How to Set Up an AI Receptionist to Handle Calls and Bookings
Let an AI receptionist answer your phone, book appointments, and handle routine inquiries so you never miss a client call again.
Start the GuideHow to Set Up an AI Receptionist to Handle Calls and Bookings This step-by-step guide covers everything you need, from prerequisites to pro tips, so you can complete the process in 45 minutes or less. Browse all how-to guides.
What You Need Before Set Up an AI Receptionist
Make sure you have the following ready:
- Business phone number with call forwarding capability
- Service list and availability configured
- Escalation procedures defined
How to Set Up an AI Receptionist
6 steps · 45 minutes
Activate the AI receptionist
Enable the AI voice agent from Settings > AI Features > Receptionist. Choose your preferred voice and language.
Configure your phone routing
Set up call forwarding from your business line to the AI receptionist for missed calls, after-hours, or all calls.
Start with after-hours and missed calls, then expand to all calls once you are comfortable.
Program common scenarios
Define how the AI handles bookings, cancellations, directions, hours inquiries, and pricing questions.
Set booking authority
Decide whether the AI can book appointments directly or only collect contact info for a callback.
Configure escalation to humans
Set rules for when calls should be transferred to a live person: emergencies, complaints, or VIP clients.
Test with real calls
Call your number and go through common scenarios. Verify bookings are created, information is accurate, and transfers work correctly.
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When this isn't for you
This is not for you if you've already implemented the workflow. The walkthrough is for first-time setup. Skip if your team already has a working process.