Set up the receptionist
One settings page holds the whole receptionist: what it says, what it knows, where it escalates, and which phone lines it answers. Fill it in once, then refine as you hear real calls.
Who can do this: Owner or Admin.
Fill in the settings
- In the left sidebar, click Settings, then open the Receptionist tab.
- Work down the form. What each field wants is below.
- Click Save receptionist settings.
What each field wants:
- Greeting. The first thing callers hear. Business name, warmth, brevity.
- Hours, in one line. Exactly that, like "We're open 8 to 7 every day."
- Playbook. Anything extra the agent should know: house rules, what to recommend, how to describe popular treatments.
- Escalation phone. The human number for handoffs, like +13105550100.
- Recording consent line. What plays about recording, like "This call may be recorded."
- Voice. The voice it speaks with.
- Languages. English, Spanish, or both.
- FAQ. One question and answer per paragraph, separated by a blank line.
Point a phone line at it
- In the Inbound lines card, enter the Number (like +13105550142) and pick its Location.
- Click Add line. Calls to that number route to the receptionist for that location's calendar and hours.
Example. Golden Coast fills the greeting ("Thanks for calling Golden Coast Medspa"), one-line hours, a playbook note ("recommend the Hydrafacial to first-timers"), the manager's cell as escalation, and adds their Santa Monica number as an inbound line. Total setup: eleven minutes.
Common questions
- Which location does it book into? The one attached to the inbound line the caller dialed. Two locations, two lines.
- Do I need all the fields? Greeting, hours, and escalation are the working minimum. The FAQ is where it gets genuinely useful.
- Can I change things after it's live? Any time. Save and the next call uses the new settings.
- Who can edit this page? Owners and Admins; the receptionist speaks for the business.
Good to know
- The status at the top (Simulation only, Paused, Answering calls) always tells you what a real caller would reach.
- Settings and the test tool live on the same page on purpose: change, test, repeat.