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AI Call Assistant Setup Form

AI Call Assistant

Setup Form

Tell us about your business and how you want calls handled. We use your answers to build your AI assistant.

How your answers are used

Your facts, answers and contact details are used exactly as you write them. We will not edit, shorten or tidy them.

Your assistant's greeting, closing line and the way it handles calls follow our standard, tested script, so every assistant behaves reliably. Section 3 shows you exactly what your callers will hear.

If a question does not apply to you, write "not applicable" rather than leaving it blank, so we know it was considered.

1.  Your account

Required — we cannot build your assistant without it.

e.g. TW123456

Name and job title.

e.g. Sarah Whitfield, Office Manager

e.g. 01536 742900

Please use an address on your company's website domain — our system needs one to set up your account.

e.g. sarah@yourcompany.co.uk

2.  Your business

As you want it said. We keep your capitalisation exactly.

e.g. Example Electrical Services

Only if it is not obvious. Give one version. We use it to check your assistant says your name correctly.

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

One short phrase. It finishes the sentence "Our assistant is here providing …". Around 15 words at most.

e.g. help with electrical repairs, new installations and booked jobs

Used when a caller asks what you do. Write it as you would say it.

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

One per line. Your assistant can only mention services listed here.

e.g. Fault finding and repairs; Rewiring; EV charger installation

e.g. Kettering, Corby and within 20 miles

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?

Optional. Used for your account only — never read out.

Website, and your Google listing if you have one.

e.g. www.yourcompany.co.uk

Include weekends and bank holidays.

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

Only an address you are happy for the public to have. Write "none" if callers should not be given one.

e.g. enquiries@yourcompany.co.uk

When should your assistant answer calls?

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

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

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

Your assistant 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 answering questions only at night, for example — that needs a second assistant. Tell us in section 7.

3.  How your assistant handles calls

Do you want calls put through to someone in your team?

Your answer decides which of our two standard assistants we build. Both are described below.

Leave blank and we will use "Receptionist".

e.g. Receptionist, Customer Service Assistant

If you answered No — question-answering assistant

Your assistant greets callers with:

"Hello & thank you for contacting . You're through to , AI . I'm here when the phone lines are busy or its out of hours. How can I help you?"

And closes with:

"Thank you for calling , have a nice day."

What it does

  • Answers callers' questions using only the information you give us in this form.
  • Asks a short question if it needs to understand what the caller wants.
  • If it does not have the answer, tells the caller so and asks them to call back during your opening hours.

What it does not do

  • Put calls through, take messages, arrange callbacks or book appointments.
  • Give prices, policies or any information you have not supplied.

Only for this assistant. Leave blank and we will use "Anita".

e.g. Anita

If you answered Yes — call transfer assistant

Your assistant is called Anita and greets callers with:

"Hello. I'm a Voice AI Agent from . Could you please tell me your name, the company you're calling from, and what I can help you with today?"

Before putting a caller through, it says:

"Whilst I connect you to an advisor you may experience some silence. Don't worry, this is normal whilst I summarise the issue you are experiencing & share this with the advisor."

What it does

  • Answers callers' questions using the information and any step-by-step guides you give us.
  • Puts the caller through straight away if they ask for a person, or when it cannot help.
  • If nobody answers, comes back to the caller and takes their name or company, best contact number, an email address if they want to leave one, and the reason for the call, so your team can call them back.
  • Sends you a summary of every call by email.

What it does not do

  • Ask for account numbers, offer credits or refunds, or try to fix problems itself.
  • Book appointments or promise when someone will call back.

4.  Questions your callers ask

List the questions callers ask most often and the answer you want given. Your assistant uses these words exactly as written. Add more if you need them.

Question 1

e.g. The caller asks: "Do you do EV charger installations?" Your assistant answers: "Yes, we install home and workplace EV chargers across Northamptonshire."

Question 2

Question 3

Your assistant gives a price only if you list it here. We will ask you to confirm any prices in writing before your assistant goes live.

e.g. Call-out charge: £75 plus VAT for the first hour

e.g. Prices for commercial work, staff home numbers

5.  Putting calls through

Only complete this section if you answered Yes in section 3.

Your main contact

The person or team, in the words you use for them.

e.g. James Bradley, Lead Electrician — or — the Service Desk

Kept private — never read out to callers.

e.g. 01536 742901

e.g. Monday to Friday, 8am to 5:30pm

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

A second contact for billing and account queries (optional)

Leave blank if billing calls should go to your main contact.

e.g. Accounts team

Kept private — never read out to callers.

e.g. Invoices, payments and contract questions

Transfer details

e.g. Sales and marketing calls, recruitment agencies

Leave blank for our standard.

e.g. 20 seconds

What should your colleague be told before the caller is put through?

Optional. If you want your assistant to talk callers through simple fixes before putting them through, write your guides here or attach them to your email when you send this form.

e.g. Router not connecting: 1. Check the power light…

6.  Where call summaries go

Every call emails every address listed, with a transcript. We cannot split by person or call type.

e.g. office@yourcompany.co.uk

7.  Additional assistants

Only fill this in if you want a second assistant — for example, one that puts calls through in the day and one that only answers questions at night. Your first assistant is already covered by your order.

Would you like an additional assistant?

If yes, which plan?

Prices exclude VAT.

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 answer questions.

8.  Your existing Telecoms World numbers

Used by our provisioning team to point your numbers at your assistant. Not part of what your assistant says.

List every number that should reach it.

e.g. 01536 742900 only

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.

What you’ll email us

  • Your AI Call Assistant formPDF

Not sure about something? Leave it and our team will help — you don’t have to get every box perfect for us to make a start.