AI Receptionist

Let's build your receptionist.

About ten minutes. Every answer here is something the receptionist either says out loud or uses to decide what to do, so it is worth being specific. Anything you are unsure about, leave it and we will settle it on the call.

It saves as you go, so you can close this and come back.

About you

Which plan are we setting up?

Legal business name

Business address

Which state is the business in, and do you take calls from other states?

Your name

Your email

Your mobile number

Billing contact, if different from you

Your calls today

Two questions that decide which plan fits. They are first because you already know the answers.

How many calls a month do you get?

From your phone bill or carrier report, not an estimate. This decides your tier, so a real number matters more here than anywhere else on the form.

Roughly how long is a typical call?

Volume alone does not give minutes. Two businesses at the same call count land in different tiers.

The phone

The phone number the receptionist should answer

How should calls reach the receptionist?

Your business hours

Your time zone

What you do

What services do you offer?

Should the receptionist ever quote prices?

What is a new customer worth to you?

In one line, what is the business?

The receptionist says this in its opening sentence, so write it the way you would say it out loud.

Do you handle health information, or need a BAA?

If yes or not sure, stop here and tell me. It changes the platform agreement and has to be sorted before anything is built.

Handling calls

What counts as an urgent call, and what should happen?

A number to put urgent callers through to?

After hours and weekends: same handling, or different?

If it cannot take the call, how soon do you call back?

The receptionist promises this to every caller it cannot help, so it should be a promise you can keep.

Your systems

Which CRM do you use?

If you said Housecall Pro: which plan are you on?

Which calendar do you use for booking?

Do you want the receptionist to book appointments?

Do you expect the receptionist to text YOUR customers (confirmations, reminders)?

Who should I talk to about your calendar and systems?

Today

Who answers your phones now?

Anything else I should know before we build this?

Your receptionist

How it introduces itself and sounds.

What should the receptionist call itself?

How should your business name be said out loud?

Formal or casual?

What callers actually ask

The five questions you get asked most — and the answers

What do you NOT do?

If someone asks about a bill or an invoice, what should it say?

Urgent calls

For an emergency trade these are the most important answers on this form.

When should it tell the caller to hang up and ring 911 instead?

If the urgent number does not pick up, what then?

Who should never be put through?

What should it say when it puts someone through?

A first name. The receptionist says “connecting you to Dave now”, so this is the word the caller hears.

For text messaging registration

Required before the receptionist can text anyone. Carriers reject a legal-name mismatch, so copy it exactly from your IRS EIN letter.

Legal business name exactly as on your IRS EIN letter

EIN

A few names

So nothing stalls later waiting on who decides what.

Who approves the words the receptionist says?

One name. Script sign-off needs a single decision-maker or it drifts.

Who signs off that it is live and working?

One name. Can be the same person.

After launch, who asks for changes, and how often do you expect to?

This sizes your included change allowance.

The one number that tells you this is working

It becomes the headline of your monthly report, and it is measured automatically rather than argued about.

Booking

Only for Book and Revenue Desk.

What must it collect before booking?

What kinds of appointment, and how long is each?

How soon can someone book, and how far ahead?

Is it one person's calendar or several?

Any times you never want offered, even if the calendar looks free?

What confirmation does the customer get, and from whom?

Can it reschedule or cancel an existing appointment?

Urgent calls, continued

Who takes urgent calls, and when — one number, or a rota?

Should it handle Spanish as well as English?

Anything above that we have not built yet gets scoped on the 45-minute call rather than assumed. I would rather tell you now than at go-live.

Revenue Desk

The outbound and multi-line parts.

How many lines or locations should it answer?

Which outbound campaigns do you want, and where does the list come from?

Who should receive the quarterly review, and the 48-hour change requests?

The outbound runners need a live data source from you, so these are scoped together rather than switched on.

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