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Architecture

System Diagram

flowchart TD
    DB[(SQL Server\nmaster DB)] -->|nightly sync| SW[sync_worker.py]
    SW -->|writes| CACHE[cache/SKI_context.json\nper club]
    CACHE -->|read on startup\nand per request| API[FastAPI app.py\n127.0.0.1:8000]
    API -->|POST /api/chat| GEMINI[Google Gemini API\ngemini-2.5-flash]
    GEMINI -->|AI response| API

    BROWSER[Browser / Guest] -->|HTTPS| IIS[IIS\nreverse proxy]
    IIS -->|POST /api/chat| API
    API -->|JSON response| IIS
    IIS -->|HTTPS| BROWSER

    CMS[ai_chatbot_loader.asp\nper tenant] -->|includes| WIDGET[ai_chat_widget.asp]
    WIDGET -->|JavaScript| BROWSER
    CMS -->|reads| DB

Component Descriptions

API/python/app/app.py – FastAPI backend

The core of the solution. Exposes two endpoints:

Endpoint Method Description
/api/chat POST Receives message + history, returns AI reply
/health GET Health status for monitoring

Request format (POST /api/chat): 

{
  "tenant_id": "SKI",
  "message": "When does the driving range open?",
  "history": [
    {"role": "user", "content": "Hi"},
    {"role": "assistant", "content": "Hi! How can I help you?"}
  ]
}

The system prompt is built by build_system_prompt(tenant_id) which reads cache/{tenant_id}_context.json.

API/chatbot/sync_worker.py – Data sync

Runs as a scheduled Windows task (nightly). Reads the Clubs table in the master database for all clubs with boolChatbot = 1, queries 44 allowed tables per club, and writes the result to cache/{clubFolder}_context.json.

SKI/common-front/ai_chatbot_loader.asp – ASP loader

Runs server-side on every page view. Reads the AI_Chatbot_Settings table from the club's database and writes CSS variables and JS constants to the page (BOT_NAME, THEME_COLOR, WELCOME_MSG, BOT_LOGO_URL, TENANT_ID). Includes ai_chat_widget.asp dynamically if IsActive = 1.

SKI/assets/js/chatbot.js – Frontend widget

Vanilla JavaScript. Sends POST /api/chat with tenant_id, message and conversation history. TENANT_ID is injected from the ASP loader via <%=ROOT_FOLDER%>.

Deployment Diagram (IIS)

Internet
   │
   ▼
IIS Site (port 443)
   ├── URL Rewrite: /api/chat → http://127.0.0.1:8000/api/chat
   ├── URL Rewrite: /health   → http://127.0.0.1:8000/health
   └── Classic ASP pages (ClubsiteCMS)
            └── ai_chatbot_loader.asp (included in all pages)

Folder Structure (relevant files)

API/
├── chatbot/
│   ├── .env.example          ← Environment variable template (no real values)
│   ├── requirements.txt      ← Python dependencies
│   ├── sync_worker.py        ← Data sync
│   ├── cache/                ← Runtime JSON cache (not in repo)
│   └── logs/                 ← Runtime JSONL logs (not in repo)
├── python/
│   └── app/
│       └── app.py            ← FastAPI main file
├── INSTALL_CHATBOT_2.ps1     ← Installation script
└── START_CHATBOT_v2.ps1      ← Startup script

SKI/
├── ai_chat_widget.asp        ← Widget HTML
├── common-front/
│   └── ai_chatbot_loader.asp ← Server-side loader
├── assets/
│   └── js/
│       └── chatbot.js        ← Client-side JS
└── CSADMIN/
    └── files_setup/
        ├── cChatbot.asp      ← Admin settings UI
        └── scr_chatbot.asp   ← Save settings (UPSERT)