AI Call Assistant

Telecoms World account reference

Required - we cannot build without it.

e.g. TW123456

Who should we contact about this form?

Name, role and the best number for you.

e.g. Sarah Whitfield, Office Manager - 01536 742 900

Company name

Said aloud. We keep your capitalisation exactly - iSite, JCB, NNODI.

e.g. Beaulieu Electrical Services

How is your name pronounced?

Only if it is not obvious. Give one version, never two.

e.g. "Beaulieu" is said "BYOO-lee".

Brief description of your business

Max 130 characters. Said aloud, so write it as you would say it.

e.g. a family-run electrical contractor doing domestic and commercial work across Northamptonshire

Address

Exactly as you want it read out.

e.g. Unit 12, Telford Way Industrial Estate, Kettering, NN16 8UN

Can we give this address to callers?

Yes, give callers the full address No - instead, please say:

Where can we find you online?

Website, and your Google listing if you have one.

e.g. www.beaulieuelectrical.co.uk

Business opening times

Include weekends and bank holidays.

e.g. Monday to Friday 8am to 5:30pm. Saturday 8am to 12pm. Closed Sundays and bank holidays.

When should your agent be available to answer your calls?

This is set up on your number, not in the agent.

24 hours a day, 7 days a week During our opening times only Outside our opening times only

Should it answer every call, or only the ones you cannot get to?

Overflow is set up on your number, not in the agent.

Every call Overflow - only when we are busy or do not pick up

Your agent handles every call the same way, whatever time it comes in. If you want calls handled differently in and out of hours - putting people through during the day but only taking messages at night, say - that needs a second agent. Tell us in section 7 and we can build additional agents for you.

Greeting

About twenty words. It cannot change with the time of day, so avoid "good morning".

e.g. "Hello, thank you for calling Beaulieu Electrical. How can I help you today?"

Closing line

Leave blank for our standard sign-off.

e.g. "We'll get back to you as soon as we can. Thanks for calling."

How soon will someone call back?

Promised to every caller who asks. Leave blank and none is given.

e.g. by the end of the next working day

Calls received outside your opening hours

Calls are returned the next working day No callback timeframe is promised We run an emergency or 24/7 call-out service. What we promise: Something else:

Standard responses

The situation, then the exact words. Add as many as you like.

e.g. When a caller asks for a price: "I can't give you a price over the phone, as it depends on the job. I'll take your details and one of the team will call you back."

What information do you need?

In the order you would ask for them. Say what you do NOT want asked for, and anything extra for new enquiries only.

e.g. 1. Caller's name 2. Best contact number, read back to check 3. Address or postcode of the job 4. What the job is. We do not need their email address.

Do you want calls transferred?

If No, skip the rest of this section.

Yes No

Name the one contact calls go to

One person, one number. If more than one person needs to take calls, tell us.

e.g. James Bradley, Lead Electrician. 01536 742 901. Available Monday to Friday, 8am to 5:30pm.

Which calls should go to this contact?

Anything not listed here has a message taken instead.

e.g. Anyone with a job already booked, anything urgent on site, and new quotes.

Which calls should NEVER be transferred?

e.g. sales and marketing calls, cold callers, recruitment agencies, anyone who will not say who they are

A few transfer details

Leave blank to use our standard.

e.g. Ring for how long before giving up? 20 seconds. What should we say to your colleague first? The caller's name and the job address - or just write "as above". What do you call enquiries that fit nobody above? Office.

What should we collect before transferring?

We always take the name.

Name only Everything listed under "What information do you need?" above Just these:

Email address or addresses for messages

Every call emails all addresses listed, with a transcript. We cannot split by person.

e.g. office@beaulieuelectrical.co.uk and sarah@beaulieuelectrical.co.uk

Would you like an additional agent?

No, one agent is enough Yes - please add one

If yes, which plan for the additional agent?

Prices exclude VAT.

No inclusive minutes - £14.99 monthly - 40p per min 100 minutes - £39.99 monthly - 30p per min thereafter 500 minutes - £134.99 monthly - 30p per min thereafter 1000 minutes - £249.99 monthly - 30p per min thereafter 2000 minutes - £399.99 monthly - 30p per min thereafter

What should the additional agent do differently?

Only the parts that change - everything else is copied from your answers above.

e.g. Out of hours it should not put anyone through, just take a message and say we will call back the next working day.

Which numbers should the service answer?

List every number that should reach the agent.

e.g. 01536 742 900 only

Existing opening hours or schedules on these numbers

Anything already set up that we need to change or switch off.

e.g. The 01536 number plays an out-of-hours message from 5:30pm. Please turn that off.