Get summaries and alerts on Telegram

Kluvan can talk to you and your team through a Telegram bot of your own: a daily summary at the time you choose, an alert when products run low, your owner alerts, and answers to questions such as "what is running low?".

Before you start

• You need to be the owner to set up the bot.
• Telegram must be in your plan. If it is not, the Telegram card shows which plan has it.
• You need the Telegram app on your phone or computer.

Steps

Make the bot and connect it

1. In Telegram, open @BotFather, create a new bot and copy the token it gives you.
2. Send any message to your new bot, so it knows your chat.
3. In Kluvan, open Settings → Integrations.
4. On the Telegram card, paste the token into Bot token.
5. Press Find the chat id from the bot and put the number it shows into Chat ID.
6. Tick Telegram summary and choose the Summary time.
7. Tick Low-stock alert on Telegram if you want it.
8. Press Save.
9. Press Send a test message and check that it arrives.

Send your owner alerts there too

1. Open Settings → Owner alerts.
2. Tick Telegram (your organisation's bot) as a channel and press Save.

Ask questions from Telegram

1. In Settings → Owner alerts, in the card about asking in Telegram, tick the box that lets the linked owner and managers ask the bot questions.
2. Press Save. The card shows Connected to Telegram.
3. Each person who wants to ask opens the Ask page and presses Link my Telegram.
4. They send the 6-digit code to the bot within 10 minutes.
5. From then on they write their questions to the bot. The owner sees everyone linked under Linked Telegram accounts and can Unlink anyone.

Good to know

• The low-stock alert is checked every 15 minutes and names the products that dropped under their threshold since the last check.
• Send today's summary now sends the summary at once, without waiting for the time.
• The token is kept encrypted and never shown again; the field says it is kept. Type a new one only to change it.
• Last sent shows when the last message went and, in red, why it failed if it did.
• Answers follow each person's rights. Someone limited to some branches gets only those; a Telegram account that is not linked gets only the help to link it.
• Each linked account can ask up to 20 questions a minute and 120 an hour.
• The bot is for you and your team, not for your customers.
• Owner alerts follow your choices in Settings → Owner alerts: at once or in an hourly digest, with quiet hours and a cap per hour. Alerts are also shown in Kluvan and can go by e-mail.
• No messages arrive? Check the token, check that you messaged the bot first, then press Send a test message.
• Other connections: Connect your accounting program.