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AI Receptionist Setup: Service Expectations

What's included?​

CRM pipeline and lead management​

To properly manage your leads, we will create a smart list and a sales pipeline for you in the CRM. The smart list automatically pulls all web chat and form leads into a single contact list, while the pipeline tracks new opportunities and can show the dollar value of each lead. You will also receive tasks and notifications for new leads.

Booking, inventory, and service area connections​

  • Appointment Booking: We can connect your calendar to the AI Receptionist to book appointments on your behalf. If a direct connection via API is not possible, the receptionist will provide a booking link to your customers instead.
  • Service Area Lookup: For service-based businesses, we can configure a custom capability that handles zip code lookups to ensure leads are within your service area.
  • Inventory Connection: For retail stores with an e-commerce website, we can set up a custom capability (through an open API) to look up inventory information and provide real-time updates.

Automation creation​

Our team will set up 3-5 automations depending on your business needs. These automations will send you notifications for new leads and also send follow-ups to your leads to ensure they have a way to reach you.

The setup process​

The process involves a series of calls and configuration steps to get your AI Receptionist running effectively.

1. Initial training call​

Our experts will lead an onboarding call to understand your business needs and adjust pre-built lead capture workflows to suit you. We will come to the call with your chat receptionist already set up with your branding and a customized communication style to demonstrate. During this call, we will refine any additional knowledge sources and communication instructions together.

  • Timeline: An onboarding call can be booked in as little as one business day, depending on availability.
  • For U.S. Businesses: A2P registration is required to validate the use of SMS. Please be ready with your legal business information for this process, which can take up to two weeks to complete.

2. AI Receptionist configuration​

Using the refinements from the onboarding call, we will finish setting up your AI Receptionist and enable its voice settings. We will also create a lead capture form for your website, set up SMS registration, configure missed-call-text-back or SMS follow-up messaging, and enable AI Voice capabilities to ensure you never miss a lead.

  • Timeline: Your AI Receptionist will be complete in 1 business day, or 3 business days for workflows with custom integrations.
  • Requirement: We require access to the backend of your website to install the chatbot and lead form.

3. Onboarding and walkthrough call​

This call will be used to walk you through the newly configured lead capture process. Our experts will show you where to find your leads, how to engage in conversations, and how to create additional tasks for your sales team.

  • Timeline: This call can be booked in as little as one business day after the AI Receptionist setup is complete.

4. 30-day check-in call​

This call is scheduled to review your conversations, determine what knowledge or custom instructions need to be updated or refined, and ensure your AI Receptionist is communicating effectively. Before this call, our team will review 5-10 conversations to provide recommendations for improvement.

  • Timeline: This call will be booked 3-4 weeks after the completion of your AI Receptionist setup.

Frequently asked questions (FAQs)​

How does the AI-assisted web chat capture leads?

When a customer interacts with the chat on your website, the AI will reply with simple conversational behavior designed to get a name and mobile phone number. This ensures you capture the lead and can follow up later. The AI can answer basic questions about your business, such as location and hours, based on your business profile and website.

How much does the chatbot know about the business?

The chatbot can be given "knowledge" from the business profile to answer basic questions about services, location, and hours. You can also upload additional text to add FAQs, service details, and instructions on how to book appointments so the web chat can converse accurately with website visitors.

How do I know when a new lead comes in?

You will receive an email or SMS notification (or both) when a customer uses the web chat or lead form on your website. The customer will also receive a message letting them know a team member will be in touch soon. All of these messages can be customized.

Can you create custom automations for me?

We do not currently offer custom automation creation. The setup includes a standardized list of workflows designed to get your business running quickly. During the onboarding call, we will discuss your needs and make adjustments to our pre-built lead-capture automation templates.

Is there a simpler option for web chat installation?

If you are looking for a simple code installation and have our Website Support service active, our Website Support team can install the web chat code. This does not offer a full end-to-end configuration of the web chat, and is only for basic code installation.

Can the AI Receptionist create a quote or book an appointment?

Using the knowledge base, we can give the chatbot the information it needs to create a basic quote or estimate. If you use the platform's calendar, the AI Receptionist can book appointments on your behalf.

Is the AI Receptionist HIPAA compliant?

The AI Receptionist is not HIPAA compliant, which means it should not handle PHI. PHI (Protected Health Information) is any personal information about someone's health that can identify them, such as medical conditions, treatments, test results, insurance details, or a name combined with a medical question.

The AI Receptionist is HIPAA-pursuant, which means it can be used in a way that supports HIPAA rules as long as no PHI is shared. It's safe to use for simple tasks like answering general questions, sharing office hours, or helping book appointments without medical details. Healthcare organizations are responsible for making sure the AI is used this way.