Improve AI Responses
Fix a wrong answer so it never happens twice.
On this page
Your receptionist only knows what you’ve told it. When it says something wrong, the cause is always a missing or out-of-date detail, and fixing it once fixes it forever.
Twenty minutes a week, for a month
Owners who spend twenty minutes a week on this in their first month end up with a receptionist that handles calls better than a new hire would after a month of training. Those who never listen to a recording never find the one sentence costing them bookings.
The loop
- 1
Listen
Open Conversations and play a call — ideally one that was qualified but didn’t book. That’s where the problems hide.
- 2
Find the exact sentence
Read the transcript and highlight the line you’d have said differently. Be specific — “it sounded off” isn’t fixable.
- 3
Trace it to its source
Every sentence comes from one card in Business Config. See the table below.
- 4
Change that one detail
Edit and save. It applies to the next call — there’s no publish step.
- 5
Ring in and confirm
Ask the exact question you just changed the answer to. Ten seconds of checking beats hearing it wrong again next week.
One change at a time
Finding the source of a wrong answer
- A price or a fee
- Business Config → Services
- An opening time or a day
- Business Config → Hours
- A policy — warranties, payment, parking
- Business Config → FAQs
- A job you don't take, or a place you don't go
- Business Config → Services (add it as work you decline) or Profile (service area)
- Something long — a full price list, a warranty document
- Business Config → Grounding & Knowledge
- Your business name or how you're described
- Business Config → Profile
Three common fixes
1. It used your word, not your customer's
Fix: rename the service in Services from “service call diagnostic” to “call-out”. Small change, noticeably warmer call.
2. It didn't know something you answer daily
Fix: add it to FAQs. Behaving honestly when it doesn’t know is correct, but it shouldn’t need to twice.
3. It offered a slot you'd never promise
Fix: that’s your calendar, not your receptionist. Open emergency slots, or widen Hours. It can only offer what is genuinely free.
How long until you see it
Changes take effect immediately for new calls. Calls already in progress finish on the old briefing.
You should see the effect in your booked rate within a couple of weeks — check the Qualified → Booked conversion on the funnel before and after.
The detail is probably recorded in two places that disagree — for example a price in Services and a different one in an uploaded price list under Grounding & Knowledge. Make them match.