discount, but it does not list in full the amount due for each annual payment plan. All prices shown are exclusive of taxes; the actual taxes and prices applicable in a given region shall be as indicated on the account payment page.

If a website has more than 10,000 pages or requires the uploading of over 500 files, it is necessary to contact the team to discuss a customized solution for the enterprise. The limits on messages, the number of characters that can be used, the number of voice minutes, and the costs associated with various channels must all be calculated separately.

Common additional fees

Additional subscription tiers are available at $49, $99, and $249 per month, corresponding to 24-hour, 12-hour, or round-the-clock response times. The response time refers to when the request is accepted, and it does not mean that the issue will be resolved within that time frame.

Tutorials for creation and deployment

1. Register for a free account and create a new robot, first determining whether its purpose will be to answer questions, filter leads, handle appointments, or provide after-sales support.
2. Upload the cleaned files or content from the website, removing any personal information, internal keys, expired prices, and conflicting policies.
3. Set roles, response scopes, tone, refusal conditions, and rules for transferring to a human agent, then test them using actual customer questions.
4. Configure lead forms, scheduling calendars, and notification methods to handle situations such as time zones, repeated appointments, cancellations, rescheduling, and unavailable times.
5. Select the website, social messaging, SMS, or voice channel, and check the corresponding plan, external accounts, template approval, as well as the costs related to numbers and usage.
6. When a CRM or custom action is required, server keys, Webhooks, or interface connections are created, permissions are restricted, and failed events are logged.
7. A small volume of traffic is launched first, with continuous random checks of responses, reservations, transfers to human agents, and compliance levels; thereafter, the number of channels and automated actions is increased gradually.

Input, output, and platform

APIs, Webhooks, and Integrations

• Essential and higher versions include webhook and API integration options; the keys can be obtained from the interface page within the settings, and should not be placed on public websites or in client code.
• The interface documentation covers file uploading, the list of models, robot information, chatting, message history, message quotas, lead and appointment data, as well as Twilio message sending.
• The session Webhook allows chat records to be sent in JSON format to the CRM, based on the robot involved; the official documentation outlines the scenarios for daily delivery.
• Professional support is available for GoHighLevel, Google Sheets, Twilio, and Google Voice in the United States; Pabbly and social media platforms are listed under Essential.
• No official universal SDK or open-source repository has been identified; the availability of public interface documentation does not mean that the NewOaks hosting platform is open source.

Suitable for users and scenarios

• Service companies in areas such as real estate, salons, maintenance, education, and hotels handle inquiries, filter requests, and arrange appointments.
• The e-commerce team uses a knowledge base to answer questions regarding products, shipping, and orders, and relies on AI Action to check the status of the backend systems.
• Marketing agencies deploy multiple robots, sub-accounts, domain names, and branded interfaces for their clients.
• Sales or customer service staff who need to receive alerts for manual intervention on mobile devices in order to handle multiple conversations.
• It is not suitable for teams that require a complete call center scheduling system, strict medical compliance measures, or complex transaction approval processes, and that are not willing to undertake additional integration efforts.

Advantages and capabilities boundaries

Advantages

• It evolves from free website bots to include features such as booking systems, social media channels, text messages, voice communication, CRM tools, and white-label solutions, offering a fairly comprehensive set of functions.
• It supports various models and built-in keys, allowing teams to choose between cost, response quality, and data policies.
• Sharing business knowledge via web pages, messages, and voice calls helps reduce inconsistencies in responses across different channels.

Boundary

• Robots may misinterpret questions, cite outdated information or invent details; the “no illusions” promise on marketing pages cannot be regarded as a guarantee of quality.
• Approximately 95 languages are covered in general terms; for specific aspects such as text recognition, speech synthesis, and the handling of proper nouns, testing must be conducted on a per-language basis.
• It relies on multiple platforms such as Meta, Twilio, Google, email service providers, and calendar services; approvals, limits, outages, and changes in policies can affect the robots.
• The price structure includes packages, messages, voice services, numbers, domain names, branding, support, and third-party fees; the total cost of complex projects can be significantly higher than that of a basic subscription.
• The list of models on the page does not match the old FAQ; the actual models should be those available after logging in.

Refunds, copyrights, and commercial use

• Subscriptions are automatically renewed, and you can cancel further renewals in your account or by contacting support; paid subscription fees are not refundable unless required by law.
• The customer retains the right to the content they upload, and must ensure that they have legitimate permission to use the files, website materials, customer information, and brand assets.
• Companies are responsible for their own responses to customers, automated messages, marketing compliance, and the content they generate; the terms of service do not provide any guarantees regarding accuracy or absence of infringement.
• Deleting an account will permanently remove the associated data and this action cannot be reversed; therefore, it is necessary to export knowledge files, leads, appointments, and chat records before proceeding.

Privacy and security considerations

• The pricing page states that the knowledge base documents are stored on Microsoft Azure servers in the eastern United States, which means that customers outside the United States need to consider the implications of cross-border data transfer.
• Robots handle inquiries from visitors, contact information, chat records, appointments, voice messages, and potentially CRM data; companies usually need to provide privacy notices to end customers and obtain their necessary consent.
• Voice recording, SMS marketing, WhatsApp templates, and automated calls are subject to additional legal requirements in different regions; it is necessary to include audio prompts, opt-out mechanisms, and restrictions on sending times.
• The terms of use were last revised in 2023; the information related to the company’s legal status is incomplete, and it was not possible to retrieve the data from the relevant privacy pages reliably this time. For complex or sensitive projects, it is necessary to obtain the latest data processing agreements first.
• Underlying models, vector databases, cloud services, as well as communication and social platforms may all come into contact with different types of data; before making a purchase, it is necessary to clarify who will be responsible for the processing of this data, what the purposes of training are, how long the data will be retained, and what procedures will be followed for its deletion along with any related notifications.
• Medical, financial, legal data, as well as information related to minors or identity details, should not be handed over to robots for processing without clear compliance protocols, access controls, and human oversight.

Summary

NewOaks AI is suitable for service companies that need to expand their website-based Q&A functionality to include lead generation, appointments, social messaging, and voice interactions. The Free and Essential versions are designed to verify basic processes, while the Professional version is better suited for use in teams and for integration purposes. The Enterprise and White Label versions are intended for large-scale operations or use by agencies.

When making a choice, it is necessary to take into account the basic subscription fee, messaging services, voice calls, phone numbers, external channels, support services, as well as taxes and fees. Once the service is launched, it is important to verify the accuracy of responses, the completeness of reservations, the process of human intervention, options for agreement and cancellation, data retention policies, and the refund procedures.