Quick Start with aiReceptionist

This guide walks you through setting up your aiReceptionist voice agent—from understanding how it works to planning, building, and testing it.

No sales pitch. No filler. Just what you need to get it done.

Step 1: Understand How Your Agent Works

aiReceptionist isn’t a basic answering service—it’s a fully customizable voice agent built on large language models. Here’s what powers it:

1. Real-Time Transcription

Every call is transcribed on the spot with advanced speech-to-text. You can review and adjust how your agent responds based on real conversations.

2. Smart, Human-Sounding Responses

Your agent is trained on:

• Your custom knowledge base
• Your tone and guidelines
• Your workflows

You control the script—from tone to behavior.

3. Choose a Realistic Voice

Pick from natural, human-like voice options. Friendly? Professional? You decide.

4. Full Analytics and Review Tools

Every call is logged, transcribed, and summarized. You get:

• Searchable transcripts
• Sentiment filters
• Tagging by intent and call type

Step 2: Plan Before You Build

Start with Your Core Use Case

What do 80% of your callers need? (e.g., booking, billing, hours)
Define:

• What the agent should ask
• What actions it should take
• What happens if the request is outside scope

Plan Your Integrations

Decide what platforms your agent should connect to:

• CRM
• Calendar tools
• SMS/email
• Webhooks

Build Your Knowledge Base

Your agent pulls answers from your content. You can:

• Write KB articles manually
• Use URL scraping to pull from your website
• Organize by topic or priority

Forward Your Number

Once ready, bring your agent to life by:

• Forwarding your existing number
• Porting a number over
• Getting a new number from us

Step 3: Build Your Agent

Choose Voice & Greeting

This is the first impression. Pick a voice + write a greeting that reflects your brand personality.

Set Agent Guidelines

Use your KB and instructions to shape your agent’s:

• Tone
• Behavior
• Domain knowledge

Create Work Forms

These are your agent’s “scripts.” Each one:

• Handles a specific task (e.g., book appointment)
• Is triggered by phrases like “I need to schedule...”
• Can shift mid-call if needed

Step 4: Test, Deploy, Monitor

Before launch, test like your customers will:

• Run your agent through every use case. Then go live.
• After launch, use your portal to monitor performance:
• Transcripts
• Summaries
• Tagging
• Sentiment alerts
• Actionable insights

Final Tip: Start Small, Scale Wisely

Launch with one solid use case. Add fallback responses for the rest. Once that works, expand intentionally—no chaos, no guesswork.

Need Help?

When you're ready for help with your aiReceptionist portal—setup, training, tweaks, or strategy—just click here for your aiReceptionist Portal Guide