Features
Every feature below is part of one compliance-first AI operations platform spanning customer-facing AI, internal Work Mode, connected data, documents, integrations, and privacy controls. Start with the operating layer that runs through all of it: the breadth of the platform’s compliance coverage.
Comprehensive global compliance is the platform's #1 strength — tap either button to see what's covered.
1Automated Regulatory Compliance Management
The chatbot automatically determines when regulatory compliance applies and enforces it invisibly in the background across every relevant framework — and nothing a subscriber writes in a prompt can override it.
2No Barriers to Chatbot Interaction
Account Holders can engage instantly without supplying personal information first; compliance happens invisibly, so engagement is never reduced by friction.
3BAA and DPA Agreement Management
Presents and logs Business Associate Agreements (HIPAA) and Data Processing Agreements (GDPR) at the moments a compliance obligation arises, and keeps the result as a permanent legal record.
4Digital Signature Capture for Compliance Agreements
Every BAA/DPA includes legally binding digital signature capture, built to eSIGN Act and UETA standards.
5Enhanced User Privacy Management
Account Holders have complete control over their own data — retaining or deleting chat history, opting out by email, SMS, or in session, with automatic session and 30-day purging.
6Sensitive Data Masking Library
A comprehensive pattern-recognition library masks sensitive data in real time — 121+ data types across 10+ categories, using Named Entity Recognition combined with regex matching.
7Device Trust & Session Management
Sessions are managed with intelligent device recognition and activity monitoring, including a 2-minute inactivity purge and a 30-day device-trust window.
8Transparency Triggers™ — AI Self-Disclosure
Five hardcoded triggers cause the bot to proactively reveal that it is AI, firing automatically based on user behavior.
9Hand-Selected Top AI Models
The latest top-tier AI models, each vetted for security, compliance, and performance across healthcare, finance, insurance, legal, and real estate.
10Adaptive Rotation Layer
An in-house, proprietary routing layer across multiple leading AI providers that keeps chat uninterrupted — failover, not retry. The recommended default for every subscriber.
11Image Failover System
A separate in-house rotating failover for image generation that mirrors the Adaptive Rotation Layer — same reliability, for images. The recommended default.
12Speed Factory — Sub-Second Response Engine
A patent-pending architecture (provisional patent filed) that delivers sub-second, often single-digit-millisecond, responses while compliance masking is active.
13Document and Image Analysis
Using the paperclip, Account Holders can attach PDFs, Office files, CSVs, and images for automated AI analysis.
14AI Image Generation (In-Chat)
The chatbot generates images on request, in plain language, directly inside the live chat widget. Available to every bot-creating tier.
15Persistent Memory for Chats
The chatbot retains full session memory for compliant users — the entire conversation, with no truncation, compression, or summarization.
16CRM Integrations
OAuth 2.0 connections to leading CRMs, managed from the Integrations page. Available as an add-on, and every CRM option is opt-in.
17Cloud Database Connections (Add-On)
Connect external databases directly to the chatbot for real-time data retrieval, using standard credential-based connection from the Integrations page.
18EHR Connections (Add-On)
Connect Athenahealth, Epic, or Oracle Health (Cerner) under a BAA-first compliance flow — live EHR reach for Work Mode, downloadable results, and a qualifying storage destination for healthcare lanes.
19Vectorization & the Vector Database
The engine behind both connected databases and the knowledge base: unstructured content is converted into a fast, structured index of meaning the AI searches in milliseconds.
20LAN Agent — On-Premise Connection (Add-On)
For clients running legacy or closed local software with no cloud API, a downloadable on-premise connector — outbound-only, encrypted, and read-only by default.
21Multi-Platform Calendar Integration
The chatbot schedules appointments through connected calendars, supporting multiple simultaneous calendars with both self-booking links and full auto-scheduling.
22Comprehensive Third-Party Integrations
Beyond CRM and calendar, the chatbot supports unlimited workflow integrations tailored to each business, with or without a CRM.
23Seamless Multilingual Communication
Communicates in 240+ text-based languages, with voice input (speech-to-text) in 85 fully PHI-compliant languages — consistent with 195 compliant-country coverage.
63Live Translation — Human-to-Human, Real Time
Included with every plan: real-time translation of live human conversations — in Human Takeover and Privacy Mode. Per-chatbot switch, billed by the minute in credits only while it's on. Each side reads and writes their own language; the visitor sees one bubble, the agent sees the original and the translation, and both land in the transcript. Standalone — no other add-on required.
24Unlimited Chatbot Deployment
Deploy an unlimited number of AI chatbots across any websites, landing pages, or digital properties.
25Bot Active/Inactive Toggle
Every bot card carries an Active/Inactive toggle; an inactive bot's widget never renders on the subscriber's site.
26Fully Customizable Widget & Five-Tab Builder
Control the chatbot's appearance and behavior completely through a five-tab builder, with a built-in explanatory note on every tab.
27Prompt System — Cascade Engine & Visual Builder
A multi-tier prompt cascade managed through a no-code visual builder; compliance stays on at all times and cannot be overridden.
28AI Prompt Builder — Hands-Free Prompt Management
Build and run the chatbot's entire prompt brain by voice or chat: create and edit prompt modules, tune trigger keywords, pull from a template library, optimize for speed and accuracy, and publish to the live bot — all without clicking. An AI keeps each keyword on the one module it belongs to, and everything stays in Drafts until you deploy.
29Knowledge Base Management (Knowledge Sources)
Manage each chatbot's knowledge base from the dashboard — documents, websites, social pages, and calendars — with every source vectorized before it goes live.
30Centralized Dashboard Control System
A single dashboard gives subscribers full visibility and control over performance, usage, configuration, billing, and help.
31Downloadable Chat Transcript
A full, self-proving record from the widget header — sensitive data shows in the live window but is redacted in the downloaded transcript.
32In-Depth User Interaction Analytics
Advanced analytics provide actionable insights — engagement, usage and outcomes, and benchmarking across bots.
33Multi-Website Engagement Tracking
Track user engagement across multiple websites from one dashboard.
34Unlimited Conversation Capacity
No caps, no throttling, and no usage limits on conversations — any volume, 24/7.
35Human Takeover & Tiered Support
A live human agent can take over a conversation from the AI, with a full three-tier support routing model.
36Role-Based Access System (Two Account Systems)
Two distinct account systems: the anonymous end-user compliance accounts, and a role-based internal-access system for vetted employees and vendors.
37Work Mode — the Internal AI Workspace (AI Voice Fill)
The internal, role-gated AI workspace where vetted staff work by talking: AI Voice Fill builds and edits documents by voice, a 260+ template library, real CSV/Excel/Word/PDF exports from live data, and document routing, signing, and filing.
38Employee & Vendor Management
Manage internal staff and outside vendors who hold role-based logins, each marked as Employee or Vendor.
39Communications (Outgoing & Inbox)
A complete two-way messaging hub — email, SMS, and in-app push — with built-in opt-out automation and an immutable compliance record.
40Credit-Based Subscription Model
A transparent credit-based billing system; everything subscriber-facing is expressed in credits.
41Wallet & Auto Top-Up
One wallet shared across your organization’s bots, with a one-time trial allowance, separately funded usage and optional auto top-up.
42Low Balance Alert Series
An alert series fires via email and in-app notification at 50%, 25%, 10%, and empty — regardless of auto-top-up status.
43Promo Code System
Promotional credit codes with a full lifecycle and an automatic refund cascade that apply a discount to a subscription.
44Credit Usage Transparency
Usage is tracked precisely and drawn from the subscriber wallet, rolled up by bot and model — including fractional credits.
45Refund System
Refunds are issued in the dashboard and processed straight back to your card, in any country.
4614-Day Full-Featured Free Trial
A 14-day trial with full access to all features and add-ons, included with every plan, with 1,000 credits for meaningful testing; a card is required and nothing is charged during the trial.
47Vertical Pro Tier Framework
Paid, compliance-gated add-ons — Healthcare-Pro, Legal-Pro, and Finance-Pro — layered on top of the base subscription for regulated industries.
48CRM Compliance Scope Detection (Three Layers)
For Pro-tier subscribers, a three-layer check verifies that a connected CRM is eligible for compliant data handling.
49Structured Data Handling for PHI (Pro Tier)
For the narrow PHI lane, the chatbot application acts as a covered Business Associate; structured data including PHI is vectorized and stored, governed by role-based, field-level access.
50Compliance Identifier Automation
At account creation, the chatbot application tailors which compliance identifiers it collects to the subscriber's vertical, so the right ones are gathered automatically.
64Privacy Mode — Store-Nothing Live Sessions
A per-lane add-on riding each vertical Pro tier: a vetted specialist conducts a live session with a visitor, a professional-grade AI at their side, and no chat history is ever written. The conversation evaporates at session end — the only record is the transcript the specialist downloads while the window is open, and custody transfers to them. Anonymous and identified lanes, a conversational waiting room, anonymous in-chat appointment booking (no account, no email, no phone — ever), and one-time appointment codes with no digital trail, verified on arrival. A Privacy Mode bot stays dual-purpose: a visitor who asks for a person chooses between the confidential specialist and regular recorded support — the recorded path begins only at the visitor's explicit yes, so one bot (one embed) can serve both, with any number of simultaneous sessions of each kind.
51AI Sub-Processor Transparency
The platform keeps a current list of the third-party AI and infrastructure sub-processors it relies on and provides it to subscribers on request (it is not posted publicly); the list is incorporated by reference into the BAA and DPA.
52Selective Custom Development
Beyond its SaaS products, CoolBiz® Inc. — the company behind the platform — takes on selective custom software-development engagements under signed contracts, including optional licensing of the company's own proprietary and patented technology (such as the Speed Factory engine, which powers multiple CoolBiz® products).
53Support & Community
CoolBiz® runs a dedicated Discord server for community and support — ticketing, abuse reporting, feedback, and announcements — plus a place for CoolBiz® subscribers to connect with one another.
54Documentation & Help Page
A public documentation page plus a logged-in Help page that mirrors it (lower-left, just above Logout), adapting by user type.
55Agency Plan Overview
For agencies reselling under a controlled model: the agency is the retailer, the platform is the wholesaler, and the revenue split is fully automated.
56Agency Branding Control
Extensive branding control across an agency's public website and dashboard, while pricing stays fixed at published retail rates.
57Agency-Editable Legal Sections
Two sections — Dispute Resolution (Terms of Service) and Subscription Refunds (Refund Policy) — are lightly editable; everything else stays attorney-reviewed and fixed.
58Child Subscriber Management
Agencies manage their child subscribers from the dashboard; each child gets its own account, dashboard, and wallet, with billing handled centrally.
59International Currency Display
Agencies operating internationally can display pricing in local currencies, with USD as the source of truth.
60Account Lifecycle — Cancel or Delete
Every subscriber gets two self-service buttons — Cancel (reversible, retains data) and Delete (immediate, permanent) — with law-required records kept regardless.
61Affiliate Program
Affiliates earn 30% of the plan fee (on the net amount — plan minus included credits) plus 30% of any add-on subscriptions for referring subscribers; 0% on top-up credits, consumption, and the included-credits portion. Commission pays to the affiliate's connected merchant account, a refund at the provider's discretion triggers an automatic clawback on the commissionable base only, and the rate is changeable with 60-day notice with existing subscriptions grandfathered for life.
62Voicebot & Phonebot — On the Way
A browser-based Voicebot is a working prototype today and a full Phonebot will follow — both built on the same Speed Factory architecture that powers the chatbot.
Put Compliance-First AI to Work Across Your Business
Use customer-facing AI for support, intake, appointments, and multilingual service. Give authorized staff a role-based Work Mode for connected data, professional AI, documents, communications, approvals, signatures, routing, and filing — with compliance and privacy controls built through both.
Start Your Free Trial Explore Documentation