Introduction
An AI receptionist answers your business calls 24/7, greets callers professionally, captures their information, and either handles their request or routes them to the right person. Unlike traditional answering services that charge per minute, AI receptionists work for a flat monthly fee.
This guide walks you through setting up an AI receptionist using KaiCalls. For an even more in-depth walkthrough, check out our detailed step-by-step setup tutorial. The same general principles apply to other AI phone platforms, though specific steps may vary.
Before You Start
Gather this information before starting setup. Having everything ready will make configuration faster and more accurate.
Business Phone Number (Optional)
You can use your existing business number via call forwarding, or get a new number from KaiCalls.
Business Hours & Policies
Know your operating hours, services offered, and common FAQs callers ask.
Team Contact Info
If you want calls transferred, have phone numbers or extensions for key team members.
Calendar Integration (Optional)
For appointment scheduling, have your Google Calendar or Calendly credentials ready.
Step 1: Create Your Account
Start by creating your KaiCalls account. The signup process takes about 2 minutes. Enter your card to start a 7-day free trial — you won't be charged until Day 8.
Quick Setup Steps:
- 1Go to kaicalls.com and click "Start Free Trial"
- 2Enter your email address and create a password
- 3Verify your email (check spam folder if needed)
- 4Enter your business name and industry
- 5You'll be taken to the agent creation wizard
Step 2: Get a Phone Number
Your AI receptionist needs a phone number. You have two options:
Option A: Get a New Number
KaiCalls provides a dedicated phone number included with your subscription. Choose your area code and get a number instantly.
- Included free with subscription
- Local area codes available
- Ready instantly
Option B: Forward Your Existing Number
Keep your existing business number and set up call forwarding to your KaiCalls number. Callers dial your current number and reach your AI.
- Keep your existing number
- No number change for customers
- Easy to turn off if needed
Step 3: Configure Your Greeting
Your greeting is the first thing callers hear. It sets the tone and tells callers they've reached the right place. Keep it professional but friendly.
Example Greetings by Industry:
"Thank you for calling Smith & Associates. I'm Kai, your virtual assistant. How may I help you today?"
"Hello, you've reached Lakeside Family Medicine. This is Kai. Are you calling to schedule an appointment, or is this regarding an existing visit?"
"Hi there! Thanks for calling Premier Plumbing. I'm Kai. Do you have a plumbing emergency, or would you like to schedule a service appointment?"
Greeting Best Practices
- Keep it under 15 seconds—callers want to get to their question
- Include your business name so callers know they reached the right place
- End with a question to prompt the caller to speak
Step 4: Choose a Voice
KaiCalls offers multiple AI voices from providers like ElevenLabs. Choose a voice that matches your brand personality and resonates with your typical callers.
| Voice Type | Best For Industries |
|---|---|
| Professional Female | Legal, healthcare, corporate |
| Professional Male | Construction, automotive, finance |
| Friendly Female | Real estate, hospitality, retail |
| Friendly Male | Home services, tech support |
| Neutral/Calm | Healthcare, counseling, sensitive industries |
Most platforms let you preview voices before selecting. Listen to each option and imagine your callers hearing it. When in doubt, "Professional Female" tends to have the highest caller satisfaction scores across industries.
Step 5: Add Business Information
Your AI needs to know about your business to answer caller questions accurately. The more information you provide, the better it can help callers.
Essential Information to Add:
- Business hours (including holidays)
- Services offered and pricing
- Location and parking information
- Common FAQs and their answers
- Current promotions or specials
- Insurance accepted (for healthcare)
- Practice areas (for legal)
- Service areas (for home services)
Step 6: Set Up Call Routing
Decide what happens when a caller needs to speak to a human or when the AI can't fully help them. Good routing rules ensure no lead falls through the cracks.
Direct Transfer
AI transfers directly to a team member's phone
Voicemail
AI takes a message and emails it to you
Scheduled Callback
AI books a callback slot in your calendar
Department Routing
AI asks caller's need and routes to right team
Step 7: Test Your AI Receptionist
Before going live, test your AI receptionist thoroughly. Call your new number and pretend to be different types of callers with different needs.
Test Scenarios to Try:
- Ask about your business hours
- Request to schedule an appointment
- Ask a question from your FAQ list
- Request to speak to a specific person
- Ask about a service you don't offer
- Mumble or speak unclearly to test error handling
- Call after hours to test after-hours behavior
Optimization Tips
Your AI receptionist will work out of the box, but these tips will help you get even better results over time. If you plan to connect your receptionist to a CRM, follow our CRM integration walkthrough for step-by-step instructions.
Review Call Transcripts Weekly
Read transcripts to find questions your AI struggles with, then add that information to your knowledge base.
Update Your Greeting Seasonally
Mention holiday hours, seasonal services, or promotions in your greeting to keep it current.
Set Up SMS Follow-Up
Have your AI send a confirmation text after booking appointments or capturing leads.
A/B Test Your Voice
Try different voices for a week each and compare caller engagement and completion rates.
Create Escalation Rules
Define clear criteria for when AI should transfer to a human (e.g., angry callers, complex legal questions).