Couldn't Make It? Here's What You Missed About Maximizing Your AI Receptionist Webinar!

JENNIFER 

Q: how do we assign a new number for our AIReceptionist? we only had 3 assigned at setup by RC rep and .we are using all 3

A: To assign a new number to your AI Receptionist, 

1. Go to AI → AI Receptionist → Settings → Assignments → Go to All Numbers.
2. From there, you can choose a number to assign to your AI Receptionist.

If you’d like to watch a quick tutorial, check out the video “Customizing your AI Receptionist” and skip to 04:01, where we walk through how to assign numbers step-by-step.

Jason

Q: We are looking to route all leads who choose Spanish when prompted by the AIR, to go directly to our Spanish Sales rep. We have already created an extension for her. How is this done?

A: In the Transfer by Context skill, add the keywords or phrases AIR should recognize — for example: “Spanish,” “Spanish sales,” or “hablo español.”

When AIR detects those words during a call, it will automatically route the caller to your designated Spanish Sales extension.

💡 Tip: Add as many variations as customers might naturally say — this helps AIR recognize and route calls more accurately.

Derrick

Q: When adding information to the Knowledge base, if use the link to a specific page on my website. For example, the "services" page, will I have to add my main page as a separate knowledge base?

A: Currently, AIR can scrape the webpage you upload, and the pages linked from it. To make sure AIR has all the details it needs, we recommend uploading each key webpage — such as your main page, Services, Pricing, or About — separately.

Chris 

Q: What does an "in person" meeting calendar setup look like?

A: For in-person appointments, simply add your location when setting up the appointment type. The location will automatically be included in the confirmation text message sent to the caller.

For more details, see our support article on the Appointment Scheduling feature.

Katharine

Q: do you have to set up an air for every individual you want to have it book a calendly for? or can it use one AIR to book for the whole office?

A: Currently, AIR integrates with Google and Outlook calendars (not Calendly directly). However, AIR can text callers your Calendly booking link for self-scheduling.

And yes, you can use one AI Receptionist to book appointments for the entire office as long as everyone’s calendar is connected. You can create a single appointment type assigned to multiple team members, and AIR will check all connected calendars to find available times based on the caller’s preferences.

Brad

Q: Where can we add a 2nd language?

A: You can add an additional language during the 5-step setup process, or later by going to Settings → Voice → Additional Languages.

For more details, visit our Help Center article on multilingual support. 

Shannon 

Q: how does AIR handle key presses, like when someone presses 0 over and over like you mentioned? and is there an option to skip AIR and get to main menu if customer preferred?

A: AI Receptionist doesn’t rely on key presses like a traditional IVR (Interactive Voice Response) system. Instead, AIR uses natural language understanding — callers can simply say what they need, and AIR responds or routes them accordingly.

For instance, if someone says “I want to talk to a person,” AIR recognizes that intent and transfers them to your team. This creates a smoother, more human experience — no menus or button-pressing required.

If you’d like to introduce AIR gradually, you can add AIR as one of your IVR options (e.g., “Press 3 to speak with our virtual receptionist”). Many businesses start this way to build confidence and gather real usage data before making AIR their primary call handler.

Eugene

Q: How can I listen to the calls AIR takes? Also is there a way to get the call summary through email?

A: You can review and download all call recordings from AIR’s Call History or the company Call Log. See our Help Center for a step-by-step guide. 

Currently, AIR doesn’t send automated call summaries via email, but that feedback has been shared with our product team for future consideration.

Wayne 

Q: Can AIR connect to a live database?

A: AIR learns from your configured knowledge sources — your company description, website, and any uploaded documents or webpages. It also integrates with Google and Outlook calendars today, with more integrations coming soon. Stay tuned!

Katharine 

Q: how many AI receiptionists can you have per license?

A: AI Receptionist is licensed at the account level, not per user. You can create multiple AIRs under one license, which includes 100 minutes of usage. Additional minutes can be added in flexible 100-minute bundles.

Minutes are only counted while AIR is actively handling the call — once the call is transferred to another extension, it stops counting

JENNIFER 

Q: Do you enable AI in Call Handling? I thought it was active and it is not enabled when we call the number

A: To assign AIR to handle incoming calls:

• Go to Call Handling and select AI Receptionist for your inbound call routing.
• You can assign AIR for business hours, after hours, or under custom rules.

For a quick demo, watch “Customizing your AI Receptionist” and skip to 01:33, where we show how to assign AIR to your company’s call handling.

Tasha 

Q: In custom rules - does that mean AI answers only if THOSE conditions are met?

A: That’s correct - AIR will only answer calls that match the conditions you’ve defined in your custom rules.

Anonymous

Q: are there demo accounts that we can use for hearing how certain verticals use AIR? as an example a dr office, or real estate that someone professionally built?

A: Yes! You can explore industry examples and hear sample AIR conversations on our AI Receptionist webpage. It’s a great way to see how different businesses are using AIR today.

Jasmia 

Q: Will users have the capability to add multiple booking options, and will there be functionality to create links to forms or other booking methods?

A: Yes — you can set up multiple appointment types within AI Receptionist by adding different services. For example, you might create different appointment types for consultations or follow-ups. 

AI Receptionist can send follow-up links by text — so if you’d like callers to complete an intake form or visit your online booking page, AIR can instantly text them the information they need.