Configure Your Receptionist
The one screen where you change everything.
On this page
Everything your receptionist knows lives on one screen: Business Config. Change a detail there and the very next caller hears the new version. There is no retraining, no waiting, and no scripts to write.
Brief it like a new hire
A receptionist is only as good as its briefing. The businesses that get the most out of CaughtLeads treat this screen like the notes you’d leave a new hire on their first morning — specific, in plain language, and updated whenever something changes.
The one screen you’ll use
Open Business Config from the left menu. It’s a stack of cards, each covering one kind of knowledge. You can edit them in any order and save as you go.
- Profile
- Who you are, what you do, and where you work.
- Services
- The jobs you take, with prices where you're happy to quote.
- Hours
- When you're open, and your time zone.
- FAQs
- Answers to questions customers ask over and over.
- Grounding & Knowledge
- Longer material — a price list, a warranty policy, a service-area document.
- Owner alerts
- Who hears about a new lead, and how.
Business Config
screenshot coming soon
How to change what it says
Profile
The name here is spoken aloud on every call, so write it the way you say it. If your legal name is “Summit Comfort Air & Heating LLC” but you answer the phone with “Summit Comfort”, use the second one.
- Business name — as spoken, not as registered
- Trade — HVAC, plumbing, electrical, roofing, real estate, and so on
- Service area — the radius or the towns you'll actually drive to
- A one-line description of what you do
Services
List the work in your customers’ words. “AC not cooling” beats “refrigerant diagnostic”, because that’s what someone says at 8pm in July.
Say what you don't do, too
Hours
Set your opening times and time zone. Your receptionist still answers 24/7 — hours tell it when to say you’re open and which slots it may offer. Outside hours it captures the lead and books the first time you’re actually available.
FAQs
Every question you answer twice a week belongs here. Parking, payment methods, whether you charge for quotes, how long a typical job takes, what your warranty covers.
A good FAQ entry
Question: Do you charge for a quote?
Answer: Quotes for new installs are free. For repairs there’s an $89 diagnostic fee, and we waive it if you go ahead with the work that day.
Knowledge
For anything longer than an FAQ — a full price list, a warranty document, a list of the postcodes you cover — use Grounding & Knowledge. Your receptionist reads from it when a caller asks something specific, and quotes it rather than paraphrasing.
Owner alerts
Choose who gets told about a new lead and how. Most owners text themselves and email the office. You can also route alerts differently for urgent calls.
After you save
- 1
You save the card
Changes take effect immediately — there’s no publish step.
- 2
The next caller hears the new version
Calls already in progress finish on the old briefing. Everything after uses the new one.
- 3
You confirm it with a test call
Ring in and ask the exact question you just changed the answer to. Ten seconds of checking beats finding out from a customer.
Careful with prices
Example: fixing a real mistake
A caller asks about weekend work and hears something you’d never say:
The fix takes twenty seconds: open Hours, add Saturday 8am–1pm, save. The next caller who asks the same question is offered a Saturday slot.
Open the call in Conversations and read the transcript. The wrong sentence tells you which card it came from — a price is Services, an opening time is Hours, a policy is FAQs or Knowledge. Fix it at the source and it can’t come back.