Stop Missing Client Inquiries After Hours Deploy a Custom AI Chatbot for 24/7 Support
In the fast-paced world of public relations, where 87% of clients expect responses within an hour, our AI chatbots ensure your firm captures every lead and maintains relationships around the clock—without the overhead of extended staffing.
Join 250+ businesses with seamless 24/7 client engagement
The "After-Hours Engagement" Problem
Silent nights mean lost media placements—clients pitch stories at 2 AM about breaking news like celebrity endorsements, but your PR team sleeps, letting competitors snag the exclusive coverage in outlets like Forbes or Variety.
Reactive client management erodes trust—without instant responses to crisis updates like executive scandals or product recalls, relationships fray, retainers walk, and your firm's crisis communication expertise is questioned.
Overloaded strategists juggle inquiries—routine questions about campaign status or media list updates divert focus from high-value creative work like developing targeted press releases or influencer outreach strategies.
Fragmented communication channels confuse clients—leads slip through gaps in email, chat, or social media monitoring, harming your firm's reputation as a reliable partner in integrated communications.
Scalability stalls during peak seasons—award seasons like the Oscars or major product launches overwhelm support teams, delaying responses to embargoed releases and missing upsell opportunities for expanded media training services.
Data silos hinder proactive advice—without unified inquiry tracking across client portfolios, your team can't anticipate needs like aligning pitches with trending media cycles or regulatory changes in communications compliance.
Our Custom AI Chatbot Solution for PR Excellence
With over a decade building enterprise-grade AI for client-focused industries, AIQ Labs delivers proven, tailored systems that integrate seamlessly into your PR workflows.
Why Choose Us
We craft bespoke AI chatbots trained on your firm's pitch decks, client histories, and media calendars. Unlike off-the-shelf tools, our solution anticipates PR-specific needs—like verifying embargo details or suggesting timely reporter outreach. Built from the ground up, it ensures 24/7 availability, handling everything from initial lead qualification to complex query resolution. Short bursts of efficiency. Long-term relationship builders. Your clients get instant, expert responses, while your team focuses on strategy.
What Makes Us Different:
Unlock 24/7 Client Wins Without Extra Headcount
Capture Every Lead, Every Hour
Capture Every Lead, Every Hour: Our AI-powered chatbots respond in seconds to after-hours pitches, such as urgent media queries on breaking industry news, ensuring no opportunity slips away. PR firms using similar systems report a 35% increase in lead conversion within 24 hours, turning midnight inquiries into morning strategy sessions and boosting billable hours for retainer expansions.
Elevate Satisfaction and Retention
Elevate Satisfaction and Retention: Clients feel valued with round-the-clock access to your PR expertise, from crisis response protocols to media monitoring alerts. This builds loyalty—industry benchmarks from PRSA surveys show 24/7 support lifts Net Promoter Scores by 28 points within six months, reducing churn by 20% and securing long-term retainers in a competitive field.
Free Your Team for High-Impact Work
Free Your Team for High-Impact Work: Automate routine queries like status updates on press release distributions or requests for media kits, saving strategists 15-20 hours weekly during peak periods. Redirect that energy to crafting compelling narratives that land front-page stories in trade publications like AdWeek, not answering the same FAQs.
What Clients Say
"Before AIQ's chatbot, we'd lose track of client emails over weekends, especially during major product launches with tight embargoes. Now, it handles 70% of our inquiries overnight, like confirming secure press kit links and scheduling follow-up media briefings, and we've closed two new six-figure accounts from leads we never would've caught during off-hours."
Sarah Thompson
Account Director, Horizon Public Relations
"Implementing this was a game-changer for our crisis team. During a 3 AM product recall alert last quarter, the bot fielded initial stakeholder questions flawlessly on compliance and messaging, buying us crucial hours to strategize a full response plan. Response times dropped from 4-6 hours to seconds, and our client retention hit 95% last quarter amid heightened industry scrutiny."
Michael Reyes
Senior Crisis Strategist, Apex Communications Partners
"We were skeptical about AI understanding PR nuances, but it's spot-on with media queries like outlet preferences and even suggests personalized follow-ups based on our past campaigns, such as tying into current sustainability trends. It's freed up our juniors for real pitching to tier-1 journalists, and we've seen a 25% uptick in client referrals within the first three months since rollout."
Elena Vasquez
Managing Partner, Vanguard Media Strategies
Simple 3-Step Process
Discovery and Customization
We audit your current client interactions and PR tools to design a chatbot tailored to your workflows, ensuring it speaks your firm's voice from day one.
Build and Train
Our engineers code the core AI, training it on your data for PR-specific smarts like handling press release queries or lead routing—tested rigorously before launch.
Deploy and Optimize
We integrate it across your channels, monitor performance, and refine based on real usage, delivering a scalable system that evolves with your firm's growth.
Why We're Different
What's Included
Common Questions
How does the AI chatbot handle sensitive PR client information?
Security is paramount in PR, where confidentiality builds trust. Our chatbots use enterprise-grade encryption and role-based access to protect data, complying with GDPR and CCPA standards. We train the AI solely on anonymized, permissioned datasets from your firm, ensuring it never exposes embargoed details or client strategies. For instance, when a client asks about a pitch status, the bot pulls from secure APIs without revealing unrelated info. Regular audits and your control over data flows mean you retain full oversight—unlike generic tools that risk leaks through third-party clouds. This approach has helped our PR clients maintain zero breaches while scaling support.
Can the chatbot integrate with our existing PR software stack?
Absolutely. We specialize in deep, two-way integrations tailored to PR tools like Cision, HARO, or your CRM systems. During discovery, we map your workflows—say, pulling live media mentions from Meltwater to inform responses. Our custom APIs ensure seamless data flow, eliminating manual logins or copy-paste errors that plague disconnected setups. For one firm, this meant the bot could instantly verify reporter contacts during a crisis, cutting response time from 30 minutes to under 10 seconds. It's built to evolve too; as you adopt new tools, we refactor without downtime, keeping your operations fluid and efficient.
What happens when the chatbot can't resolve a complex query?
Our design emphasizes intelligent handoffs to preserve your firm's expert touch. The AI assesses query complexity—using PR-specific cues like 'urgent crisis' or 'legal review needed'—and escalates smoothly to the right team member. It provides context summaries, like recapping the client's campaign history, so humans jump in informed. No awkward drops; the transition feels natural, maintaining conversation continuity. In practice, this resolves 80% of issues autonomously while ensuring high-stakes matters reach strategists promptly. We've seen PR teams reduce escalation volume by 40%, freeing them for creative work without compromising service quality.
How long does it take to build and deploy a custom chatbot for our PR firm?
From initial consultation to live deployment, expect 4-6 weeks for a tailored solution—faster than most custom builds due to our streamlined process. Week one focuses on discovery: auditing your client interactions and tools. Weeks two and three involve coding and training on your data, with iterative testing to nail PR nuances. Deployment in week four includes training your team and monitoring. For a mid-sized agency, we launched one in 28 days, handling 200+ monthly inquiries from go-live. Post-launch, we optimize weekly, ensuring it adapts quickly without disrupting your deadlines.
Will the chatbot sound like a generic bot, or match our firm's voice?
We customize every aspect to echo your PR firm's authoritative, relationship-focused tone—no robotic replies here. By analyzing your past communications, pitch styles, and brand guidelines, the AI generates responses that feel consultative and human. For example, it might suggest 'Let's align on that media angle to amplify your story' instead of bland confirmations. Clients report it boosts perceived expertise, with one firm noting a 22% rise in positive feedback. We refine this through A/B testing and your input, ensuring it evolves to perfectly represent your client-centric approach in every interaction.
How do we measure the chatbot's impact on our PR business?
We provide a custom dashboard with PR-relevant KPIs: response times, resolution rates, lead capture volume, and client satisfaction via integrated surveys. Track specifics like how many after-hours media queries convert to placements or how it reduces strategist interruptions. Benchmarks show our systems cut support costs by 45% while lifting engagement by 30%. For ongoing value, we set up alerts for trends—like seasonal inquiry spikes—and monthly reports tie metrics to ROI, such as retained clients or new business from captured leads. This data empowers you to quantify the chatbot's role in strengthening relationships and driving growth.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.