AI Receptionist

An AI-powered voice assistant that answers incoming calls and can make outgoing calls for you. 🤖📞

🤔 What is AI Receptionist?

The AI Receptionist is a smart voice assistant that handles phone calls for your firm. Here's what it can do:

• 📞 Answer incoming calls 24/7 — even nights and weekends!
• 📲 Make outgoing calls to clients
• 📝 Collect info from callers
• 📅 Schedule appointments
• 🔀 Transfer calls to team members when needed
• 📋 Give case status updates
• 💬 Send texts or emails during the call
• 📭 Leave voicemails when nobody answers

📥 Inbound Calls

When a client calls your firm, the AI Receptionist can help in several ways:

👋 Greeting and Identification

The AI greets callers in a friendly, professional way and figures out who's calling. If the caller is already a client, the AI can pull up their case info and give them personalized help. 🎯

📝 Information Collection

For new callers, the AI can collect important details like:

• Name and contact info
• Why they're calling
• Case details
• How urgent it is ⏰

🔀 Call Transfer

The AI can send calls to team members based on who's available and what the caller needs. You set up the transfer rules in your settings.

📤 Outbound Calls

The AI Receptionist can also call clients for you. This is handy for:

• ⏰ Appointment reminders
• 📋 Case status updates
• 📄 Following up on documents
• 👋 Check-in calls

📞 Making an AI Call

To have the AI call a client:

1. Open the client's case
2. Click the AI Call button
3. Pick the reason for the call
4. Click Start Call

The AI will call the client and handle the conversation based on your instructions. 🤖

📊 Call Analytics

All AI calls are recorded and looked at by the AI. You can see:

• Call transcript — The full word-for-word conversation 📝
• Call summary — A short recap of the key points
• Sentiment — How the caller was feeling (positive, neutral, negative) 😊😐😟
• Duration — How long the call lasted ⏱️
• Outcome — Whether the call was successful ✅

🔍 Post-Call Analysis

Set up custom fields to pull specific info from calls:

Field Type	Description
String	Pull out text (e.g., appointment date, client concerns)
Boolean	Yes-or-no questions (e.g., "Did the client agree to follow up?")
Enum	Sort into categories you set up (e.g., call outcome types)

You can also write custom instructions for:

• Success Analysis — Tell the AI what counts as a successful call
• Summary Prompt — Guide how call recaps are written

📜 Viewing Call History

To look at past calls:

1. Go to the AI Calls tab
2. Browse or search for calls 🔍
3. Click on a call to see the details

⚙️ Configuring Your AI

You can customize how the AI Receptionist behaves with lots of settings.

🎙️ Voice Settings

Pick the voice that fits your firm best:

Setting	Description	Range
Voice	The main voice for the AI	Pick from available voices
Fallback Voices	Backup voices if the main one isn't available	Optional
Voice Speed	How fast the AI talks	0.5x - 2.0x
Voice Temperature	How much the speech pattern changes	0.0 - 2.0
Volume	How loud the AI is	0.0 - 2.0
Language	The main language for the call	e.g., "en-US" 🌍

🧠 Response Engine

Choose how the AI creates its replies:

Type	Description
LLM	Uses an AI model with your instructions for flexible, natural conversations 💬
Conversation Flow	Follows a script with branches for more structured calls 📋

👋 Welcome Messages

Set different greetings for incoming and outgoing calls:

• Inbound Welcome Message — The first thing the AI says when it picks up
• Outbound Welcome Message — The first thing the AI says when it calls someone

TIP

Keep welcome messages short and professional. The AI should quickly say who it is and why it's calling. 🎯

📝 Prompts and Instructions

Give the AI detailed instructions on how to handle calls:

• General Prompt — Overall rules for behavior and personality
• Global Prompt — Context that applies to all conversations
• Greeting message
• Information to collect
• Questions to answer
• When to transfer calls

TIP

The more specific your instructions are, the better the AI will do. Include example situations and sample responses! 💡

🎚️ Behavior Settings

Fine-tune how the AI talks with callers:

Setting	Description	Range
Responsiveness	How fast the AI replies after a pause	0.0 - 1.0
Interruption Sensitivity	How easy it is for callers to interrupt	0.0 - 1.0
Enable Backchannel	Add little responses like "uh-huh" and "I see"	On/Off
Backchannel Frequency	How often those little responses happen	0.0 - 1.0
Backchannel Words	Custom phrases to use	e.g., "I see", "Go on"

🔊 Audio Environment

Set up the sound experience:

Setting	Options
Ambient Sound	Coffee Shop ☕, Convention Hall, Summer Outdoor ☀️, Mountain Outdoor 🏔️, Static Noise, Call Center, Off
Ambient Sound Volume	0.0 - 2.0
Denoising Mode	Noise Cancellation or Off
Normalize for Speech	Make the audio sound better for voice calls
Vocabulary Specialization	Help the AI recognize special words from your industry

⏱️ Call Timing

Control how long calls last and other timing settings:

Setting	Description	Range
Max Call Duration	The longest a call can be	1 min - 2 hours
End After Silence	End the call if nobody talks	At least 10 seconds
Begin Message Delay	Wait time before the first message	0 - 5 seconds
Ring Duration	How long to let the phone ring	0 - 60 seconds
Input Timeout	How long to wait for the caller to respond	Adjustable

🔔 Reminder Settings

Set up automatic nudges when it gets quiet:

Setting	Description
Reminder Trigger	How many milliseconds of silence before a reminder
Max Reminders	The most reminders the AI will give

🗣️ Pronunciation

Add custom pronunciations for names, terms, or special words:

Field	Description
Word	The word you want to customize
Alphabet	The type of phonetic alphabet
Phoneme	How to say the word

🔤 Keyword Boosting

Help the AI recognize important words better:

Add specific words that the AI should be extra good at hearing during calls. This is helpful for:

• Words used in your industry 🏢
• Product names
• Common client names