Eleven typical roles of a small online store, with the weekly tasks of one full-time person and the part of that work MyChatBot agents can handle.
In a small online store, people keep suppliers, pricing, packing, money and the hard conversations, while AI agents take the repeatable chat work: answering shoppers, taking orders, nudging quiet leads and drafting content. Most roles stay mostly human, and the largest agent share sits in sales chat, support, social media and content production. The hours are our estimates for one typical full-time person, and you can change them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Revenue and margin against plan · Order and chat volume by channel · Open decisions and team workload
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set weekly priorities, run the team meeting and approve the promo calendar | 5 | Person | — |
| Negotiate prices, terms and delivery schedules with suppliers | 8 | Person | — |
| Handle escalated complaints and calls with key customers and partners | 6 | Person | — |
| Decide on hires, contracts and tax matters with the accountant and lawyer | 6 | Person | — |
| Pull sales, orders and chat volume by channel for the weekly reviewTotals cover orders recorded in MyChatBot only; the owner interprets them. | 3.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Read a short morning note on yesterday's account activity and market newsRuns on demand or on a schedule; the note stays in the routine's chat unless sent to Telegram. | 3 | MyChatBot does it | Write a short morning briefing on the account and market |
| Follow web news on named competitors and niche topicsThe owner names the competitors and topics to watch before each run. | 3 | MyChatBot does it | Watch competitors and market news and write a brief |
| Review what shoppers asked and what went unanswered last weekA read-only report; the owner picks the three things to focus on. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
What AI agents handle: The analytics dashboard and agents gather the numbers, the market news and the weekly picture of what shoppers asked and what went unanswered, so the owner starts from a short report instead of scattered tabs.
What stays with the person: The owner keeps supplier negotiations, pricing and promo decisions, escalated customer talks, hiring, contracts and everything to do with tax and money.
What a manager tracks: Cost per order by channel · Share of repeat customers · Campaign calendar delivered on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the campaign calendar and budgets, and approve creatives | 7 | Person | — |
| Set up, adjust and optimise ad campaigns, audiences and bidsAgents cannot edit campaigns, bids or budgets in ad platforms. | 9 | Person | — |
| Brief and manage influencers, agencies and partners | 6 | Person | — |
| Plan a sale launch: captions, hero images and a landing pageRuns on request in chat, not on a schedule; the manager writes the brief and reviews the result. | 4 | MyChatBot does it | Plan a launch: captions, hero images and a landing page |
| Create ad image variants for a product with matching captionsImage spend draws from the agents balance with no confirmation step; the manager picks the variants. | 3 | MyChatBot does it | Create product images and ad variants with captions |
| Send promo or win-back messages to a chosen customer segmentPeople who never wrote need Personal WhatsApp, Telegram account, Viber, email or SMS; set a sending interval. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Capture lead-ad form leads and send each an instant first messageNeeds the Meta Ads add-on and an outbound channel like email or SMS; a person enables each form. | 2 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Review which follow-up campaigns get replies and what to changeA report only; the manager decides which changes to make. | 3 | MyChatBot does it | Review which follow-up campaigns get replies |
What AI agents handle: Agents draft launch copy, hero images and ad variants, message customer segments, open conversations with lead-ad leads and report which follow-up campaigns get replies.
What stays with the person: The manager keeps strategy, budgets, ad-platform work, creative approval and relationships with creators and agencies.
What a manager tracks: Posting plan delivered on schedule · Share of comments and messages answered · Engagement and chats started from social
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: formats, topics, hooks and captionsDelivers a plan to paste; the manager adjusts it to promos and stock. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variants for each product dropAttach the catalog or FAQ as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Produce short vertical reels with captions, music and a posting planGenerated from photos and scripts; filmed footage is not edited. | 4 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish finished posts to the brand accounts on a scheduleNeeds connected accounts, a posting token and an eligible plan, set up once by a person. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Answer comments under posts and move buyers into direct messagesOn Instagram the private message arrives as a request the person must accept. | 4 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Answer Instagram messages and story reactions about products and deliveryNeeds a business account linked to a Facebook page and authorized through Meta. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Shoot photos and short videos of products on set | 8 | Person | — |
| Moderate sensitive public comments and agree collaborations with creators | 7 | Person | — |
What AI agents handle: Agents draft the posting plan, captions and reels, answer routine comments and Instagram messages, and publish approved posts once a person has set up the connector.
What stays with the person: The SMM manager keeps filming, the brand voice, sensitive public replies and relationships with creators.
What a manager tracks: Share of cards complete with price, photos and description · Time from new item to published card · Customer questions caused by unclear cards
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Draft short title and description variants for new product cards from supplier textThe person checks specs such as size, composition and care before publishing. | 6 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Re-stage product photos on white or new backgroundsWorks best from a sharp, well-lit photo with a readable label. | 5 | MyChatBot does it | Put a product photo into a new scene or white background |
| Create lifestyle and studio product images in named stylesDrafts cost from the agents balance; the person picks the final image. | 3 | MyChatBot does it | Shoot product photos in named studio and lifestyle styles |
| Turn product photos into short video ads | 2 | MyChatBot does it | Make a short video ad from a product photo |
| Spot-check a sample of cards for missing prices, photos and descriptionsSamples 10-15 products and reports only; the manager applies the fixes. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Photograph products and film details, samples and unboxing | 8 | Person | — |
| Check card facts against supplier data and approve before publishing | 7 | Person | — |
| Brief freelancers and keep photo and tone standards across cards | 4 | Person | — |
What AI agents handle: Agents draft card text and variants, restyle product photos, make short video ads and spot-check a sample of the catalog for gaps, so the manager reviews instead of writing from a blank page.
What stays with the person: The manager keeps shooting real products, checking every fact against the supplier and deciding what is good enough to publish.
What a manager tracks: Share of chats that end in an order · Speed of first reply · Average order value from chats
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer product, size and availability questions in chatsNeeds the catalog loaded; answers come from the last sync, not live stock. | 8 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Take chat orders: items, variants, delivery details and custom fieldsNeeds the Orders integration; one order system per assistant. | 5 | MyChatBot does it | Take an order in chat and record it in Orders |
| Send the checkout or payment link once the shopper decidesA person connects the Shopify store or Stripe account once; Shopify links cannot start subscriptions. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Nudge shoppers who stopped replying after asking about a productNeeds a published sequence and tag rule; WhatsApp Business and Messenger may refuse sends outside the messaging window. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Record contact details, labels and funnel stage for each shopperLabels and statuses must be created first. | 2 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Handle wholesale, bundle and custom requests and agree discounts | 7 | Person | — |
| Call hesitant or high-value customers to close the order | 5 | Person | — |
| Resolve stock-outs, substitutions and special delivery terms with the warehouse | 6 | Person | — |
What AI agents handle: Agents answer product questions in every connected messenger, take the order details, send the checkout link and follow up with shoppers who went quiet.
What stays with the person: The manager keeps wholesale and custom deals, discount decisions, phone calls with high-value customers and the exceptions that need the warehouse.
What a manager tracks: First response time · Share of questions resolved without escalation · Customer satisfaction with resolved cases
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine questions about delivery, payment, sizes and returns policyBuilt from the store FAQ and documents; a person keeps them current. | 7 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Answer visitors in the chat widget on the websiteA site owner pastes the generated snippet into the theme once. | 4 | MyChatBot does it | Answer visitors in a chat widget on your website |
| Reply to customer emails sent to the support Gmail addressNeeds a connected Gmail account and hand-over rules in the instructions for threads that need judgement. | 4 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Spot chats that need a person and pass them to an operatorA person writes the hand-over cases into the assistant instructions. | 2 | MyChatBot does it | Hand a chat to a human operator |
| File a follow-up task for a colleague when a customer raises an issueTask Manager must be connected; reminders arrive through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Resolve complaints about damaged, missing or wrong items and decide exceptions | 8 | Person | — |
| Process returns and issue refunds in the payment dashboardCancelling an order in MyChatBot never refunds it; refunds are issued in Stripe. | 5 | Person | — |
| Check parcel status with the carrier and update the customerShopify orders and carrier tracking are not synced, so the assistant cannot look them up. | 5 | Person | — |
What AI agents handle: Agents answer routine delivery, payment and size questions on messengers, the site chat and email, and hand a chat to an operator or file a task when a person is needed.
What stays with the person: The support agent keeps complaints about damaged or wrong items, exceptions, returns and refunds, and anything that needs checking with the carrier.
What a manager tracks: Orders shipped on the promised day · Share of orders with failed pickup or return · Orders recorded with complete delivery details
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record chat orders with items, address, phone and payment typeNeeds the Orders integration; the assistant never sets Collected or Not picked up. | 5 | MyChatBot does it | Take an order in chat and record it in Orders |
| Create the matching lead or order in the CRM with a chat linkOne CRM per assistant; a person connects it and chooses the fields. | 3 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Nudge customers who went quiet before paying or confirming an orderLead status is separate from order status, so a person sets the tagging rule and publishes the sequence. | 2 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Log incoming Stripe payments into a revenue sheetNeeds Stripe and Sheets connected; at most 12 payments an hour, so a log, not the books. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Pick, pack and label parcels for the courier | 10 | Person | — |
| Book couriers, enter tracking numbers and update package statusThere is no carrier integration; delivery service and tracking are filled in by hand. | 7 | Person | — |
| Follow up failed pickups and returns, and put returned items back in stock | 5 | Person | — |
| Count stock and agree shortages and delivery dates with suppliers | 4 | Person | — |
What AI agents handle: Agents turn chat conversations into order records, copy them into the CRM, nudge customers who went quiet before paying and log incoming Stripe payments in a sheet.
What stays with the person: The manager keeps everything physical and carrier-related: packing, couriers, tracking, failed pickups, returns and stock counts.
What a manager tracks: Share of products with correct price and stock · Time from new supplier item to live listing · Catalog gaps found per audit
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Add new products with SKUs, variants, categories and attributes | 8 | Person | — |
| Update supplier prices and stock in the store and the feed | 8 | Person | — |
| Set margins, sale prices and promo pricing | 5 | Person | — |
| Maintain product listings and feeds on external marketplaces | 4 | Person | — |
| Test that shoppers find the right item by name, attribute or photoDone in the assistant test chat after each large catalog change. | 2 | Person | — |
| Spot-check a sample of the catalog for missing prices, photos and descriptionsSamples 10-15 products and reports; the manager applies the fixes. | 3 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Sort new items into categories and extract attributes from supplier textThe output is a draft for the manager to check before loading. | 4 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Redo weak Prom.ua product photos that cost clicksProm.ua only; add the agent from the library, it uploads without a confirmation step. | 3 | MyChatBot does it | Redo weak marketplace product photos for Prom.ua |
What AI agents handle: Agents spot-check a sample of the catalog for gaps, draft category and attribute tags from supplier text and redo weak Prom.ua photos, so the manager works from a list of fixes.
What stays with the person: The manager keeps adding products, supplier price and stock updates, margin and promo pricing, and marketplace listings.
What a manager tracks: Books closed on schedule · Supplier invoices paid on time · Cash position known and reported
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Keep the books: record sales and expenses and reconcile payouts with the bank | 9 | Person | — |
| Prepare payroll and staff payments | 3 | Person | — |
| Calculate, report and file taxes and VAT | 6 | Person | — |
| Check supplier invoices and act documents and schedule payments | 5 | Person | — |
| Prepare cash flow and margin reports for the owner | 5 | Person | — |
| Handle refunds and chargebacks in the payment dashboardRefunds are issued in Stripe by a person, never from MyChatBot. | 4 | Person | — |
| Log incoming Stripe payments into a revenue sheetNeeds Stripe and Sheets connected; at most 12 payments an hour; the person reconciles with the bank. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log invoice and receipt emails into an expenses sheetNeeds Gmail and Google Sheets connected; checked about every 15 minutes, no accounting system. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
What AI agents handle: Agents can keep a running log of incoming payments and of invoice emails in spreadsheets, which saves retyping but is not bookkeeping.
What stays with the person: The accountant keeps the books, payroll, tax and VAT, supplier payments, refunds and every financial report, because none of that is covered by the platform.
What a manager tracks: Time to fill an open role · Candidates answered promptly · New staff settled after the first weeks
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Research candidate profiles for open roles into a sourced tableNeeds an agents balance; protected sites may block the browser and it says so. | 5 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-ups to quiet candidatesAdd HR Recruiter (Work.ua) first; it drafts only and a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Interview candidates, check references and make hiring decisions | 9 | Person | — |
| Onboard new staff and train warehouse and support shifts | 6 | Person | — |
| Keep leave, timesheets and staff records in order | 5 | Person | — |
| Prepare employment contracts and payroll inputs with the accountant | 4 | Person | — |
| Handle performance talks, conflicts and team morale | 5 | Person | — |
What AI agents handle: Agents build a sourced table of candidate profiles and draft follow-ups to candidates who went quiet, so the recruiter spends the time on conversations.
What stays with the person: The recruiter keeps interviews, hiring decisions, onboarding, contracts, staff records and every conversation about people.
What a manager tracks: Reports delivered on schedule · Recommendations the team acted on · Gaps found in customer conversations
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Compile weekly sales, orders, chat volume and cost per chat by channelSales come from recorded orders only; amounts in different currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Summarise last week's chats and leads: what shoppers asked, what went unansweredA read-only report; it needs an agents balance. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Review which follow-up campaigns get replies and which stalledThe analyst decides the changes; nothing is modified or sent. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Review conversations and score human operators' repliesScores finished hand-offs in batches; the analyst reads the reports. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Pull social post analytics and engagement trends into a reportNeeds the account key as a custom connector and a paid social plan; no ready-made report routine. | 3 | Possible with setup | Pull post analytics and engagement trends into a report |
| Analyse margin, assortment and repeat purchases from store and ad data | 9 | Person | — |
| Forecast demand and plan stock levels with the owner and buyersForecasting is not documented; sales figures come only from recorded orders. | 6 | Person | — |
| Run experiments on offers and pages and present recommendations | 7 | Person | — |
What AI agents handle: The dashboard shows the channel numbers, and agents write the weekly chat summary, the campaign reply report and the operator quality scores, so the analyst starts from finished inputs.
What stays with the person: The analyst keeps margin and assortment analysis, demand forecasts, experiments and the recommendations that follow from them.
Not live. Shopify orders are not synced and there is no carrier integration, so the assistant cannot check a Shopify order or poll a carrier. You can write in its instructions where shoppers can track a parcel, and a person handles anything beyond that.
Not by itself, because MyChatBot reads your product data from Shopify, not shoppers' carts, orders or customers. It can send timed follow-ups to shoppers who went quiet in a chat, once a person has built and published the sequence and attached it to the assistant. On WhatsApp Business and Messenger a follow-up can be refused after the messaging window has closed.
The assistant sends a link to your Shopify checkout with the chosen variants already in the cart, or a Stripe payment link for an order taken in chat, and the shopper pays in your Shopify checkout or on the Stripe-hosted page. A person connects Shopify or Stripe first, and issues any refund in the payment system, for example the Stripe dashboard, because cancelling an order in MyChatBot never refunds it.
The assistant answers from the last catalog sync, not live from your store. A person chooses the refresh period, for example once a day, and each Shopify checkout link is checked against your store when it is created, so an item that sold out since the last sync is normally caught before the link goes out.
Create an account, connect one channel and start with the roles where agents already cover the most hours.