AI receptionist booked 200+ jobs in 90 days

🧰 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

🪜 Steps (tick as you go)

1. ☐
   1. Write your call script

   List the questions a good receptionist asks. Use the prompt below as the AI's instructions.

2. ☐
   2. Create the agent

   In Retell, create a new agent (single prompt is easiest) and paste the instructions.

3. ☐
   3. Pick a voice

   Choose a warm, clear voice and test how it says your business name.

4. ☐
   4. 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.

5. ☐
   5. Test with pretend calls

   Use the built-in test call. Try difficult callers: angry, confused, off-topic.

6. ☐
   6. Connect a phone number

   Buy a number in the platform or forward your missed/after-hours calls to it. Publish the agent.

7. ☐
   7. Add speed-to-lead callbacks

   Optionally, set web form leads to trigger an outbound call (only to people who asked to be contacted).

8. ☐
   8. Review calls weekly

   Read transcripts and improve the instructions.

💬 Prompts to copy

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.

🔗 Links

• Retell: connect Cal.com for booking (official): https://docs.retellai.com/integrations/cal-com
• Retell: build an AI appointment setter: https://www.retellai.com/blog/how-to-build-ai-appointment-setter-qualifies-callers
• Grout Medic case study: https://www.explained.consulting/case-studies/grout-medic

From https://usecasy.com/use-case/grout-medic-voice-agent/ · Guide checked 15 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).