Developing Custom Chatbots with ChatGPT API - AI Integration Guide

Answering the Same Question Again?

"What are your business hours?" "When will it be delivered?" "What's your refund policy?"

If you're answering the same questions 10 times a day, you need an FAQ chatbot.

Today, we'll create a chatbot that automatically answers frequently asked questions. You can use it anywhere from personal blogs to small online stores.

Why You Need an FAQ Chatbot

Time Saving

Time spent typing the same answers = waste

24/7 Response

Answers even at 11 PM

Consistency

Same accurate answer every time

Handle Multiple People Simultaneously

No problem even if 100 people ask at once

Preparation: Organizing Your FAQ List

Before creating the chatbot, you need to organize your FAQs first.

Step 1: Collect Frequently Asked Questions

How to find them?

1. Check actual questions received

   • Email inbox
   • Messenger conversation history
   • Comments/inquiry board

2. Add anticipated questions

   • If I were a first-time visitor?
   • Things they might wonder about

3. Categorize

   • Operation info (hours, location, etc.)
   • Orders/Payment
   • Shipping
   • Refunds/Exchanges
   • Product inquiries

Step 2: Create FAQ Template

Example: Online Shopping Mall

=== Operation Info ===

Q: What are your business hours?
A: Online orders are available 24/7.
Customer service hours are weekdays 9 AM - 6 PM.

Q: Do you have an offline store?
A: Currently online-only shop.
Offline store is in preparation.

=== Orders/Payment ===

Q: What payment methods do you accept?
A: Credit card, debit card, bank transfer, virtual account,
KakaoPay, and Naver Pay are supported.

Q: Can I modify my order after placing it?
A: You can modify until it's being prepared for shipping.
Please contact customer service (1234-5678).

=== Shipping ===

Q: How long does shipping take?
A: 2-3 days after payment completion.
Jeju/remote islands may take 1-2 additional days.

Q: What's the shipping fee?
A: Free shipping for orders over 30,000 won.
3,000 won charged for orders under 30,000 won.

=== Refunds/Exchanges ===

Q: How do I get a refund?
A: You can request within 7 days of receiving the product.
Round-trip shipping fees may apply for simple change of mind.

Q: Are exchanges possible?
A: Yes, you can request within 7 days of receipt.
Size/color exchanges are free shipping.

Step 3: Organize in Spreadsheet

Organize for easy editing later.

Category	Question	Answer	Related Link
Operation	Hours?	Online orders 24/7...	-
Shipping	Delivery time?	Takes 2-3 days...	[Shipping Info]
Refund	How to refund?	Request within 7 days...	[Refund Policy]

Method 1: Creating FAQ Bot with ChatGPT Custom GPT

The simplest method.

Creation Process

1. Access ChatGPT
2. "Explore" → "Create a GPT"
3. Enter FAQ content

Actual Setup Example:

Me: I want to create an FAQ chatbot.
It's a bot that answers customer inquiries for an online shopping mall.

GPT Builder: Great! What should we name it?

Me: Make it "Shopping Assistant."

GPT Builder: Please enter FAQ in Instructions.

Me: (Move to Configure tab)

[Enter in Instructions]
You are a customer service chatbot for an online shopping mall.

Speaking Style:
- Friendly and clear
- Use emojis appropriately
- Short and easy to understand

Response Order:
1. Confirm you understood the question
2. Clear answer
3. Ask if they have additional questions

FAQ:
[Paste organized FAQ from above]

For unknown questions:
"Sorry, but for accurate information please contact
customer service (1234-5678) for a more precise answer!"

Testing

Me: How long does shipping take?

Shopping Assistant: You asked about shipping time!

It takes about 2-3 days after payment completion.
Jeju or remote islands may take 1-2 days longer.

Is there an urgent item?
Feel free to ask anything else! 😊

Me: I want a refund

Shopping Assistant: You're inquiring about a refund.

You can request within 7 days of receiving the product.
Round-trip shipping fees may apply for simple change of mind.

Refund application:
1. My Page > Order History
2. Select the order
3. Click refund request button

If it's a defect or wrong delivery,
please contact customer service (1234-5678)
for faster processing!

Perfect, right?

Method 2: Creating FAQ Bot with Claude Project

Claude is more convenient as you can upload documents.

Creation Process

1. Save FAQ as text file (faq.txt)
2. Access Claude
3. Projects → Create Project
4. "Add content" → Upload file

Custom Instructions Example:

You are a specialized FAQ chatbot.

Role:
- Answer based on uploaded FAQ document
- For content not in FAQ, honestly say you don't know
- If there are multiple related FAQs, guide to all

Answer Format:
1. Short greeting/question confirmation
2. Core answer (exactly as in FAQ)
3. Suggest additional related information

Example:
Question: "What's the shipping fee?"
Answer:
"You're asking about shipping fees!

Free shipping for purchases over 30,000 won.
3,000 won charged for under 30,000 won.

Wondering about shipping time too?"

Using Knowledge Base

Claude Projects can upload up to 100 files.

Usage Example:

• faq_shipping.txt (Shipping related)
• faq_refund.txt (Refund related)
• faq_product.txt (Product related)
• price_list.csv (Price list)
• policy.pdf (Policy document)

Splitting them makes management easier.

Method 3: Simple FAQ Bot with Poe.com

Can be created quickly for free.

Creation Process

1. Access Poe.com
2. Click "Create Bot"
3. Select base model (ChatGPT recommended)

Prompt Example:

You are the FAQ chatbot for "Cafe Luna".

Operation Info:
- Hours: Daily 10 AM - 10 PM
- Location: 123 Teheran-ro, Gangnam-gu, Seoul
- Parking: Building underground parking available (2 hours free)
- Phone: 02-1234-5678

Menu:
- Americano: 4,500 won
- Cafe Latte: 5,000 won
- Vanilla Latte: 5,500 won
- Cake: 6,000-8,000 won

Reservations/Groups:
- Group reservations available for 10+ people
- Must reserve 1 day in advance
- No deposit required

Other:
- Free WiFi provided
- Pets allowed (terrace only)
- Not a no-kids zone

Answer Rules:
- Friendly and warm
- Use coffee emoji ☕
- Guide to phone call if not in above info

Example:
"Hello! ☕ This is Cafe Luna.
Wondering about our hours?
We're open daily from 10 AM to 10 PM.
Feel free to ask anything else!"

Actual Conversation

Me: What time do you close?

Cafe Luna: Hello! ☕
Cafe Luna is open daily
from 10 AM to 10 PM.

Same hours on weekends and holidays!
Planning to visit? 😊

Me: Can I park?

Cafe Luna: Yes! Parking is available 🚗

You can use the building's underground parking,
and it's free for 2 hours when you visit our cafe.

You can get your parking ticket at the counter!

Adding Advanced Features

1. Context Understanding

To understand context, not just keyword matching:

[Add to Instructions]

Question Analysis:
"When will it arrive?" = Shipping time question
"It hasn't arrived yet" = Guide to order lookup
"I want to cancel" = Guide to order cancellation

Similar Questions:
Shipping/delivery/arrival = Same meaning
Refund/cancel/return = Similar process

2. Include Links in Answers

Answer Format:
[Core Answer]

More details:
📋 [View Shipping Policy](https://example.com/shipping)
💳 [View Refund Policy](https://example.com/refund)

3. Using Images (Custom GPT)

Me: (Enable DALL-E in Configure tab)

Instructions:
If user says "show me product photos,"
create and show an image based on the product name.

4. Step-by-Step Guidance

For complex processes, step by step:

Question: "How do I get a refund?"

Answer:
Let me guide you through the refund process! Follow these steps.

📱 Step 1: Login
   Access website → Login

📦 Step 2: Find Order
   My Page → Order History

✏️ Step 3: Request Refund
   Click the order → "Request Refund" button

📝 Step 4: Write Reason
   Select and write refund reason

✅ Step 5: Complete
   Request complete! Processed within 3-5 business days.

Are you stuck at any step?

Real Example: Blog FAQ Chatbot

You can add an FAQ bot to personal blogs too.

Blog FAQ Example:

=== Blog Information ===

Q: What does this blog cover?
A: It's a blog sharing AI tool usage and productivity tips.
Written for beginners to follow easily.

Q: How often is it updated?
A: New posts 2-3 times per week.
Posted every Monday, Wednesday, Friday at 10 AM.

Q: Who is the author?
A: A developer with 10 years of IT industry experience.
Sharing practical AI tool usage from real work.

=== Content ===

Q: Can beginners follow along?
A: Yes! All posts are written from a beginner's perspective.
Includes screenshots and step-by-step explanations.

Q: Do I need to know coding?
A: Most posts can be followed without coding.
Simple code is included only in advanced content.

Q: Can you cover specific topics?
A: Of course! Please request via comments or email.
Most requested topics get priority.

=== Technical Inquiries ===

Q: Is there an RSS feed?
A: Yes! You can subscribe at /feed.xml.

Q: Does it display well on mobile?
A: Optimized for all devices with responsive design.

Q: Can I share the posts?
A: Welcome! Feel free to share with source attribution.

Chatbot Prompt:

You are a blog guide assistant.

Personality:
- Friendly and comfortable tone
- Help readers quickly find information
- Actively recommend related posts

Answer Format:
1. Answer to the question
2. Related post links (if available)
3. Encourage additional questions

Example:
Question: "Can beginners do this?"
Answer: "Of course! 😊

All posts on this blog are written from a beginner's perspective.
Follow along with screenshots and step-by-step explanations.

Recommended posts:
📌 [Getting Started with ChatGPT for Beginners]
📌 [Creating Your Own Chatbot Without Coding]

What field are you interested in?"

Common Mistakes

1. Answers Too Long

Bad example:

Shipping involves pickup from logistics center,
packaging work, handover to courier...
(continues for 200 words)

Good example:

Takes 2-3 days after payment.
Jeju/remote islands take 1-2 additional days.

For detailed shipping policy, check [here]!

2. Vague Answers

Bad example:

Refunds may be possible.
It depends on the situation.

Good example:

Refunds possible within 7 days of receipt.
However, not possible if product used or packaging damaged.

3. Handling Questions Not in FAQ

Bad example:

(No answer)
or
(Provides wrong information)

Good example:

Sorry, but I need to confirm accurate information.
Contact customer service (1234-5678)
for a more precise answer!

Hours: Weekdays 9AM-6PM

Chatbot Testing Checklist

Test thoroughly after creating!

✅ Basic Questions
□ Test top 5 most frequent questions
□ Are answers accurate?
□ Are answers not too long?

✅ Exception Situations
□ What if question not in FAQ?
□ What if question is asked strangely?
□ What about profanity or inappropriate content?

✅ Usability
□ Are answers easy to understand?
□ Does it guide next actions?
□ Does it offer additional help?

✅ Consistency
□ Same question always same answer?
□ Is speaking style consistent?
□ Does it match brand tone?

Managing Updates

FAQs keep changing. Management method:

1. Version Control

faq_v1.txt (May 1, 2024)
faq_v2.txt (May 15, 2024) - Shipping policy change
faq_v3.txt (June 1, 2024) - Refund rules added

2. Check Question Logs

Regular checks:

• What questions come frequently?
• What questions couldn't be answered?
• New FAQs to add?

3. Get Feedback

Add at end of answer:
"Was this answer helpful?
👍 Yes  |  👎 No"

Next Steps

In the next post, we'll cover designing conversation flows.

Beyond simple FAQ, we'll create chatbots that continue multi-step conversations. Just like real consultants!

Wrapping Up

FAQ chatbots save tremendous time. You can use the time you spent answering the same question 10 times a day on other work.

Even preparing just 10 questions is enough at first. You can add more as you use it.

Start today. Write down 5 questions you frequently get. That's the beginning!

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Related Posts:

• [Previous] Creating Chatbots That Respond Like Specific Characters
• [Next] Designing Conversation Flows

Share your FAQ chatbot experiences in the comments!