AI Receptionist Help Center

Yes! During your free trial, you can freely switch between plans to explore different features and determine which subscription plan works best for your needs.

When you start your trial, you're assigned a temporary phone number. To make it permanent, click 'Lock In Number' in your Dashboard Profile. You can either keep your randomly assigned number or search for a different number with a specific area code or vanity digits. Once locked in, this becomes your permanent AI Receptionist phone number.

Your account rolls into a paid subscription based on the plan you selected. You'll be billed monthly or yearly.

You can purchase additional minutes in 30-minute blocks when you exceed your monthly plan allowance. Go to your Dashboard Profile to buy extra minutes, and your purchase history will be displayed below the purchase option.

Go to the Dashboard Profile and click on "Manage Subscription". Subscriptions are managed by Stripe.

Go to the Dashboard Profile and click on "Manage Subscription". Subscriptions are managed by Stripe.

Have your team member create a free account. Then send us an email and we will link the accounts.

On the Business plan, you can link up to five external AI Receptionist accounts. Each linked team member can configure their own notification preferences for email and/or SMS alerts, choosing either instant notifications or daily scheduled summaries.

The AI will stop taking new calls until your minutes reset or you upgrade your plan. You'll receive a notification if this happens.

Yes. Just forward your calls from your current number to your assigned AI Receptionist number.

Learn more: Call Forwarding

Yes. You can search for available numbers in your area or with specific digits.

From the Call Activity table, click the eye icon (View Transcript button) next to any call. This opens the transcript view where you can read the full conversation, download it, and access other call information including analytics and reviews.

From the Call Activity page, click on any call to view its transcript. At the top of the transcript page, click the 'Generate Audio' button to create playable audio for the entire conversation with actual caller and AI receptionist voices. You can then play individual transcript segments in the browser or download the complete audio file.

Yes! The Call Activity table has sortable columns. Click on any column header (date, time, caller, category, urgency, duration, or status) to sort the calls by that field in ascending or descending order.

Yes! The Call Activity page updates in real-time as new calls arrive. You can view the transcript of a call while it's in progress by clicking on the active call in your call list.

Each call includes comprehensive analytics: primary and secondary categories, tags, reviews and notes about how the receptionist handled the call, caller emotion analysis, call purpose summary, critical review, and suggested improvements for future calls. You'll also see an AI-generated summary of the conversation including the purpose and key details.

From the Call Activity table, click the 'Copy Transcript Link' action button next to any call. This copies a direct URL to that specific call transcript that you can share with team members or save for reference.

Yes! Google Calendar integration is available. Contact us if you want to see a different calendar integration.

Yes! The AI can schedule appointments by integrating with Google Calendar. Once connected, your AI checks your real-time availability during calls and books appointments directly while speaking with callers. It automatically sends calendar invitations to both you and the caller, eliminating phone tag and ensuring your schedule stays organized without manual intervention. The AI can also collect necessary information from callers and add all relevant details to each calendar event.

You can configure minimum and maximum appointment durations, select which specific calendars from your Google account to use for scheduling, and toggle appointment scheduling on or off at any time. The integration respects your calendar's busy times, working hours, and buffer periods to ensure appointments are only scheduled when you're truly available.

We require minimal permissions for the connection: read access to your connected calendars (to check availability) and write access to create calendar events (to schedule appointments). These are the only permissions needed for the AI Receptionist to function with your calendar.

Security is our top priority. We use OAuth 2.0 for authentication, store credentials securely, and never have access to your calendar data beyond what's necessary for scheduling. Our integration is built with enterprise-grade security practices to protect your sensitive calendar information.

Learn more: Read About Our Security Architecture

The Analytics dashboard shows today's statistics and 7-day trend plots including total calls, average call time, total duration, and unresolved calls. You can view call volume trends over time, track peak calling hours, monitor call duration statistics, and analyze caller patterns to understand your business better and identify busy periods.

Your name is the person or business name that the AI receptionist represents. This is crucial when callers ask for you by name - the AI needs to know who it represents. Your timezone helps the AI accurately answer questions about business hours, schedule appointments correctly, and handle time-based instructions. Setting both ensures your AI provides accurate, context-aware responses to callers.

Use your carrier's star codes. Typically, *72 enables forwarding and *73 disables it. Check with your carrier for details.

Learn more: Call Forwarding

Enable SMS or email alerts in the Settings menu. You can opt for instant alerts or daily summaries.

Learn more: System Emails | Blog: Latest Features

Yes, this just needs to be included in the "Transfer Rule" section under Settings. Examples of transfer rules: "Only if the caller is listed in our contacts", "Only if it's my wife or one of my children", "Only if it's urgent".

Call transfer permission allows you to get a real-time notification asking you to allow or deny a call transfer. This ensures you're never interrupted at inconvenient times while still allowing urgent or important calls to reach you.

Learn more: Call Transfer Permission | Blog: Control Your Calls

SIP (Session Initiation Protocol) and VoIP (Voice over Internet Protocol) integration allows you to receive call transfers through your internet-based phone system instead of traditional phone networks. This is ideal if you use business phone systems like RingCentral, 8x8, Vonage, or other VoIP providers. Configure your SIP settings in My Contact by entering your SIP host address, username, password, and extension to enable transfers directly to your VoIP system.

Learn more: SIP Integration | Blog: SIP Integration Guide

Boss Mode allows you to call your AI from your own phone and speak to it as the account owner. You can request updates, change settings, and manage preferences verbally.

Learn more: Boss Mode | Blog: Stay in the Know

You can manage up to 20 contacts in your contact list. This feature is available on the Business plan subscription.

For each contact, you can set their name, timezone, email address, phone number, and extension. You can also configure enable call transfers, set transfer rules, and choose between phone network or SIP/VoIP for receiving transferred calls.

Each contact can receive automated email notifications directly from the AI Receptionist. Configure instant alerts when calls come in, or set up daily summary emails with call activity. Contacts can choose which notifications they want to receive and customize their preferences independently.

Learn more: System Emails

Go to the AI Personality page where you can select from 10 different voices and adjust personality traits like tone, speech pace, and formality using five personality trait sliders to match your brand.

Yes. The AI supports 50+ languages and will automatically detect and respond in the caller's language. Supported languages include: Afrikaans, Arabic, Azerbaijani, Belarusian, Bulgarian, Bosnian, Catalan, Czech, Welsh, Danish, German, Greek, English, Spanish, Estonian, Persian, Finnish, French, Galician, Hebrew, Hindi, Croatian, Hungarian, Armenian, Indonesian, Icelandic, Italian, Japanese, Kazakh, Kannada, Korean, Lithuanian, Latvian, Maori, Macedonian, Marathi, Malay, Nepali, Dutch, Norwegian, Polish, Portuguese, Romanian, Russian, Slovak, Slovenian, Serbian, Swedish, Swahili, Tamil, Thai, Tagalog, Turkish, Ukrainian, Urdu, Vietnamese, and Mandarin Chinese. (Interface support for other languages coming soon.)

Go to the AI Settings page and edit the Greeting Message field with the exact words you want your AI to say when answering calls. This is the first thing callers will hear, so make sure it represents your brand and sets the right tone.

Due to regulation it must be disclosed that the call is recorded. This is necessary for the AI Receptionist service to work. This message cannot be removed or changed.

The AI doesn't "learn" in a traditional sense but becomes more effective as you refine its instructions and knowledge base. The more knowledgebase items you give it and the more you refine the instructions over time to correct mistakes or give guidance, the better.

Write AI instructions as if you're talking directly to a person doing the job. The AI should feel like part of your team. Be conversational and natural, as if training a new employee

For Example:
• You are part of the company. Use "we" and not "them".
• Be witty, smart and make them laugh if the context allows for it.
• Refuse unsolicited offers! If the caller is soliciting loans, products or services them "we do not accept unsolicited offers" and hang up.

Think of AI instructions as guidance for a smart employee, not a script. The AI understands context and will respond naturally.

Good examples:
• "If the caller seems interested, offer them coupon code DYHF5 and ask if they would like to schedule a demo"
• "Speak warmly and concisely"

Bad examples:
• "Hello, thank you for calling Paradise Suites! My name is Sarah. How may I help you today?" (This is a scripted greeting - use the Greeting Message field instead)
• "Be smart" (Too vague - provide specific behavioral guidance)

Carefully review your AI Instructions to be sure you are providing clear instructions. Add new instructions if needed. Add clear and specific information in the Knowledge Base. If this does not resolve the issue, please reach out to us and we will try to resolve the issue.

Get help: Contact Us

Five minutes to half an hour on average, following the Quick Start guide at the top of the Help Center page.

The AI doesn't memorize uploaded content. It searches this content in real-time when responding to callers. If the information isn't clearly labeled or structured, it may not find it. You can upload plain text, FAQs, URLs, and documents of most type (PDF, DOCX, TEXT, etc).

The types of knowledge base items you can add depend on your subscription plan:

Essential Plan: FAQ entries only
Solopreneur Plan: FAQ entries and plain text
Business Plan: FAQ entries, plain text, uploaded files (PDF, DOCX, TXT, etc.), and URLs for web pages

All plans allow you to structure your knowledge base with clear questions and answers to help your AI respond accurately to caller inquiries.

Yes. Just delete outdated entries and re-upload updated content. For URLs, hit the refresh button and the AI will re-crawl the page.

Our AI synthesizes all the data and builds instant-access context for itself. This process gathers all your information and compiles it into an optimized format that allows for fast, accurate responses during calls. This compilation can take up to 30 minutes to complete.

No. The AI only crawls the single URL you provide. It does not follow internal links or scrape other pages it finds on that site. If you need information from multiple pages, you'll need to add each URL separately to your knowledge base.