Settings Portal

Settings Portal

The WhosOn settings portal is a dedicated online area for configuring WhosOn. Here, you can create/modify users and user groups, chat window design and behaviour, global canned responses, chat routing, and client options. Only users with an Administrator or Supervisor role can access the settings portal.


On login you will be greeted by the newly designed dashboard. Dashboard is a data visualization tool that will display the status of agents logged in, total chats taken, missed chats, and average visitor wait time for the current date.

Total Chats: Total number of chat requests

Missed Chats: A missed chat is when a visitor starts a chat but is not picked up by an operator. This will include chats that operators have failed to pick up and chats that have come through when no operators are available

Agents Online: The number of agents logged in 'online' status

Agents Away: The number of agents logged in 'away' status

Average Rating: The average rating of all chats taken

Average Sentiment: The average day sentiment score

Average Visitor Wait Time: The average wait time before all chats are handled by an agent

Average Chat Time: The average total chat time of all chats

Site Settings

Each monitored site has its own properties and tracking code. To access the site settings, you must first select a site from the site selector and select "Edit This Site".

Tracking Code

The tracking code is designed to track visitors on your website in real-time. When deployed, it allows operators within your organization to interact with those visitors via live chat and proactive engagement.

In addition to live visitor tracking, WhosOn also provides historical reporting of visitor activity, chat sessions and operator activity.

The tracking code can be viewed from the site properties. To implement, copy and paste the code onto the website page(s) where you would like the chat button to appear. 

*Note: If using stack chats or the inline chat options, you will need to paste this code just before the closing tag for the body \</body> 

<!-- Embedded WhosOn Start -->

<script type='text/javascript'src='//'></script>

<script type='text/javascript'>



<!-- Embedded WhosOn End -->

Opening Hours

The Opening Hours option enables you to define the opening hours for the selected site. If you set a time period as inactive, then the chat status on your website will show as \'offline\' - regardless of operator availability.

Site Advanced Options

The Advanced Site Options can be viewed by selecting the "Show Advanced Options" button at the bottom of the site properties page.

Home Page for This Site: Lets you accurately set the default home page of your website

Contact Email: Is required as a global contact for the site

Apply Chat Configuration Lock: Lets you lock the chat window design from being changed

User Settings

In the user settings, you can create/modify user accounts and create and assign users to groups. To log into the WhosOn client, each user must have a user account set up for them. You can add a user via the 'Add User' button.

Editing Users

To edit a user, select the pencil icon at the right of the user's account.

Creating Users

When creating a user's account, you must enter a username, password and a full name, which are required fields. All other fields are optional but will help your users have the best WhosOn experience.

Email Address: Email address is required so that WhosOn can send password reset emails to that user via self-reset option

Default Avatar: Allows you to assign an image file to this user. If assigned, the image will appear in the chat window logo box once the user has connected to the chat session

Max Active Chats: Users can chat to more than one visitor at a time. Once they hit their max active chats number, they will be marked as 'busy' and receive no further chat notifications

Default Role: This determines what permissions the user will have by default. Permissions can be fine-tuned under 'Advanced Options'

Group: Allows the selected user to be assigned to an existing user group. Users in a group will have their permissions inherited from the group

User Skills: Lets you assign skills that can be used in the chat routing rules

Work Period: Users belonging to a work period will have their status automatically changed at the beginning and end of their defined hours

Supervisor Role: This role has limited access to the settings portal to only create/modify normal user accounts

Administrator Role: This role has full access to all features in the settings portal

The 'User Assigned Sites' option contains a list of the sites that this user will be able to take chats from. There should be at least one site in this list for the user to be able to chat.

Users Advanced Options

Under 'Advanced Options', you can set up contact details to keep track of your users. This is also where you create permissions for each user to determine exactly what they can access inside WhosOn.

User Details

This section is all optional.

Job Title: The job title of that particular user

Bio: A brief description of that user

Phone Number: The user's phone number

Mobile Number: The user's mobile number

Department: The department that the user works under (also used in chat routing)

External ID: Used for CRM

Settings INI: Settings that will override the WhosOn client-side settings. For example, an administrator can set the timeout for the client here

When editing a user, you will have the same display options as creating a new user. Any changes that you make here will require the user to log out of the client before the changes take effect.

User Properties

Auto accept chats: If enabled then the user will be sent new chat requests automatically, without having to accept them as part of chat routing

Record this user's activity: Select this option to record user activity in the UserLog table in the WhosOn database

Invisible to other users: This option allows the selected user to not appear visible to other users

Record Messages to Other Operators: This option records operator to operator chat in the WhosOn database

User Rights

Can edit site properties: Allows users to be able to access the settings portal (Admin roles only)

Can view daily summary: Allow users access to view client summary dashboard ([modern client]{.underline})

Can take chats: Allows users to be able to accept chats

Can response to missed chat: Allows users to respond to missed chats ([modern client]{.underline})

Can train/monitor chats: Allows users to monitor other users' chats

Can see other departments: Allows users to be able to see other departments

Can view tickets: Allows users to be able to view tickets ([classic client with ticketing feature enabled]{.underline})

Can view reports: Allow users access to WhosOn charts and reports

Can edit local settings: Allow users to be able to edit their own client settings

Can send invites: Allow users to send dynamic chat invites

Can chat to other operators: Allow users to chat to other operators

Can change name: Allow users to change their display name

Can transfer to other departments: Allow users to be able to transfer chats to another department

Can video chat: Allow users to be able to video chat ([modern client with video chat feature enabled]{.underline})

Can Delete Chats: Allow users to be able to delete chats from WhosOn

The above roles can be added/removed from any user's account.

File Upload Single Use: Allows users the ability to upload files to WhosOn, that can then be sent to customers

Optional: Presents users the option to allow for single use or not

Always: Allow all uploaded files for single use only. Once downloaded, file(s) will be removed from the server

Never: Does not allow users the option to upload files

Creating & Editing User Groups

User Groups are an easy way of controlling the options and permissions of a group of users. When you create a User Group you will set the key options for your users -- both Basic and Advanced -- and the selected rights will be inherited to any users you create inside or move into the group.

If you are planning on creating multiple users, we recommend creating groups first. This saves time by not having to edit each user's rights separately. Once a user is in a group you can change their options individually, but they will never have access to a setting that is not available for the group.

See 'Creating & Editing Users' for more information on group rights and settings.

View User Activity

To access a user log, select the eye icon next to 'edit user'

User logs display all chats taken and status changes for each user for the specified time range.

Chat Sessions Logs display a more detailed view of each chat taken by the selected user, and the full chat transcript(s).


A new service is now included with the WhosOn Server. The WhosOnBotService handles bot clients. If installed, the WhosOn Server will auto start this service.

Every 10 minutes the service retrieves a list of bot users via the WhosOn HTTP interface. Any bot users will then be logged in to the WhosOn Server via the normal client interface. The WhosOn Server accepts bot logins without a password when they are connecting via whitelisted IPs.

If a bot user is assigned to a work period, it will be logged in when their work period starts and logged out when it ends. (Unless it has active chats -- in which case it will be logged out when they end.)

The Bot Service itself can be configured via the BOTSETTINGS.XML file. This is created in the WhosOn Data folder when the service first starts.

This file contains the default text strings used by some of the bot responses. It also contains the following settings:

  • ConnectToServer: The IP of the WhosOn server. This will only be used when the service is run on a separate machine

  • AuthenticationString: Only used if the service is run on a separate machine

  • PickupSeconds: The number of seconds after a chat request that the bot should put up -- when no other operators are available

  • PickupSecondsWhenOperatorsAvailable: The number of seconds after a chat request that the bot should put up -- when other operators are available

  • PickupOnlyIfNoOperatorsAvailable: If true then chats will not be picked up if other operators (matching the skills) are available

The Bot Service is designed to integrate with third party bot frameworks like Microsoft Azure Bot, Google Dialogflow, etc. These will also be configured in the BOTSETTINGS.XML file or individually against each bot user.

Out Of The Box Functionality

If no bot framework is used then the Bot Service responds to canned response matches in the same way that the client 'AutoText' feature works. For each visitor message, the server scans all canned responses for the best match -- (i.e. where the canned response subject text matches the visitor text). Wildcard/regex can be used and the text is normalised and stemmed before comparison. If the canned response match contains an attachment, then the file will be sent too.

The service also handles transfers out of the box. This might happen if the user requests a transfer or a visitor message has no match.

If a bot framework is used, canned responses will still be checked in instances where the framework did not return a response.

Canned Response Matching

The WhosOn 2019 server automatically matches new visitor chat lines to canned responses. If a match is found, a \<Suggest> tag is added to the line that is sent to the operator. The modern client displays the suggestion to the operator -- which the operator can send by pressing enter, or ignore by typing as normal. This \<Suggest> tag is also used by the bot service, to automatically send the response to the visitor.

Matching is done on the canned response subject -- if a subject matches the visitor line then the response will be used as the suggestion. Canned response matching by the server is done on the translated text if the visitor is chatting in a different language.

Before the server starts the matching process for a new visitor line, the line is 'normalised'. This means common English contractions (e.g. whats, whos, dont, don't etc) are converted to the full words (e.g. what is, who is, do not etc). Common normalisations are also performed, e.g., 'yeaa, yeh, gr8, thanx, plz' are converted to 'yes, yes, great, thank you, please'. Things like whitespace, repeating characters, question marks, and exclamations are also removed. This means that you should always word the canned response subject in the normalised manner (e.g. use 'what is' instead of 'whats'). You do not need to include question marks in canned response subjects.

The server will then scan all canned responses for the specific site. Any exact matches will have the highest priority, followed by:

Wildcard Matches

Canned response subjects can include wildcards. For example:

Subject: Does * translation

Will match if the visitor says 'does it support translation?' or 'does WhosOn do translation?'

Regex Matches

Canned response subjects can also be regular expressions. If a regular expression is to be used, enclose the subject in [ and ] characters. For example:

Subject: [\^What is the (price|cost)]

Will match for 'what is the price?' and 'what is the cost'

The full .NET regular expression functionality can be used. See:

Keyword Matches

If no exact, wildcard or regex match is found then keyword matching is performed.

All keywords will be extracted from the visitor text and all common words will be removed. The keywords will then be stemmed. Each canned response will also have a stemmed keyword list with common words removed. The canned response with the highest number of matches (in the same order) will be used.


You do not need to set up canned responses for transfer requests. The bot service already has the wildcard and regex matches for most transfer request variations built in. For example: .'* (can|could) i (chat|speak|talk) (with|to).* (someone|person|somebody|human|operator).*' -- matches for 'Could i chat to an operator' and 'Can I speak with someone else?'. It has a list for most phrase types. Please note, however, that these are currently only available in English .

If you do want to create additional canned responses for transfers -- you should set the response to '[Transfer]' and the subject to whatever text you want to trigger it.

Operator-To-Operator Chat

You can chat to the bot via operator-to-operator chat to test its responses.

During operator chats you can send the following commands to the bot:

  • [set away]: Force the bot user status to 'Away'

  • [set online]: Force the bot user status to 'Online'

Monitoring & Whispers

Bot chats can be monitored like any other. If a whisper message is sent to the bot then this text will be forwarded to the visitor.

Whisper Commands

You can also send the following commands when monitoring a bot chat:

  • [transfer]: Force the bot to transfer the chat

  • [stop]: Force the bot to stop responding to visitor messages. The monitoring user can then just send normal whisper messages which will get forwarded

  • [start]: Force the bot to start responding to visitor messages again

  • [end chat]: Force the bot to end the chat session

  • [set away]: Force the bot user status to 'Away'

  • [set online]: Force the bot user status to 'Online'

Connecting an Azure Bot

  1. Login to Azure Portal

  2. Go to your web app bot

  3. Go to Channels

  4. Enable the Direct Line channel

  5. Add a new site connector for the bot

  1. Take a copy of one of the secret keys

  2. Enable 3.0 authentication

  3. Go to WhosOn Settings Portal

  4. Go to Users -> Bots

  5. Add a new bot

  6. Select the Azure Bot Framework from the dropdown

  7. Enter the Secret Key

  8. Save

Connecting an IBM Watson bot

Steps for creating a Watson Conversation connection in WhosOn

  1. Go to Settings Portal

  2. Go to "Users"

  3. Add a new bot user

  4. Fill in the bot details:

  1. The information you need from Watson is the user / pass, endpoint + assistant ID

  2. Tell it what chats to pick up

  1. Save the bot

The bot will now login to your site and show up in the WhosOn client as a team member. You can chat to it through the client to test it out, and start some chats through the web 


User skills are used to refine each user or group skills level, and can be used as part of chat routing (see page for chat routing).

Creating a Skill

  1. Select Add Skill +

  1. Enter a skill name and its description

  1. Assign skill to a site

  1. Assign user(s) to skill (optional)

  2. Save skill

Canned Responses

Canned responses are pre-set responses that will be visible to all users. Responses contain a subject, which will appear to users who are searching canned responses, and content that will be sent during a chat.

Canned responses are automatically searchable based on their content or subject. You can also add keywords which will allow WhosOn to suggest the best possible response based on the keywords set.

Creating a Canned Response

  1. Select Add Response +

  1. Enter a response subject and its content

  1. Add keyword(s)

  1. Add attachment (optional) --

  1. Assign canned response to site(s)

  1. Save

Work Period

Work period is used to define the site opening hours or can be assigned on an individual user. When a work period is assigned to a user/group, the user's status will automatically change to an online or offline status at the start and end of the work period, if the user(s) are logged in.

You can create word periods by using the default working days (Mon -- Fri, 9 to 5) or define your own hours by entering a start and end time for each day. Work period(s) can be created with or without breaks.


This section allows an Administrator/Supervisor the ability to upload files that can be used during chats, such as a guide or help document. It displays the file name, date uploaded, last access, file size, and the username of the user to whom uploaded the file(s).

Files uploaded via the modern client application will also display here.

Each file can be manged using the options on the right:

Preview File: Preview the selected file in a new browser window/tab

Download File: Download a copy of the file

Pin File: Pin File so it appears at the top of the files list and prevent automatic removal

Delete File -- Permanently delete the file from the server


Chat Designer

The chat window designer gives you the options for designing your chat window as it will appear to users, including window style, chat window size, chat window colour, and logo.


WhosOn has three window styles to choose from, Pop-up Window, Inline Window, and Stack Chats.

Pop-up Window: Uses a graphical button, once clicked opens the chat window in a new browser window

Inline Window: Uses a text or graphical button, once clicked opens an inline iframe chat window within the current browser tab

Stack Chats: Uses a minimal chat bubble with chat lines stacked

Offline Behaviour

Show Offline Form: When enabled, if no agents are logged in an online status, visitors will be presented with a contact form to fill out

Hidden: When enabled, no button will appear when no agents are logged in or in an online status


Theme: WhosOn has predefined themes. Select the one you want to use

Color: WhosOn has predefined color. Select the one you want to use

Size: Lets you select the size of the chat window (inline window only)

Chat Window Preview

Changes you make to the options will be reflected in the window preview on the right-hand side. Some options here may only be visible when other options are selected. Options do not take effect on your site until you click "Save Changes".

Testing the live chat window can be done from the "View Test Page" or "Test Live Window" option below the chat window preview. This will open in a new window.

The "View Test Page" option will open a new browser tab with a default test page that has the site tracking code. From this test page, you can review the look and feel of the chat window style that best suits your needs.

The "Test Live Window" option will directly open a new browser window in the pop-up window style.

Edit UI Configurations

The Chat UI Editor allows you to create configurations that will replace all the text labels inside the chat window for a given language. This includes buttons, labels, warning messages, window titles, and any other piece of text that a visitor may see in a chat window that has not been sent directly by an agent.

This is useful if you want to replace some or all text that is shown to the visitor, either in English or in any other language, or if you want to provide a translation for custom text areas. (Such as your survey questions.)

WhosOn's visitor interface is already set up to work in multiple languages. The language that is loaded for the visitor depends on their browser settings, or is done manually if you are choosing to display the language drop-down (as set in the Settings Portal).

In order to begin editing, you must create a new configuration file. This config file will then overwrite WhosOn's default config for a given language. If you delete a custom config, WhosOn will revert to using the default config for that language.

Creating a New Configuration

Clicking the "Edit UI Configuration" button will take you to the Create New Configuration wizard. The options that you set here will determine when your config will be used.

  1. Click New Config + to create a new config

  1. You will be presented with the below menu, click Next

  1. Fill in the fields:

Configuration Name

The name is only used for your reference, so use something that will help you identify what this configuration is intended to do.

Language Code

The language code determines when this config will be loaded, by looking at a matching language code from the visitor's browser. If you simply wish to edit your default English configuration, the language code will be EN.

  1. If this is your first config, the option for default strings will be set to 'Using our default strings for this config'. This means that the default values for this config will mimic the default values set by Parker Software. If you have created more than one config, you can set this to 'Use your default config for strings for this config'. This will set the default values to mimic your default config.

  1. Click Next

  2. If you want your config to automatically translate into another language, click the Auto Translate check box and select a target language to translate to.

  1. Click Next

  1. If you want this config to be used as the default config for your chat window, click the Set as Default Configuration tick box. Only one config can be set as the default. If you create more than one config, future configs can be populated using the text values from your default.

  2. If you want to import all your survey values into the UI editor, click the Include your survey fields in the Configuration? tick box. If you are only creating a config to modify the default English values, this is not usually necessary, but it is very helpful for a complete translation.

  3. Click Finish

  1. You will be presented with a summary of the configuration details and a list of strings present in the chat window.

Editing a config

Once a config has been created, you can select it from the drop-down to view or edit the values. The text values are organised into categories based on where they will appear for the visitor. Each field will show an Original Value and Your Custom Value. The Original Value is the value imported from the default configuration at the point you created the config and will not change. Your Custom Value is the value that you have entered and is being used for this config.

Delete Config

Deleting a config will permanently delete the config and any entered data, and WhosOn will revert to using the default configuration for that language.

Add Custom String

This option allows you to add additional custom strings that are not standard to the chat window.

Download Config

Using this option will save the current config as a physical file in JSON format. This can be useful for taking backups or copying a config file from one site to another.

Test Configuration

This option will open the chat window in a new window.

Import Config

The import option allows you to load a previously saved config. This can be useful for restoring from a backup, or importing a config copied from another site. You can edit an imported config in the same way as any other config.

Clicking the Edit icon next to value brings up a text box to enter a new value. You can type the new value into here, then the Update button will update the value inside the config.

In Chat Options

The Chat Window Options are to fine-tune the behavior of the chat window contents, from adding pre/post chat surveys and visitor waiting message(s).

Start Chat Survey

The Start Chat Survey refers to pre-chat surveys presented to visitors before starting a chat.

End Chat Survey

End chat survey allows you to set a closing message and rating option. You can also add a link to an external survey site.

Dynamic Fields

Waiting Messages

This lets you set one or more waiting messages, that the visitor sees prior to an agent accepting and responding in the chat.

Inactive Settings

Offline Settings

Offline Settings allows you to configure how WhosOn responds to visitors when no operators are available. (Or have been unable to answer the chat within a set timeframe.) Here, you can set a custom message to be displayed or forward the visitor to a URL.

Chat Routing

Chat Routing can use your Start Chat Survey (or other information about the customer) to route them to different operators based on departments or skills. Chat Routing is condition based. So, you would set up a condition, such as looking at what option a visitor has chosen from a drop-down box in your Start Chat Survey. You can then route the chat through to a group of users.

Chat Routing also contains advanced options for forwarding or queueing chats that match your conditions. It is highly recommended to use skill-based chat routing instead of department routing.

Creating a Chat Routing Rule

  1. Select Add Route +

  1. Enter a route name

  1. Add a route condition (see condition builder for more information)

  1. Add a department (routed to the department set on the user's account)

  1. Select a skill to route to (recommended)

  1. Set the option for each agent status

    a. Online

b. Offline

c. Busy

d. Outside of Opening hours

This section lets you set the ONLINE, OFFLINE, BUSY, and OUTSIDE opening hours behavior of the chat routing rule. You can force operators to accept chats when they are online, send a message outside of opening hours and queue chats if all operators are busy.

Condition Builder

The following area of the help explains the Condition Builder available within several areas of the WhosOn product, its functionality and the properties available within it.

The Condition Builder is used to create an If statement.

In the And/Or column you select a visitor property. This list will also include all Pre-Chat Survey fields.

In the Is column you select one of the following:

  • Equal To

  • Not Equal To

  • Less Than

  • Greater Than

  • Less Than Or Equal To

  • Greater Than Or Equal To

  • Is Blank

  • Is Not Blank

  • Contains

  • Does Not Contain

  • Starts With

  • In List

  • Not in List

  • Matches

In the Value column you enter a value to compare against.

The Add button enables you to add another line that can be an AND or OR condition.

In addition to pre-chat survey field results, the If condition can make use of the following visitor properties:

Routing Variables

%name% The visitor's name entered on the chat window

%company% The visitor's company if entered on the pre-chat survey or as entered on the visitor contact record

%email% The visitor's email address if entered on the pre-chat survey or on the visitor contact record or captured during previous chats

%domain% The domain name for the current site

%dns% The visitor's DNS name (the reverse DNS of their IP address)

%department% The department selected on the chat if pre-selection is in use or the department specified in the chat URL

%country% The visitor's geo-IP country from their IP address

%city% The visitor's geo-IP city from their IP address

%chatted% Will be \'True\' if the visitor has chatted already during their current visit, \'False\' otherwise

%invited% Will be \'True\' if the visitor has been invited to chat during their current visit, \'False\' otherwise

%organization% The visitor's geo-IP organization name from their IP address

%dayofweek% The current day number 1 being Sunday, 2 Monday etc

%date% The current date in the Short Date style of the WhosOn computer (eg: mm/dd/yyyy)

%time% The current time in the Short Time style of the WhosOn computer (eg: h:mm)

%language% The language of the visitor from their browser settings. This will be a 2-character language code

%ip% The visitor's IP address

%currentpage% The page on your site that the visitor is currently viewing

%previouspages% The previous pages visited

%previouspage% The previous page visited

%os% The operating system that the visitor is using

%browser% The browser that the visitor is using.

%referrer% The visitors referrer (the site that the visitor clicked on to get to your site).

%firstreferrer% The visitors referrer from their first visit to your site.

%keywords% The keywords used when the visitor search for your site.

%pagesviewed% The number of pages the visitor has viewed on your site during their current visit.

%minsonsite% The number of minutes the visitor has been active on your site.

%visits% The total number of visits that the visitor has made to your site (including the current one).

%notisp% Will be \'True\' of the visitor geo-IP Organization is not an ISP. This will normally be larger organizations that have their own static IP address registered to themselves

%onlineskillslist% The list of skills of users currently online

%operatorsonline% The number of operators that are in an online status

%onlineuserlist% The list of users currently online

You can create complex skill selection rules by making use of these properties in addition to the pre-chat survey results.


Example with pre-chat survey field. This assumes you have created a field called \'Product\' which the visitor can enter to select the product they are interested in before starting the chat, and a field called \'ModelNumber\':

Chat Languages

The chat language setting allows you to enable the premium chat translation addon. You much purchase this addon to be able to utilize this feature.

Default UI Language

This section lets you select the default language the user interface displays on initial load. (It's recommended to leave a visitor's language.)

Language Selector

The language selector lets you choose one or more specific languages that you want WhosOn to translate. If left off, WhosOn will translate all supported languages.

Translation Account

To enable real time translation, select the 'Enable Real Time Translation' option. You must then specify the translation account username & password.

Default Operator Language

Specify the default language that your operators will use.

Chat Text Rules

This option is used to define the site's chat text rules to restrict certain content from being sent to the operator to visitor, or from visitor to operator. Default options are to restrict profanity and finance information such as credit card numbers.

Use the Add Rule button to add a new rule, Edit to alter an existing rule and Delete Rule to remove a rule from the list. You are also able to alter the rules order of action by moving the highlighted rule up and down via the arrow icons.

If... Edit Condition

Using the Condition Builder, in conjunction with the variable \'%chatline%\', you can build rules based on matches of text using regular expression, or any of the other Condition Builder properties.

THEN send the following message to the VISITOR

In place of the detected value, the WhosOn chat window will display the text that you enter to the visitor only. E.g. \'For added security your credit card number has been hidden.\'

AND send the following message to the OPERATOR

In place of the detected value, the WhosOn chat window will display the text that you enter to the operator only. E.g. \'The visitor has entered a credit card number. This has been excluded from the chat content for security reasons.\'

Send Message As

You are able to alter the identity of the text\'s sender. It can either be the operator or a name of your choosing, such as \'Automated Rule\' or \' Chat Administrator\'.

Block Sending of message to operator?

This allows the chat line to be removed from the chat session completely.

Replace Chat Line Text Mask With

This replaces the matching characters or words with the text character of your choosing, e.g. \'#\'.

Close Chat Session

This will automatically close the chat session for both the visitor and the operator.

Stop Processing Further Rules

This will mean that no further rules in your list are met for this chat line.


Dynamic Invites

Dynamic invites are pop-up images that can be sent to visitors. The visitors can click on these images to start the chat. You can use your own custom images when making an invite and set how it will appear on the visitor's screen.

Designing a dynamic invite will allow you to animate the invites, from the start and positions to fading out. You can select from our list of pre-loaded invite images or upload your own.

Invites can be sent using Auto Send, meaning they will automatically appear to visitors on certain pages. Invites are only sent in this way when you have users logged in and online.

Site Alerts

An Alert is simply a way of highlighting visitors by the way they entered your site. This could be from a specific referrer, or entry page, or a set of keywords (or a combination). Using the WhosOn client you can view lists of visitors for each alert type.

The current alerts for the site are listed. These alerts are shown in the order they are checked when a visitor enters the site. More specific alerts must be moved to the top of the list, because if the 'All Visitors' alert is triggered first then more specific alerts will not get the chance to be checked.

Adding Alerts

Enter the Name of the Alert: This can be any text

Send An Automatic Chat Invite To The visitor: A specified dynamic invite will be sent to the visitor

Send An Email To the Visitor:

Send Popup Notification To Operators: Each client application will receive a popup notification of the alert

The Search Engine Referrals contains a list of search engines. You can be alerted when a new visitor arrives after being referred by a specific search engine. By default, \'Anywhere\' is selected, which means an alert will be raised if a visitor arrives from any referrer. You can edit this list of available sites in the main Program Options -- Referring Sites tab.

Entry Page(s): Specify an entry page the visitor should land on to raise the alert. If no entry pages are specified, then ANY entry page will be included. Wildcards can be used, and you can include the querystring.

So, for example, if we want to create an Alert for Google Adwords, then we can enter *source=adwords. Which means any page/querystring ENDING in \'source=adwords\'. You would then add ?source=adwords to the \'tracking URL\' in your Adwords campaign.

Keywords: If keywords are found in the visitor's referrer then an alert will be raised. If no keywords are specified, then ANY keyword will be included.

Specific visitor DNS/IP addresses: An alert will be raised when a visitor matches any of the information entered. You can make use of wildcards. If no entries are added to this list, then ALL visitors will be included.

Visitor Must Have Own GEO-IP Organization Record: Enable this option for the site alert to be triggered if a visitor has their own organization record.

Prospect Detection

Prospect detection is a way of profiling prospective customers on your site, based on their browsing activity. This information is fed into the reports and can be used to send automatic invites.

Adding & Configuring Prospect Detection

Select "Add Prospect" from the prospect detection screen to start setting up a prospect detection rule.

Enter the Prospect Type Name.

Start Checking After

Specify the number of visits the visitor must make before WhosOn starts checking if they are a prospect. This defaults to 1.

You then specify the number of pages the visitor must view OR the number of minutes spent viewing AND a list of Specific Pages the visitor must view before WhosOn will flag the visitor as a prospect.

Choose an Activation option for when the prospect detection to fire from, Once Per Unique Visitor, Once Per Visit Session, or Every Time the Conditions Are met.

Add Conditions

You can fine-tune the conditions for when the prospect detection rule is triggered. For further understanding of the Condition Builder, see its dedicated section.

In the View These Specific Pages list, enter a list of key pages that you want a visitor to have viewed before they are flagged as a prospect of this type. You can use wildcards for page names (example, sales*.htm) and you can use \'OR\' clauses, for example \'sales.htm OR products.htm\'. This matches either pages for a single line.

Remember that the above settings could be over a few separate visits.

Other Options

Enable Auto Invite To Chat, for WhosOn to automatically send a dynamic invite once the Prospect Detection Rule is triggered. (A dynamic invite is required prior to enabling this option.)

Enable Send A Popup Message To Clients to display a popup message to all operators of the prospect being detected.

Enable Send An Email and or SMS, for WhosOn to send a notification to recipients in the Notification section.

Enable Flag As Customer if you want WhosOn to mark the visitor as a \'Customer\'. When WhosOn detects a new customer it increments the first referrer's customer count. It also increments the New Customers total for the day. The visitor is then flagged in the database as a Customer -- and will show as an existing customer on all future visits. The visitor's icon will change in the Current Visitors list and the visit will be added to the Customer List. The revenue generated will be recorded against the visit. The total revenue will be recorded against the daily totals.


This option is used to define visitor & page exclusions from WhosOn views.

Page Exclusions

You can exclude specific pages from WhosOn. In the Exclude These Pages entry, enter the pages you do not want to see in WhosOn results. Separate multiple pages with a semi colon.

You can use Wildcards if required. For example, support/*.* would block all pages in the support folder, hidden*.htm would block all pages beginning with 'hidden.

Note: These excludes only stop the pages from showing in WhosOn -- they do not stop visitors from viewing them or accessing the chat.

IP Address Exclusions

You can also exclude certain visitors from WhosOn results. Most often this is used to exclude yourself -- so your own visits don't inflate the visit totals. Again, you can use wildcards. Enter IP addresses to exclude, for example 192.168.* would exclude all visitors with IP addresses beginning with 192.168

Keyword/Referrer Exclusions

This entry allows you to specify customers that were referred by websites with certain keywords.

Country Exclusions

This entry allows you to specify one or more countries to exclude. Any visitors from the countries specified will not appear in WhosOn. You can specify the country name or country code. Separate multiple countries with ";"

Note: Excluded visitors will also be prevented from starting chat sessions.

WhosOn client

Chat Wrap Up

This allows you to set a wrap up survey for an operator to select as part of the chat session. This is useful for reporting purposes to categorize each chat.

Chat Tags

Custom Client Form

This configuration lets operators have the ability to view a populated web form that is external to WhosOn. You can populate the Custom Client Form with a URL to a particular page or form, and this will load alongside the chat session for the operator. This can be used for further feedback from the operator or a custom CRM page for populating additional customer information with.

Client Chat Options

This section lets you configure the pending chats levels and additional client features.

Pending chats show as level one: The colour of the pending chat session changes to orange (?) and sends a notification reminder to the clients after X seconds

Pending chats show as level two: The colour of the pending chat session changes to red and sends a final notification reminder to the clients after X seconds

Enable Emojis in Modern Client: This enables operators' modern clients to display the emoji selector, that can be sent to visitors during a chat session

Enable Operator Preview of Visitor Typing: This provides operators the ability to visually see what the visitor is typing in real-time, prior to them sending the message



This area lets you customize email and SMS notifications for missed chat, left message, and a copy of chat transcript if enabled.

Enable "Send To Global Address Also" to have WhosOn use the global email that is set in the site settings. See Site Settings for more details.

Enable "Automatically Email Each Chat Transcript To Site Recipients" to have a copy of each chat transcript be sent to the recipients listed in the Email Recipients section.


WhosOn can send SMS messages for New Chat Request and When Visitors Leave a Message to recipients set in the recipient list.

WhosOn SMS service is integrated with Twilio SMS messaging services and an account is required to use this feature. For more information please visit Twilio:

File Transfer

This option is used to enable the file transfer options between visitor and operator to be available during chat sessions.

Allowed File Extensions

Enter the list of file extensions you will allow to be uploaded. The default is pdf, doc, docx, rtf, txt, jpg, gif, bmp, xml.

Allow Operators to Send Files?

Select this option to allow operators to be able to send files to visitors during chat sessions for the current site.

Remove Sent Files Older Than

The WhosOn Server keeps a copy of files transferred so that they can be easily selected on future chat sessions. Enter the number of days that the server should keep this file.

Allow Visitors to Upload Files?

Select this option if you want to allow visitors to be able to upload files during chat sessions.

Automatically Show upload button?

This option lets the visitor click the Upload button in the chat window to upload a file without permission from the operator.

Remove Uploaded Files Older Than

The WhosOn Server keeps a copy of files transferred so that they can be easily selected on future chat sessions. Enter the number of days that the server should keep this file.

Manual chat links can be used on any page elements within your site, or in conjunction with your own chat button.

You can also use them in email signatures or in any other form of document that supports web links.

Note: The manual link does not provide visitor tracking, only direct access to the chat window.

Remote & Video Addons

The Remote Assistance Addons let you enable the Remote control option within the WhoOn Classic client and the Video Chat Addon option within the modern client.

Once remote assistance is enabled you will be able to see and control the visitor\'s desktop during a chat session. (After the visitor has accepted the remote-control invitation.)

Email Transcript Template

The email template lets you customize the look and feel of your site's chat transcript. This will be the format that is sent to visitors upon request.

Data Deletion

WhosOn can automatically remove visit, page view & exception records from the WhosOn Database that are older than the number of days specified. The Data Deletion section also allows GDPR compliance by anonymising visit records.

Traffic History

Enable Keep Traffic History (recommended) to have WhosOn retain visitor traffic history.

Enable Automatically Delete Old Database Records to have WhosOn Delete Visitor Records and Page & Exception Details for x amount of days.

Chat Record History

Enable Automatically Delete Old Chat Records (only if this is a requirement) to delete or anonymise records older than x amount of days.

Note: Once this option is enabled records will be deleted from the database permanently.

Chat Storage & Privacy

For more information on Chat Storage & Privacy, please see our guide to your GDPR options:

Twilio Integration

WhosOn 2019 now supports visitor call back requests and optional telephone calls to the visitor via current, previous & missed chats. Operators can request a telephone call with the visitor if a phone number has been provided. This might happen via pre/post chat survey, as part of the chat conversation, or via the leave a message page.

The WhosOn Server will initiate the call with Twilio. The visitor's phone will be called first. Once answered, the operator's telephone will be called and the two calls connected. Call status & call recordings are added to chat transcripts. Twilio call back integration can be configured globally for all sites on a server, or on a site-by-site basis. Operator telephone numbers are configured against the user in the settings portal. Sip phone numbers can be used (e.g.: sip:110\

For chats, WhosOn will get the phone number from the chat in the following order:

If the MessagePhone field is not blank then use that (populated from the chat Leave A Message form).

Else, if a phone number was supplied on the pre/dynamic field/post chat survey then use that.

Else, if a phone number was detected in the chat conversation itself then use that.

Client users can override the visitor's phone number when a call is started.

When Twilio calls are made, WhosOn will correctly format the phone number using the visitor's location (via the GeoIP). E.g.: If the visitor supplied phone number 01782 822577 and the GeoIP of the visitor was United Kingdom, then the phone number will be converted to +441782822577. This will work for all countries.

When a call is made to the visitor and the visitor answers, the message 'Please wait while we connect you to %sitename%' is spoken to the visitor. This text can be configured (either default for the server or site-by-site). The operator can also change it when they start a call. The text will be spoken in the visitor's language.

Twilio calls require the WhosOn Web Services to be accessible from Twilio -- as Twilio posts to the 'twiliocallback.aspx' page to update call status. You must configure your own Twilio account and enter the Twilio SID and Tokens into the server (or site) properties and obtain at least 1 Twilio phone number (this is what will show as the Caller ID when calls are made). Twilio integration will therefore not work until the WhosOn Web Service URL is given an external address.

Call backs for missed chats can be enabled without Twilio integration. The leave a message form will still ask for a phone number and missed chats will show as pending call backs in the client for the operator to call manually. See WhosOn Modern Client for more details.

SID: Twilio's Account SID

Token: Twilio's Authentication Token

Phone Number: A phone number purchased from Twilio to be used

Include A Link To A Recording Of The Call To The Chat/Transcript: Add a link in the chat transcript of the call recording

For more information on Twilio's Account SID, Token, and phone number, please visit Twilio's help center:

CRM Integration

The WhosOn 2019 server can now post chats to the new CRM service. This is a global Azure service that provides WhosOn integration to multiple CRM systems. When enabled (via the portal) the server will send chats to the CRM service as they are completed either automatically for all chats, or when a client user selects a chat to be updated during the chat session. Salesforce and Microsoft Dynamics are currently supported. Additional CRM systems and features can be added to the CRM integration service globally, without needing to update the WhosOn Server and clients.

Hubspot Workflow

Azure Connection Ref

RowKey: Hubspot


ClientId: 0f920cac-31e6-498d-b223-608e447d042e

Details: json{"Info":"","InstallURL":"","ClientSecret":"5057efda-7602-46b8-84ba-6604bf4a2b04","RequiredFields":{}}

EntityAssociations: json{"Contact":{"note":"Note to Contact"}}

EntityTypes: json{"contact":{"FirstName":{"Label":"First Name","Required":false,"Type": "text","Disabled":false,"Mapping":"FirstName"},"LastName":{"Label": "Last Name","Required":true,"Type":"text","Disabled":false,"Mapping": "LastName"},"EmailAddress":{"Label":"Email Address","Required": true, "Type":"text","Disabled":false,"Mapping":"Email"},"PhoneNumber": {"Label":"Phone Number","Required":false,"Type":"text","Disabled": false, "Mapping":"Phone"}}}

FormEntityTypes: ["Contact"]

LogoURL: Images/CRMS/hubspot.png


  1. Login to the WhosOn Settings Portal.

    A screenshot of a cell phone Description automatically

  2. Choose your site from the Site Selector and navigate to the Advanced tab.

    A screenshot of a computer screen Description automatically

  3. Select the the CRM Integration tab and toggle the Use CRM Integration? option to see all the CRM options.

    A screenshot of a computer screen Description automatically

  4. Select the Hubspot logo from the list of available platform types and press Save and Connect

    A screenshot of a computer Description automatically

  5. A window will open prompting you to login into Hubspot

    A screenshot of a social media post Description automatically

  6. After logging in, if you have more than one account you will need to select which account you wish for WhosOn to update.

    A screenshot of a cell phone Description automatically

  7. To allow WhosOn to access your Hubspot CRM you will need to grant access to the requested permissions.

    A screenshot of a cell phone Description automatically

  8. Once this is done, your Hubspot connection will be complete.

    A screenshot of a cell phone Description automatically

Operators Workflow

  1. Select the CRM tab within the WhosOn Client and Login to Hubspot

    A screenshot of a cell phone Description automatically   

  2. After logging in, if you have more than one account you will need to select which account you wish for WhosOn to update.

    A screenshot of a cell phone Description automatically

  3. To allow WhosOn to access your Hubspot CRM you will need to grant access to the requested permissions.

    A screenshot of a cell phone Description automatically

  4. Fill out or modify the contact form with your Contacts details before pressing the Press the Send To CRM button.

    A screenshot of a cell phone Description automatically

  5. Once the Contact has been updated or created, a success page will be shown.

    A screenshot of a cell phone Description automatically

  6. Select the View Record button to be taken to the Contact within Hubspot

    A screenshot of a cell phone Description automatically