What Information Should I Give My AI Receptionist About My Business?

The setup process is where the AI receptionist learns your business. The more accurately you brief it during setup, the better it handles your callers. Here's what you need to have ready.

First, your services list. Every service or appointment type your business offers, with a plain-language description. Don't use internal codes or abbreviations. Write it how a caller would ask about it.

Second, your scheduling details. Which system you use, your available hours, how long each appointment type takes, buffer time between appointments, and any blocked-off windows. The AI books into your real calendar, so the setup has to match your actual scheduling logic.

Third, your escalation triggers. What situations should reach you immediately? Emergencies, specific caller types, a caller who mentions a particular concern. Define this clearly during setup and the AI routes those calls before they become problems.

Fourth, your common caller questions and how you want them answered. What do callers ask most often? Pricing questions? Parking? Insurance? Intake requirements? These get built into the AI's response library so callers get accurate information without requiring a human to answer.

Fifth, your tone and voice preferences. Formal or conversational? Do you want the AI to use your business's name frequently? Are there specific phrases you always use or phrases you'd never want said to a client?

Freedman Systems walks you through all of this during the intake call. Most clients spend 30 to 45 minutes with us, and we do the rest. You review the configuration before anything goes live.

Text or call Freedman Systems to start the setup process.