Setting Up Your AI Phone Assistant: Here's How
From sign-up to your first automated call, typically within a week.
Setting up an AI phone assistant with Vokaro is guided and typically completed within a week, with no technical expertise required. The process: 1) Select your industry and business profile, 2) Configure FAQ and typical inquiries, 3) Connect your calendar for automatic appointment booking, 4) Set up call forwarding, 5) Run a test call. Call forwarding works with any phone system and any carrier.
Step 1: Choose Your Industry and Profile (5 Minutes)
Vokaro offers 10 pre-configured industry profiles for small and medium-sized businesses. Each profile includes industry-specific greetings, FAQ templates, and conversation flows.
- Home Services, Real Estate, Dental, Dermatology, Medical Practice, Accounting, Physical Therapy, Orthopedics, Auto Repair, Property Management
- Each profile includes 10-20 pre-configured FAQs, typical inquiries, and industry-specific terms for speech recognition
- Greetings and sign-offs are individually customized with your business name
Step 2: Customize FAQ and Conversation Flows (20 Minutes)
The industry template covers 80%. You customize the remaining 20% for your business:
- Business hours, address, directions: Entered into the AI knowledge base
- Pricing and services: Define frequently asked pricing information and services
- Emergency criteria: When should the AI immediately forward to you? (e.g., burst pipe, acute pain)
- Forwarding: Which number(s) should urgent calls be forwarded to?
Step 3: Connect Your Calendar (10 Minutes)
For automatic appointment booking, connect your calendar:
- Google Calendar: OAuth connection, 2 clicks. Appointments are created directly in your calendar.
- Microsoft Outlook / Office 365: Via Microsoft Graph API. Also supports shared calendars.
- Cal.com: Native integration. Ideal if you already use Cal.com for online bookings.
- Industry software: Custom integration - we connect your industry or practice software for you.
Step 4: Set Up Call Forwarding (10 Minutes)
Call forwarding routes calls to Vokaro when you're unavailable. It works with any carrier:
- Mobile carriers: Use your carrier's call forwarding settings to forward unanswered calls to your Vokaro number after a set number of rings.
- Landline / VoIP: In your phone system (RingCentral, Vonage, 8x8, etc.), configure 'Forward on no answer'.
- Legacy systems: Activate call forwarding through your provider. Works with all major carriers.
- Pro tip: Enable both 'On busy' AND 'On no answer' forwarding so no call is ever missed.
Step 5: Test (15 Minutes)
Before going live, thoroughly test the assistant:
- Test call: Call your own number and let the forwarding kick in. Test typical inquiries.
- Appointment booking: Book a test appointment and verify it appears in your calendar.
- Emergency test: Simulate an urgent call and check that forwarding works correctly.
- Call summary: Verify that the summary arrives correctly via email/SMS.
FAQ
Do I need technical expertise?
No. The setup is designed to be completed without any IT knowledge. Choose your industry template, customize FAQ, connect your calendar, set up call forwarding. If you need help, the Vokaro team provides free setup assistance.
Does call forwarding work with my carrier?
Yes, with any phone carrier. Call forwarding is a standard feature of mobile, landline, and VoIP services. For mobile: use your carrier's forwarding settings. For landline/VoIP: configure in your phone system. For legacy systems: through your provider.
Can I modify the assistant after setup?
Yes, at any time. FAQ, greetings, emergency criteria, and calendar settings can be changed instantly. No waiting period, no extra costs. Changes take effect immediately.
What does setup cost?
The one-time setup fee is $199. This includes: industry configuration, FAQ setup, calendar integration, testing phase, and personal support during setup.
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