AI Front Office

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AI Front OfficeConstruction & Design
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AIAI Front OfficeReception Console
Receptionist
Inbox
Pipeline
Receptionist Setup
Launch & Settings

CRM

Receptionist

Conversation overview Last 14 days

Lead source

Recent operations

Activity feed — what the receptionist actually did

  • No activity yet.

Launch Control

First client onboarding

One guided flow for getting a customer from signup to a tested live receptionist.

Onboarding checklist

Access

Team & roles

Invite users, review active sessions, and manage API keys with role-safe controls.

Invite teammate

Create API key

Invitations

Sessions

API keys

Audit Trail

Actions

Every recorded receptionist, workflow, routing, lead, escalation, and system action for this tenant.

Action log

Action detail

Calls & conversations

Every conversation across voice, SMS, and web chat. Click a row for the transcript.

Calls auto-refresh while this page is open.

Transcript

Leads

Project Intake Packages built during conversations — not voicemails.

Intake package

Customers

Contacts the Customer Brain recognises on future calls.

Projects

What the receptionist can speak to once a caller is verified.

Pipeline

Appointments

Booked by the Scheduling Agent during live conversations, lead conversion, or manual office follow-up.

Schedule appointment

Schedule

Appointment detail

Escalations

Urgent situations the receptionist stopped and handed to a human.

Results

Two kinds of number live here and they are never mixed. Counted means we can show you the calls behind it. Estimated means we multiplied a counted number by something we assumed — and every one says what it assumed.

Period

Counted from your own records

Estimated assumptions applied

The assumptions behind those estimates

Leave a box empty to keep our figure. Anything you fill in is used instead, and every estimate above says which of the two it used.

Conversations

How they ended

Leads and escalations

Workflows

What happens after the call — the follow-up text, the lead handed to a salesperson, the emergency paged to a superintendent.

Your workflows

New workflow

Recent runs

Every run keeps a per-step record — this is the answer to “why did that text go out?”

Receptionist Setup

Knowledge

Company services, FAQs, policies, custom instructions, and documents the receptionist can use.

Knowledge lanes

Organize what the receptionist can use by source. Uploads still land in one searchable knowledge base, but these lanes make setup clearer for customers.

Company factsHours, service area, locations, staff, departments, transfer numbers.
Sales scriptsQualification questions, pricing boundaries, objections, follow-up language.
PoliciesWarranty, cancellation, emergency, payment, scheduling, what the AI must never say.
DocumentsFAQs, PDFs converted to text, onboarding notes, trade-specific service lists.

Upload documents

Drop FAQs, policies, scripts, service lists, or onboarding notes here Text, Markdown, CSV, JSON, and HTML files are read directly in the browser before upload.

Custom instructions

Use this for behavior rules: what the receptionist should always do, never say, when to transfer, and how to handle uncertainty.

Knowledge sources

Services

Team & routing

FAQs & policies

Phone numbers

Choose which receptionist answers each number before it goes live. Vapi can remain the live voice source while optional carrier numbers are purchased and assigned here.

Get a new number

1Search

Pick country, number type, area code, or memorable digits.

2Select

Choose one available number and hold it for review.

3Assign

Choose the receptionist or agent that answers first.

4Activate

Confirm the recurring charge, attach the route, then test the line.

Selected number —

Choose a number from search results.

Answers for —

Choose the receptionist that answers this line.

Activation Buy & attach

This starts a recurring carrier charge and routes calls into this deployment.

Number routing

Before buying or attaching a number, confirm the selected receptionist has transfer contacts, business hours, emergency routing, and Vapi assistant configuration reviewed.

Your numbers

Keep the number you already have

The number on your trucks and your yard signs can move here. It takes days and two carriers have to agree, so nothing on this page will ever tell you it has moved until the carrier confirms it.

Before you start — what to have in front of you

Numbers you are moving

Port

Start a port

Everything below comes off a recent bill from your current carrier. It is saved as a draft first — nothing is sent to anyone until you submit it.

A job site address or a PO box comes back rejected, and that costs days.

Leave it blank to take the first date the carrier offers. Anything sooner than three business days is refused.

Connections

Integrations

Connect the receptionist to the systems that receive leads, messages, appointments, and alerts.

Customer channels

Website chat embed

Launch Control

Customer Go-Live Checklist

Automated launch checks plus the human approvals that still matter before a customer goes live.

Phone number assignment

Assign an existing number to this receptionist or buy a new number. Buying a number starts a recurring carrier charge and configures it to point at this deployment.

Owned numbers

How to use this page

Automated checks prove the platform can see required configuration and recent test evidence. Review checks are deliberately manual: they are approvals for voice quality, policy accuracy, emergency language, workflow copy, and customer sign-off.

Automation

Event feeds

Send real-time events to CRMs, dispatch boards, Zapier/Make, reporting tools, or your own software.

What this page is for

Event feeds are outbound webhooks. When something important happens in the receptionist, the platform queues a signed JSON delivery to systems you choose. This is how a lead can appear in a CRM, an emergency can hit a dispatch board, or a completed conversation can enter a reporting warehouse.

Receptionist actionEvent queuedSigned deliveryYour system

Where we send events

Signing secrets are not listed here. Each one is shown once when you add the endpoint and is never readable again — not by this console, and not by the API.

Supported events

Add an endpoint

Must be https. Plain http is accepted only for localhost, so you can test against your own machine.

Recent attempts

This is the answer to “did you actually send it?”. Anything still retrying will pick itself up on its own — a restart does not lose it.

Test your receptionist

A real conversation through the same engine that answers the phone.

Try: “There’s water coming through the ceiling at 1458 Oak Street” · “I need a deck built, about 16 by 24” · “I’m calling about my kitchen renovation”

Settings & deployment

Brand, non-live status controls, and the exportable configuration package. Live launches are managed from Go-Live.

Config sanity check

AI rep studio

Configure the receptionist persona, voice behavior, languages, and guardrails. These settings are saved into custom instructions, so the phone assistant, web chat, and knowledge search all receive the same operating rules.

1. PurposeAnswer calls, texts, WhatsApp, Messenger, and web chat before the office misses the lead.
2. VoiceUse a professional contractor receptionist tone with approved greeting and handoff rules.
3. KnowledgeRead uploaded company facts, scripts, policies, service lists, and FAQs before answering.
4. ActionsCreate leads, route departments, schedule appointments, escalate emergencies, and ask for SMS consent.
Simple setup is the customer-ready view. Use Advanced setup when you need language, persona, tool, or compliance tuning.
Assistant instruction preview

This block is appended to the tenant's custom instructions and included in the Vapi knowledge/tool prompt.


        

        

          
          
        

      

    

    
Brand colors

      
These colors are saved into the receptionist package and used by the console, website chat widget, and customer-facing messages where supported.

      

        

          

            
            

              
              
            

          

          

            
            

              
              
            

          

        

        

        

          Receptionist preview
          
          Accent metric
        

        

          
          
        

      

    

    
Export & import

      
The package contains this company’s configuration only — no platform code, and no credentials.

      

        
        
        
        
      

      

    

    
Raw configuration

  


  

    
Create AI Receptionist

    
Eleven steps. Everything except the company name has a sensible default, so you can go live and refine later.

    

    

      

        
1 · Company
          

            

            

            

            

            

            

            

            

          

          
        


        
2 · Industry template
          
          
          

        


        
3 · Services & service area
          
Choose a template first.

          

            

            

          

        


        
4 · Team
          
At least one person, and at least one emergency contact with a mobile number.

          

          
        


        
5 · Where enquiries go
          
Each department the receptionist routes to needs somewhere to send work, and a response time it is allowed to quote a caller. Pre-filled from your main email — split them out whenever you like.

          
Choose a template first.

        


        
6 · Opening hours
          
The receptionist uses these to decide whether to offer a live transfer, and tells callers when you reopen.

          

        


        
7 · Offices
          
One office? Skip this — we use the address and hours you gave above. Add a row per office if you have more than one, so the receptionist can tell a caller which one covers them and quote that office's hours instead of the company's.

          

          
        


        
8 · Phone & channels
          
Pick a new number for your receptionist, or enter one you already own. A new number is bought when you finish this wizard, and starts ringing straight away.


          
          

            
            
            
          

          


          
          
          
This one is only pointed at the receptionist — it stays with your current carrier and nothing is purchased.


          

            
            
            
          

        


        
9 · Integrations
          

            

            

            

          

        


        
10 · Knowledge
          
          
        


        
11 · Voice & persona