What is Subscriber Manager in BotSailor

The Subscriber Manager in BotSailor is a powerful interface that helps you manage your

chatbot users across different messaging platforms: WhatsApp, Facebook Messenger, Instagram, Telegram, and Website Chatbot.

Even though each platform maintains a separate subscriber list, all Subscriber Manager interfaces in BotSailor follow the same layout and functionality. This consistency makes it easy to navigate, segment, and take action,no matter which platform you’re working with.

Whether you're targeting users for a marketing campaign, managing leads, or analyzing user activity, Subscriber Manager serves as your central command center.

Why the Subscriber Manager Is Important

• 360° User Overview: Get full access to each subscriber's profile, message history, submitted data, and status.
• Precision Targeting: Use filters, labels, and sequences to find the right users for your campaigns.
• Better Support Handling: Pause bot replies and assign live agents when human help is needed.
• Data Collection: View and manage custom fields and responses submitted through input flows.
• Clean List Management: Easily unsubscribe or delete inactive users to keep your audience list optimized.
• Omnichannel Consistency: Manage different bot audiences in the same way across WhatsApp, Facebook, Instagram, etc.

Where to Access It

• Navigate to the left-hand menu on your BotSailor dashboard.
• Click on any of the following: WhatsApp > Subscriber Manager,
  Facebook > Subscriber Manager, and so on.
• Each will open the respective subscriber list for that platform.

Overview of Main Controls & Their Uses

Subscriber List View

In the subscriber table, you’ll see all users that interacted with your bot.

Each row contains:

• Phone Number
• Subscriber ID
• Name
• Last Updated Time
• Subscription Time
• Action Buttons: Subscriber profile, go to Live chat.

You can also select multiple subscribers using the toggle on the left for batch actions like delete, label assignment, or export.

Filter Bar (Top Section)

These filters help you instantly locate the users you need.

• Bot Selector Dropdown
  
  
  • Allows you to switch between different bots if you have multiple connections under one channel.
  • Essential when managing subscribers for multiple businesses or brands.

• Select Labels
  
  
  • Filters users based on labels (e.g., “Leads”, “VIP Customers”, “Abandoned Cart”).
  • Helps in targeting segmented users for follow-ups or broadcasts.

• Select Status
  
  
  • Options: “Subscribed” or “Unsubscribed”.
  • Perfect for excluding opt-outs or focusing only on active users.

• Select Sequence
  
  
  • Filters subscribers by the automation sequence they're currently assigned to.
  • Helps in tracking progress through onboarding, promo, or educational flows.

• Search Box
  
  
  • Lets you search by name, phone number, or subscriber ID.
  • Fast way to pull up a specific contact.

Options Button (Right Side Dropdown)

This menu provides batch actions and management tools.

• Download (All) as CSV
  
  
  • Exports the entire subscriber list into a spreadsheet file.
  • Useful for backups, CRM syncing, or advanced reporting.
• Import Subscribers ( Only for whatsapp and telegram )
  
  
  • Upload a CSV file to bulk add new subscribers.
  • Great when migrating from another platform or importing data from forms/CRMs.
• Create Subscriber ( Only for whatsapp channel )
  
  
  • Manually add a new user by entering phone number and optional info.
  • Handy for adding offline leads or leads from other channels.
• Assign Label
  
  
  • Apply a label to one or more selected users.
  • Helps in organizing subscribers for future segmentation.
• Assign Sequence
  
  
  • Attach a predefined chatbot automation (sequence) to a subscriber.
  • Useful for onboarding new leads manually or re-engaging inactive users.
• Delete Subscriber
  
  
  • Permanently removes a user from your list and erases their data.
  • Recommended for GDPR compliance or managing outdated records.

** This subscriber manager is for the WhatsApp channel; subscriber managers for other channels may differ slightly **

Manage Button (Top-Right Section)

Used to organize your label and custom field system.

• Manage Labels
  
  
  • Create, edit, or delete labels that you assign to users.
  • Helps you classify users based on campaign stage, source, interest, etc.
• Manage Custom Fields
  
  
  • Define and organize fields like name, phone number, model, budget, location.
  • Essential for personalized automation and message targeting

Subscriber Profile (Click on a User Row)

Clicking on a user opens their detailed profile in a modal popup. This profile includes three tabs:

🔹 1. Profile Tab

• Assigned Agent: Choose a human agent for future live chat.
• Labels Field: View/add labels directly to this subscriber.
• Message Sequence Assignment: Attach an automation flow.
• Assigned Custom Fields: View or update user-specific data (like phone, email).
• Notes: Add internal notes about this user (e.g., sales interest, previous call notes).

• Actions Dropdown:
  
  
  • Unsubscribe: Remove them from all automation and campaigns.
  • Pause Bot Reply: Temporarily disable bot responses.
  • Reset Input Flow: Restart their current flow from the beginning.
  • Clear Chat History: Deletes the message history from the inbox.

✅ Don’t forget to hit Save Changes after editing anything.

🔹 2. Input Flows Tab

• Displays answers the subscriber submitted through chatbot input fields.
• Example: Email addresses, product preferences, selected services.
• Essential for lead qualification and personalization in future campaigns.

🔹 3. Custom Fields Tab

• Lists all dynamic custom fields captured for the user.
• Example: Model, Location, Phone, Budget, Email.
• Great for syncing to external tools or personalizing responses.

Real-World Use Cases

1. Abandoned Cart Recovery

When users initiate a purchase but don’t complete checkout, they often need a nudge. With Subscriber Manager:

• You can filter subscribers by a specific label like “Cart Abandoned”.
• Assign a recovery sequence to automatically send WhatsApp or Messenger reminders.
• You can personalize the message using custom fields like product name or price.
  Impact: Increases conversion by targeting warm leads who showed intent but didn’t complete the purchase.

2. Onboarding New Subscribers

Not all users are ready to buy immediately. Some need education or nurturing.

• As new subscribers join, you can assign them onboarding sequences via the subscriber profile or batch actions.
• Use the “Subscribed At” date to identify new users and segment them easily.
• You can monitor how far they’ve progressed through the onboarding using the sequence filter.
  Impact: Builds trust, educates users, and increases future engagement or purchase readiness.

3. Lead Qualification through Input Flows

When leads interact with your chatbot, they may answer qualifying questions like budget, location, or need.

• Responses submitted are visible in the “Input Flows” tab of their profile.
• You can view these to assess interest level or pass the lead to a sales agent.
• These answers are also stored in custom fields, making them usable in broadcast personalization or Zapier integrations.
  Impact: Speeds up lead triaging and ensures only qualified leads get escalated to sales teams.

4. Manual Subscriber Management from Offline Sources

Leads can also come from sources like events, cold calls, or paper forms.

• You can manually add these subscribers using the “Create Subscriber” option.
• Apply the correct label (e.g., “Expo Leads”) to keep them grouped.
• You can then run tailored sequences or broadcasts to these users.
  Impact: Expands your chatbot marketing to offline channels and centralizes lead handling in one system.

5. Support Handoff and Bot Pausing

Some customers prefer to speak to a human, or their case is too sensitive for automation.

• In the subscriber profile, assign an agent and pause the bot’s reply using the “Actions” menu.
• You can also leave notes so the agent has full context before initiating a conversation.
  Impact: Ensures smooth human intervention, improves customer satisfaction, and reduces frustration during complex support scenarios.

6. List Cleanup and Data Hygiene

Inactive or unsubscribed users can clutter your campaigns and skew your analytics.

• Use the status filter to identify “Unsubscribed” users.
• Use bulk actions to delete them or export the list for review.
• You can also clear chat history for users who request privacy resets.
  Impact: Keeps your list lean, compliant with privacy laws, and improves overall engagement metrics.

7. Event Promotion and Reminder Campaigns

Running a webinar, product launch, or in-store event?

• Label users who registered (e.g., “Webinar Registrants”).
• Schedule a promotional or reminder sequence before the event date.
• After the event, use the same label to send follow-ups or feedback surveys.
  Impact: Maximizes attendance and post-event engagement through precise targeting.

8. Audience Segmentation for Personalized Campaigns

Not every message fits every subscriber. Subscriber Manager allows you to:

• Segment by interest, location, funnel stage, or custom field values.
• Craft campaigns that speak directly to a user's profile (e.g., sending product A to people who showed interest in A).
• Combine filters (e.g., “Subscribed AND VIP label AND No Sequence Assigned”) for ultra-targeted actions.
  Impact: Boosts campaign effectiveness and engagement by sending highly relevant messages.

9. Syncing Subscriber Data to External CRMs or Google Sheets

If you're using external CRMs, ERPs, or Google Sheets:

• You can export subscriber data using the CSV option.
• Use Zapier or custom webhook workflows to push custom field values to your CRM in real-time.
• You can also track sequences completed and labels for advanced analytics outside BotSailor.
  Impact: Aligns BotSailor's chatbot data with your broader sales and marketing ecosystem.

10. Follow-up for Product Demo or Booking Campaigns

When someone shows interest in a demo, consultation, or product trial:

• Label them as “Demo Requested” or assign a follow-up sequence.
• Inside the subscriber profile, view submitted info like available time slots or preferred contact method.
• If necessary, assign to a sales rep and pause the bot.
  Impact: Improves lead follow-up speed and ensures personalized interaction post-inquiry.

FAQs

Can I manage all channels in one view?
 No, each platform (WhatsApp, Facebook, etc.) has a separate Subscriber Manager. But they share the same interface and tools for consistent experience.

Can I bulk assign sequences or labels?
 Yes! Simply select multiple users using the toggles and use the Options dropdown to apply batch actions.

Will deleting a subscriber remove all their data?
 Yes, it removes their record, profile data, custom fields, and chat history from BotSailor.

How can I view what a user entered during a chatbot conversation?
 Click the subscriber → Go to "Input Flows" tab to see all responses.

What’s the difference between Labels and Custom Fields?

• Labels are for grouping users (e.g., by campaign or funnel stage).
• Custom Fields store actual values the user provided (e.g., email, phone, product type).