🎯 What you'll have at the endYou'll have an AI receptionist that answers calls 24/7, books jobs into your calendar and calls new web enquiries back within minutes.

🧰 Before you start

A voice-AI platform account (e.g. Retell AI; others work similarly)
An online calendar (e.g. Cal.com or Google Calendar)
A phone number (you can buy one in the platform or forward your existing line)
Your services, prices and service area written down

⏱️ Time needed1-2 weeks

💵 Rough costPlatform usage per minute plus a phone number; often around USD 100-300/month for a small business

🪜 Step by step

🐣 Beginner mode: showing the 8 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 8.

✅ 0 of 8 steps done 📄 Printable page

1
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Write your call script
List the questions a good receptionist asks. Use the prompt below as the AI's instructions.
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2
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Create the agent
In Retell, create a new agent (single prompt is easiest) and paste the instructions.
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3
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Pick a voice
Choose a warm, clear voice and test how it says your business name.
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4
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Connect your calendar
Connect Cal.com in Integrations, then add the Check Availability and Book Appointment functions (actions the AI can take) using your event type.
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5
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Test with pretend calls
Use the built-in test call. Try difficult callers: angry, confused, off-topic.
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6
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Connect a phone number
Buy a number in the platform or forward your missed/after-hours calls to it. Publish the agent.
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7
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Add speed-to-lead callbacks
Optionally, set web form leads to trigger an outbound call (only to people who asked to be contacted).
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8
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Review calls weekly
Read transcripts and improve the instructions.
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💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 Receptionist instructions

You are [name], the friendly receptionist for [business] in [area]. Business hours: [hours].
On every call:
1. Greet the caller and ask how you can help.
2. Find out: their name, phone number, what they need, where they are (service area: [areas]) and how urgent it is.
3. If it's an emergency ([define, e.g. burst pipe]), say someone will call back within [15] minutes and send an alert to [number].
4. Otherwise check the calendar and offer two available times. Repeat the time back and get a clear 'yes' before booking.
5. Never quote prices except: [standard prices]. For anything else, say the team will confirm.
6. Tell callers they are speaking with an AI assistant if they ask, and offer to take a message for a person.
Keep answers short and friendly, in British English.