Your AI Receptionist gets better the more you invest in it. The difference between an AI that sounds generic and one that sounds like a real member of your team comes down to a few key habits.
This guide covers proven strategies to help your AI Receptionist handle calls and texts more accurately, sound more professional, and reduce the number of conversations you need to follow up on manually.
Give your AI better knowledge
The single biggest factor in your AI Receptionist's performance is the quality of the knowledge you provide.
Be specific, not generic. Instead of "We offer cleaning services", write "We offer residential deep cleaning, move-in/move-out cleaning, and weekly maintenance cleaning. Service area: Greater Montreal. Pricing starts at $150 for a standard apartment." The more detail you provide, the more accurately your AI can answer caller questions.
Add your top 10 FAQs. Think about the questions you answer most often on calls. Add them to your Knowledge section with clear, complete answers. This alone can dramatically improve how your AI handles conversations.
Use your website. Paste your website URL in the Knowledge settings and your AI will automatically learn your services, hours, and FAQs. This is one of the fastest ways to get started.
Include what to say - and what NOT to say. If there are topics you don't want your AI to discuss (like specific pricing for custom work, or competitor comparisons), add a note in Additional Knowledge: "Do not quote prices for custom projects - instead, ask the caller to schedule a consultation."
Craft a strong welcome greeting
Your welcome greeting sets the tone for the entire call. A good greeting:
Identifies who the caller has reached (your name or business)
Sets expectations ("I'm the AI assistant for...")
Invites the caller to speak ("How can I help you today?")
Example: "Hi, you've reached Bright Dental. I'm the AI assistant for Dr. Sarah Chen. How can I help you today?"
Keep it under 3 sentences. Callers want to get to the point quickly.
Test regularly and iterate
The best AI Receptionist setups are the ones that get tested and refined over time.
Use Try Receptionist after every change. Updated your FAQ? Changed your greeting? Added a new service? Test it immediately with a simulated call to hear how your AI uses the new content.
Review your call summaries. After real calls, check the AI-generated summaries. If the AI missed something or gave an inaccurate answer, go back to Knowledge and add the missing information.
Ask friends or colleagues to call. Having someone else test your AI gives you a caller's perspective. Ask them to try common questions and edge cases.
Use scenarios for lead qualification
If your AI Receptionist handles different types of calls (new clients, existing clients, appointment requests), set up Qualify Leads scenarios. Each scenario tells your AI what questions to ask based on the caller's intent.
For example, a real estate agent might have:
Property inquiry scenario: "What type of property are you looking for? What's your budget range? When are you looking to move?"
Appointment request scenario: "Which property are you interested in viewing? What dates work for you?"
This turns your AI from a simple message-taker into an active intake tool that captures the details you need before you even call back.
Match your voice to your brand
Your AI Receptionist's voice is the first thing callers hear. Make sure it matches your brand:
Clone your own voice if you want callers to feel like they're talking to you directly.
Choose a library voice that matches your brand's personality - supportive, enthusiastic, or professional.
Pick a bilingual voice if your callers speak multiple languages (Spanish, French, Portuguese, or Russian).
Set smart exclusions
Not every call should go through the AI. Use contact exclusions strategically:
Exclude VIP clients so their calls always ring through to you.
Exclude family and friends so personal calls bypass the AI.
Set scope to "unsaved numbers only" if you only want the AI to handle new leads.
Quick optimization checklist
☐ Business name, hours, address, and website are filled in
☐ At least 5 FAQs with detailed answers added
☐ Products and services listed with descriptions
☐ Welcome greeting is short, clear, and professional
☐ Ending message tells callers what happens next
☐ Voice matches your brand tone
☐ Tested with Try Receptionist after setup
☐ VIP contacts and family excluded from AI handling
☐ Calendar connected for appointment booking
FAQ
How long does it take to see improvement after updating Knowledge?
How long does it take to see improvement after updating Knowledge?
Changes take effect immediately. As soon as you save updated Knowledge, your AI Receptionist uses the new content on the very next call or text it handles.
Can I see how well my AI Receptionist is performing?
Can I see how well my AI Receptionist is performing?
Review your call summaries and transcripts in the app. They show exactly how the AI handled each conversation, what it said, and what information it captured. If you notice patterns of inaccurate answers, update your Knowledge accordingly.
My AI sounds too generic - how do I make it sound more like me?
My AI sounds too generic - how do I make it sound more like me?
Three things help: write your Knowledge in the same tone you use with clients (formal, casual, etc.), clone your voice so the AI sounds like you, and customize your welcome greeting with your exact phrasing. The AI mirrors the tone and detail level of what you write.
Should I update my Knowledge regularly?
Should I update my Knowledge regularly?
Yes. Any time your business changes - new services, updated pricing, changed hours, seasonal offers - update your Knowledge. Outdated information is the most common reason AI Receptionist answers don't match what callers expect.