Eleven typical roles of a small shop or shop chain, with the weekly tasks of one full-time person and the part of that work MyChatBot agents can handle.
In a small shop or shop chain, people keep the shop floor, the till, the stockroom, suppliers, money and the hard conversations, because that work is physical or personal. AI agents take the repeatable chat and phone work on the channels you connect: answering product and opening-hours questions, taking click-and-collect orders, nudging quiet shoppers and drafting content. Most roles stay mostly human, and the largest agent share sits in sales and support chats, social media, product content and marketing. 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 · Sales and chat volume by shop and channel · Open decisions and team workload
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set weekly priorities, walk the shops and run the team meeting | 6 | Person | — |
| Negotiate prices, terms and delivery schedules with suppliers and brands | 8 | Person | — |
| Decide assortment, seasonal buys and markdown rules with the stock manager | 5 | Person | — |
| Handle escalated complaints and talks with landlords, key customers and partners | 5 | Person | — |
| Decide on hires, contracts and tax matters with the accountant and lawyer | 5 | Person | — |
| Pull sales, orders and chat volume by channel for the weekly reviewTotals cover orders recorded in MyChatBot only, so till sales in the shop are not included. | 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. | 2.5 | MyChatBot does it | Write a short morning briefing on the account and market |
| Read the weekly summary of what shoppers asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads. | 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 chat and order numbers recorded in MyChatBot, a short morning note 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 and brand negotiations, assortment and markdown decisions, the shops themselves, escalated customer and landlord talks, hiring, contracts and everything to do with tax and money.
What a manager tracks: Cost per order or visit by channel · Share of repeat customers · Campaign calendar delivered on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the seasonal sale calendar and budgets, and approve creatives | 6 | Person | — |
| Set up, adjust and optimise ad campaigns, audiences and bidsAgents cannot edit campaigns, bids or budgets in ad platforms. | 9 | Person | — |
| Plan in-store promotions, window displays and signage with brand reps and the floor team | 6 | Person | — |
| Plan a sale launch: captions, hero images and a landing pageRuns on request in chat, not on a schedule; uses the agents balance; the manager briefs and reviews. | 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 segmentA person builds the campaign; people who never wrote need Personal WhatsApp, Telegram account, Viber, email or SMS. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Follow web news on named competitors and retail topicsThe manager names the competitors and topics to watch before each run. | 2.5 | MyChatBot does it | Watch competitors and market news and write a brief |
| Review which follow-up campaigns get replies and what to changeA report only; the manager decides which changes to make. | 2.5 | MyChatBot does it | Review which follow-up campaigns get replies |
What AI agents handle: Agents draft launch copy, hero images and ad variants on request, message customer segments once a person sets up the campaign, follow named competitors in the news and report which follow-up campaigns get replies.
What stays with the person: The manager keeps strategy, budgets, ad-platform work, in-store promotions and relationships with brands, 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: new arrivals, offers, hooks and captionsNeeds an agents budget; delivers a plan to paste, which the manager adjusts to promos and stock. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variants for each new arrival or offerNeeds an agents budget; attach the catalog or FAQ as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Plan three vertical reels with captions, optional music and a posting planAbout $4 per pack; generated from photos and scripts, so filmed shop footage is not edited. | 3 | 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 commenter must accept the private message request. | 3.5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Answer Instagram messages and story reactions about stock, sizes and opening hoursNeeds a business account linked to a Facebook page and authorized by Meta; stock reflects the last sync. | 4.5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Shoot photos, stories and short videos in the shop and of new arrivals | 9 | Person | — |
| Moderate sensitive public comments and agree collaborations with local creators | 7 | Person | — |
What AI agents handle: Agents draft the posting plan, captions and reel concepts, 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 in the shop, the brand voice, sensitive public replies and relationships with local 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 items from supplier textNeeds an agents budget; the person checks specs such as size, composition and care before publishing. | 5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Sort new items into categories and extract attributes from supplier textNeeds an agents budget; the output is a draft that the person checks before loading the catalog. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Re-stage product photos on white or new backgroundsEach edit draws from the agents balance; works best from a sharp, well-lit photo with a readable label. | 4 | 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. | 2.5 | MyChatBot does it | Shoot product photos in named studio and lifestyle styles |
| Spot-check a sample of cards for missing prices, photos and descriptionsSamples 10-15 products and reports only; the person applies the fixes. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Photograph new arrivals and film details on a shooting table | 9 | Person | — |
| Check card facts, sizes and prices against supplier data and approve before publishing | 7 | Person | — |
| Keep online cards, shelf labels and price tags in step with each other | 4 | Person | — |
What AI agents handle: Agents draft card text, tag and categorise new items from supplier text, restyle product photos 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 photographing real items, checking every fact against the supplier and keeping shelf labels, price tags and online cards in line.
What a manager tracks: Share of chats and calls 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 chats, also from a customer's photoPhoto search needs image indexing on; feed and sheet answers come from the last sync, not live stock. | 6 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Take click-and-collect and delivery orders in chat: items, variants, store and contact detailsNeeds the Orders integration; a person adds pickup-store and size or colour fields; it never sets Collected. | 4 | 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 Shopify or Stripe once; a paid order cancelled in MyChatBot is never refunded. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Answer inbound calls on the number you connect and qualify the request by voiceNeeds a SIP trunk or Twilio number; the channel starts switched off and bills per minute of call. | 4 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Nudge shoppers who stopped replying after asking about a productNeeds a published sequence and status or label targeting; WhatsApp and Messenger may refuse sends after the window. | 2 | 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. | 1.5 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Advise on complex purchases: fit, compatibility, bundles and gifts | 10 | Person | — |
| Agree bulk and corporate orders and discounts, and call hesitant buyers to close | 8 | Person | — |
What AI agents handle: Agents answer product questions in every connected messenger and on a connected phone number, take click-and-collect and delivery orders, send the checkout link, record contact details and, once a person publishes a sequence, follow up with shoppers who went quiet.
What stays with the person: The consultant keeps advice on complex purchases, bulk and corporate deals, discount decisions and the calls that close a hesitant or high-value customer.
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 hours, locations, returns, exchanges and warranty termsBuilt from the shop FAQ and documents; a person keeps them current. | 8 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Reply to customer emails sent to the support Gmail addressNeeds a connected Gmail account; a person writes hand-over rules for complaints and warranty cases. | 4 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Flag chats that need a person and hand them to the operatorA person writes the hand-over cases into the assistant instructions. | 2 | MyChatBot does it | Hand a chat to a human operator |
| Transfer a live call to the shop operator when the caller asks for a personPhone only; needs the Calls channel; a person sets the operator number and the transfer condition. | 1.5 | MyChatBot does it | Transfer a live phone call to a human operator |
| File a follow-up task for a colleague when a customer raises an issueTask Manager must be connected; each task is tied to a lead and reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Resolve complaints about defects, wrong sizes or damaged goods and decide exceptions | 8 | Person | — |
| Process returns and exchanges, and issue refunds at the till or in the payment dashboardCancelling an order in MyChatBot never refunds it; refunds are issued in the payment system. | 6 | Person | — |
| Handle warranty and repair claims with brands and service centres | 5 | Person | — |
What AI agents handle: Agents answer routine questions about hours, locations, returns and warranty on messengers and email, hand a chat or a call to a person and file a task when a colleague is needed.
What stays with the person: The care agent keeps complaints about defects and wrong items, exceptions, returns, refunds and warranty claims, because they need a decision and often a payment system or a brand.
What a manager tracks: Stock accuracy after counts · Share of items out of stock · Supplier deliveries received on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Receive deliveries, check them against the invoice and put goods on the shelf | 7 | Person | — |
| Count stock, run stocktakes and write off damaged or expired items | 6 | Person | — |
| Book receipts, transfers between shops and price changes in the stock systemStock and prices are edited by hand in the catalog or your own system. | 5 | Person | — |
| Plan reorders, seasonal buys and markdowns from sales and shelf dataDemand forecasting is not documented; the weekly summary only shows what customers asked. | 7 | Person | — |
| Agree shortages, supplier returns and delivery dates with suppliers | 5 | Person | — |
| Read the weekly summary of what customers asked for and what went unansweredNeeds an agents balance and a person to run it; it only reads; reorders stay with the manager. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Spot-check a sample of catalog 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 |
| Triage supplier emails and draft replies about delivery dates and shortagesNeeds Gmail connected and the never-send rule written into its instructions; a person sends the drafts. | 3 | Possible with setup | Triage the inbox and draft replies |
What AI agents handle: Agents write a weekly summary of what customers asked for, spot-check a sample of the catalog for gaps and, once a person sets it up, triage supplier emails and save draft replies.
What stays with the person: The manager keeps receiving and shelving goods, counts, stock and price changes, reorder and markdown decisions and every conversation with suppliers.
What a manager tracks: Customers served without a queue · Till differences at closing · Shelves and displays kept in order
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Greet, advise and help customers choose and try on goods on the shop floor | 12 | Person | — |
| Run the till: sales, returns, exchanges, receipts and card payments | 9 | Person | — |
| Set out new arrivals, refill shelves and tidy fitting rooms and displays | 6 | Person | — |
| Change price tags and set up promo signage | 2.5 | Person | — |
| Pack click-and-collect orders, hand them over and update the order statusThe assistant never sets Collected or Not picked up; staff set the package status by hand. | 2.5 | Person | — |
| Open and close the shop, count the till and handle cash | 3 | Person | — |
| Answer WhatsApp questions about hours, location and listed products between customersNeeds a Business account or a QR-paired personal number; product answers come from the loaded catalog. | 4 | MyChatBot does it | Answer customer questions on WhatsApp |
What AI agents handle: Agents take over the repeat WhatsApp questions about hours, location and listed products, so staff can stay with the customer in front of them.
What stays with the person: Staff keep everything physical and personal: advising and fitting, the till, shelves and displays, price tags, handing over orders and cash.
What a manager tracks: Books closed on schedule · Supplier invoices paid on time · Till, card and bank figures reconciled
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Keep the books: record sales and expenses and reconcile till, card and bank payouts | 10 | Person | — |
| Prepare payroll and shift staff payments | 4 | Person | — |
| Calculate, report and file taxes and VAT | 6 | Person | — |
| Check supplier invoices and delivery notes and schedule payments | 5 | Person | — |
| Post stocktake results and write-offs and calculate cost of goods sold | 3 | Person | — |
| Prepare cash flow, margin and per-shop reports for the owner | 5 | Person | — |
| Log incoming Stripe payments into a revenue sheetCovers Stripe checkout payments only, not till or terminal sales; at most 12 payments an hour. | 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 Stripe checkout 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, stocktake postings 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. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-ups to quiet candidatesNeeds the HR Recruiter (Work.ua) agent and candidates in your CRM; it drafts only, a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Interview candidates, check references and make hiring decisions | 7 | Person | — |
| Build shift rosters and arrange weekend and seasonal cover | 6 | Person | — |
| Onboard new staff and train them on products, the till and service standards | 7 | 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 morale across shifts | 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, rosters, 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 |
|---|---|---|---|
| Pull weekly sales, orders, chat volume and cost per chat by channel from the dashboardSales come from recorded orders only, so till sales are not included; 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 unansweredNeeds an agents balance and a person to run or schedule it; it only reads. | 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 turnover and promo results from till and stock dataTill and stock data come from your own systems, not from MyChatBot. | 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 | — |
| Compare shops, test offers and shelf layouts and present recommendations | 6 | 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, turnover and promo analysis from till data, demand forecasts, shop and offer experiments and the recommendations that follow from them.
Only as far as the catalog you load holds per-shop stock. A product feed or spreadsheet is read at its last refresh, usually about every hour with auto-update on, so it can lag behind the shelf, while the in-app Products catalog gives live price and per-warehouse stock, for example one warehouse per shop, once a person configures catalog sync. The assistant does not read your till, so shop sales reach the counts only through your feed or sheet, or when a person records them.
Partly, as an order. With the Orders integration the assistant collects the items and contact details, plus a pickup-store field and size or colour fields that a person adds, and records the order. Staff set the package status by hand, because the assistant never sets Collected or Not picked up, and stock is reserved on confirmation only for products tracked in the in-app catalog with warehouses; with a feed or sheet catalog nothing is held.
Yes, on a number a person connects through a SIP trunk or Twilio. A person switches the Calls channel on, because it starts off, and can set a condition that transfers a live call to your operator number. The transcript and recording land in the client's chat, calls bill per minute from the AI message balance, and the voice assistant works from a snapshot of the knowledge base taken when the channel was created, so later changes to the knowledge base, such as new products, reach it only after the channel is recreated.
That is your choice. Without a Work Hours schedule the assistant answers at any hour; with one, it stays silent outside the hours you set, sends no away message and does not answer the backlog later. Your team can reply by hand at any time, and a follow-up sequence can re-engage the quiet chats once a person has published it and attached it to the assistant.
Create an account, connect one channel and start with the roles where agents already cover the most hours.