Learning Center
How to Build Your AI Profile
Your AI profile determines how your receptionist sounds, what it knows, and how well it represents your business. Follow these steps to set it up right the first time.
Step-by-Step
Setting Up Your AI Receptionist Profile
Complete each step below to give your AI the context it needs to handle calls professionally and accurately.
Enter Your Business Name & Industry
Start with your exact business name and select your industry. The AI uses this to adjust tone and vocabulary when speaking with callers.
Add Your Business Description
Write 2–3 sentences about what your business does, who you serve, and what makes you different. This helps the AI explain your services naturally.
Set Your Greeting & Personality
Choose how the AI introduces itself. Keep it short and professional — something like "Thanks for calling [Business Name], how can I help you today?"
See available variables →Define Your Services / Offerings
List the main services or products you offer. The AI will reference these when qualifying callers and answering basic questions.
Add Business Hours & Location
Enter your operating hours and service area so the AI can answer scheduling and location questions without transferring the call.
Set Up Call Handling Rules
Decide what happens after the AI captures info — should it try to book an appointment, take a message, or transfer to a team member?
Add FAQs the AI Can Answer
Include common questions callers ask (pricing ranges, availability, what to bring, etc). The more context, the better the AI handles real conversations.
Test Your AI Profile
Make a test call to hear how the AI responds. Adjust wording, add missing info, and re-test until it sounds like a real member of your team.
Reference
Available Variables
Use these variables in your AI profile prompts, greetings, and message templates. They auto-fill with real data when the AI responds to a call or message.
| Variable | Description |
|---|---|
{firstName} | Lead's first name |
{lastName} | Lead's last name |
{fullName} | First + Last combined |
{phone} | Lead's phone number |
{email} | Lead's email |
{businessName} | Your business name |
{industry} | Business industry |
{sessionType} | Appointment type slug |
{appointmentType} | Same as sessionType |
{source} | Lead source |
{stage} | Current pipeline stage |
Pro Tips
Get Approved & Sound Great Faster
Tips for a Strong AI Profile
- Keep your greeting under 15 seconds — callers want to talk, not listen
- Use natural language in your description, not marketing jargon
- Add at least 5 FAQs so the AI can handle common questions without hesitation
- Include pricing ranges if possible — callers ask about cost more than anything
- Test with a real scenario: pretend you're a new customer calling for the first time
- Update your profile as your services change — outdated info causes bad calls