Start with the calls you want help with
Before setting up gobotAi, list the calls your team handles most often. A garage may receive MOT and service enquiries; a heating business may need to explain its service area and arrange routine visits; a salon may receive treatment questions and appointment changes.
Choose the routine requests you want the receptionist to handle first. Keep unusual, sensitive or complex requests separate so you can agree a suitable response instead of expecting the AI to improvise.
1. Prepare accurate business information
- Your trading name, location, contact details and service area.
- Normal opening hours and any upcoming holiday closures.
- Services you offer, their descriptions and relevant appointment durations.
- Approved prices or quotation wording where appropriate.
- Short answers to the questions customers repeatedly ask.
When you add or import details during gobotAi setup, review every section before continuing. A website or business profile can contain old opening hours or incomplete service information. Correct those details before testing calls.
2. Make your booking rules clear
Decide which services can be booked, what availability should be used and what information is needed from a caller. Write down any notice periods and rules for rescheduling or cancellation. Requests outside those rules should have a clear response.
Both Basic and Growth support configured booking, rescheduling and cancellation. If callers need to book with a particular staff member, review Growth’s staff-specific booking feature. Compare plan features and allowances before choosing your setup.
3. Confirm your phone and booking connections
List the phone service and booking system you currently use. Confirm compatibility and the supported actions before changing either. A connection that reads availability does not necessarily support creating, changing and cancelling appointments.
If you are unsure, send gobotAi your requirements. Avoid assuming that a particular calendar integration, number transfer or forwarding arrangement is included.
4. Decide how exceptions should be handled
Prepare an approved response for unavailable appointments, questions the receptionist cannot answer and requests that need your team. Confirm which fallback options your configuration supports and when staff are available to respond.
For example, a heating business should distinguish a routine boiler service from an urgent problem. Supply the appropriate handling instructions; do not rely on an AI receptionist to invent technical or safety advice.
5. Review the voice and receptionist setup
Follow the setup steps in the app, review the voice and personality choices available to you and check the business information once more. The website’s British English recordings illustrate sample conversations; your own test call is how you assess your configured receptionist.
6. Make a useful first test call
Follow the trial-number and first-call instructions shown in the app. Use fictional caller details for testing and keep a simple checklist:
- Ask about opening hours, location and a service you offer.
- Request a supported appointment and check that the outcome is correct.
- Try rescheduling or cancelling a test booking where configured.
- Change your request partway through the conversation.
- Ask for a time that is unavailable or a service you do not provide.
- Ask a question outside the approved business information.
After a booking action, check the actual result in the relevant system. An unsuccessful action must not be presented as completed. Correct missing information or unclear rules and test the affected scenario again.
7. Understand the trial and ongoing plan
gobotAi offers a free capped trial, with no card required to begin. The app shows the temporary-number conditions and trial allowances during signup. Choose a paid plan to continue after the trial.
Match your plan to your expected call volume, staff needs and concurrent calls. Voice minutes and messaging have allowances; review the current pricing page for what is included and the options for additional usage.
Keep your receptionist up to date
Assign someone in your team to maintain opening hours, services, prices and booking policies. Review the call information and reporting available in your plan, identify repeated misunderstandings and improve the approved answers.
You are ready to move forward when your business information is accurate, the supported connections are confirmed and representative test calls produce the expected results. If you are new to the concept, read what an AI voice receptionist does first.