AI Instructions and Settings tips

Welcome Message

• Type your business name in the provided field.

• Customize how you want Kate (the AI receptionist) to greet your customers. Keep it warm and professional.  Example:

  • "Hello, this is Kate, an AI receptionist for [Business Name]."

Service Templates

Once you select a service template (e.g., Painting), follow these steps:

1. Default Services and Details

• The selected template will auto-populate with default services and sample details, along with pricing.

• These are fully editable, allowing you to:

  • Add new services

  • Modify existing ones

  • Remove any irrelevant services

2. Service Details Best Practices

• Each service should have:

  • Name: Short, clear, and specific.

  • Details: Concise and engaging description within 120 characters.

  • Pricing: Transparent and straightforward. You can provide a range (e.g., $$ to $$$) or request customers to consult for a quote.

3. Example for Painting Template

• Name: Interior Painting

• Details: "We can give your inside walls a fresh, new vibe!"

• Pricing: "Interior painting costs depend on the room sizes and what you'd like painted. We can give you a quick estimate!"

4. Example for Pressure Washing Template

If you offer a service such as Building Exterior Cleaning:

• Name: Building Exterior Cleaning

• Details: "We personalize our cleaning to eliminate buildup and stains, resulting in a healthier space and boosted curb appeal."

• Pricing: "Our Building Exterior Cleaning services range from $$ to $$$. We'll work with you to find a solution that fits your budget!"

Tips for Optimal Customization

• Keep service names and descriptions short, direct, and clear for customer clarity.

• Pricing can either include:

  • A range (e.g., $$ to $$$).

  • Generic guidance with an invitation for consultation (e.g., "Contact us for a personalized quote!").

• Regularly update your offerings to align with your business needs.

Service Areas

You can include the specific service areas where your business operates so that Kate, your AI receptionist, can provide precise responses to your customers. Here's how to structure the information:

Service Area Details

1. City

• List the cities where you provide services.  Example: Scottsdale, Tempe, Phoenix.

2. Zip

• Mention the zip codes of your service areas.  Example: 85254, 85260.

3. Neighborhood

• Include specific neighborhoods your business covers.  Example: North Valley.

4. State

• Clearly state the region or state you operate in.  Example: Arizona.

You can freely add or remove areas based on your business's reach. With this information, Kate will be able to provide accurate guidance to your customers when discussing service availability.

Business Information

Highlight your business's key details to build trust. For example, "Family owned and operated for 20 years, licensed and bonded, with working hours from 9 AM to 5 PM. We provide high-quality, personalized services to meet your needs and aim to deliver lasting value in every project. 

 Upsells, Specials, Deals and Promotions

To help Kate effectively upscale your services using deals and promotions, craft clear and engaging offers by specifying discounts, eligibility, and customer benefits. For example: "We currently offer a 30% discount for first-time customers. Don't miss this chance to try our premium services at a special rate!"

Key elements for successful promotions include:

• A specific offer or benefit (e.g., "30% discount").

• The intended audience (e.g., "first-time customers").

• A call to action encouraging quick engagement (e.g., "Don't miss this chance!").

This method ensures your promotions are appealing and motivate customers to explore more of your services through Kate.

Tell the AI-Receptionist what information or questions to ask in order to complete the booking and create a lead.

To help Kate, the AI-Receptionist, gather the right information for bookings and leads, you can set up up to 5 key questions. These questions should not only capture the service-specific details but also include cross-sell opportunities to promote additional services. Here are some examples:

Pressure Washing Service

1. On what day and time are you available?

2. Do you have any oil stains or specific areas of concern?

3. Are there any hard-to-reach spots that need special attention?

4. Just so you know, we also offer Power Washing and House Cleaning—are you interested in learning more?

5. Would you like a free consultation to discuss your specific needs?

Floor Cleaning

1. What type of flooring do you have (e.g., tile, hardwood, carpet)?

2. Do you prefer a specific cleaning method or product?

3. What day and time work best for you?

4. Did you know we also provide Carpet Cleaning and Polishing services? Would you like more details?

5. Are there any stubborn stains or areas you’d like us to focus on?

Handyman Services

1. What task or repair do you need help with?

2. Do you have a preferred date and time for the service?

3. Are there any tools or materials you’d like us to provide?

4. Just so you know, we also offer Painting and Furniture Assembly services—are you interested? Would you like a detailed estimate before we begin?

Make sure to end these questions with a "?" so that Kate expresses in that manner.

Consultation, Estimates and Quotes

When offering consultations, it's essential to specify the details, such as whether they are free or chargeable, conducted online or on-site, and if customers need to prepare anything like sending photos or additional information.

Example:  "Yes, we provide both free and paid consultations! Free consultations are conducted online, where you can share photos or videos of the project area for better understanding. For on-site visits, there's a small fee of $$, which will be adjusted if you book our services. Let us know your preference and availability!"

This approach adds clarity and ensures customers can choose the option that works best for them. 

Managing AI Receptionist Call Settings

• Active Status with No Disabled Time Interval: Kate, the AI Receptionist, will attend all calls without restrictions.

• Active Status with Disabled Time Interval: During the disabled time interval (e.g., 11 AM to 7 PM), calls will be forwarded. Outside this interval, Kate will attend calls.

• Inactive Status: All calls will automatically be forwarded to your specified number.

• Example: If the forwarding number provided is (162) 674-6558, calls during inactive status or the disabled time interval will be forwarded to (162) 674-6558).

• Reactivating AI Receptionist: Change the AI Receptionist status to Active and remove the disabled time interval for Kate to resume attending calls.

Call Forwarding Setup: Enable call forwarding and ensure it’s active. Provide the number in the "Forward to Mobile Number/Landline" field on the Call Forwarding Settings page.

This ensures seamless management of calls through the AI Receptionist system.