Set Up Your AI Receptionist

The complete setup, start to finish. Budget about 30 minutes if you want to do it properly, including a test call. You can stop after any part and come back — nothing goes live until Part 4.

What you’ll end up with#

• A receptionist that answers every call, day or night
• Callers hearing your services, your prices and your hours
• Appointments booked straight onto your calendar
• An alert on your phone the moment a lead lands
• A dashboard showing what it recovered

Before you start#

Have these to hand — it makes the whole thing one sitting instead of three:

• Your business name as you say it on the phone
• The jobs you take, and the ones you turn down
• A typical price or call-out fee for the common jobs
• Your opening hours, including Saturdays
• Your calendar login
• The mobile number that should get lead alerts

Part 1 — teach it your business#

1. 1

   Fill in your profile

   Business Config → Profile. Name, trade, service area. Write the name the way you’d answer the phone — it’s spoken aloud on every call.

2. 2

   List your services

   Services. Use your customers’ words, not your invoice codes. Add the jobs you don’t take too, so it declines politely instead of booking a visit you’d cancel.

3. 3

   Set your hours

   Hours. Opening times and time zone. It still answers 24/7 — this controls which slots it can offer and when it says you’re closed.

4. 4

   Add your five most-asked questions

   FAQs. Do you charge for quotes? Do you take card? How soon can you come out? Every one you add is a call that doesn’t need you.

Part 2 — connect your calendar#

Without this, your receptionist captures leads but can’t book. With it, it offers real open slots and puts the appointment straight on.

1. 1

   Open Connections

   Pick your calendar and sign in when prompted.

2. 2

   Choose which calendar to book onto

   Usually your main work calendar, not a personal one.

3. 3

   Check a slot appears

   Your availability should now reflect what’s genuinely free within your business hours.

Part 3 — test it#

Do not skip this. Two minutes here saves an awkward call with a real customer.

1. 1

   Ring it and behave like a customer

   Describe a real job the way a customer would — vague, mid-sentence, with background noise if you can.

2. 2

   Push on a price

   Ask what it costs. Check the answer is one you’d actually stand behind.

3. 3

   Try to book

   Take a slot and confirm it lands on your calendar with the right details.

4. 4

   Ask something it won't know

   Confirm it says a person will follow up rather than inventing an answer. That’s the behaviour you want.

Part 4 — go live#

Your first week#

1. 1

   Listen to the first five calls

   The fastest tuning you will ever do. Note anything you’d have said differently.

2. 2

   Fix exactly those things

   One detail at a time, in Business Config. Each fix is permanent.

3. 3

   Check the dashboard on day seven

   Look at answered calls first. That jump is the change you just made to your business.