Teach it your business
Updated
In short
Your receptionist learns from your website, your Google listing and what you add at signup. After that, edit what it knows on the Receptionist page. Changes apply to the next call.
In this article
Your receptionist only answers from what it knows about your business. The more complete that is, the better your calls go. If it doesn't know something, it tells the caller your team will follow up.
Your website
At signup, Vocenya reads up to 15 pages of your website. It picks up your services, prices, hours, service area and common questions.
Later, the Website knowledge card on the Receptionist page lets you:
- Tap Refresh from my website to read it again. You can do this up to 3 times an hour.
- Keep Refresh every week on, so new pages are picked up on their own.
A refresh only adds new details. It never replaces what you edited yourself.
Some text on websites looks like instructions to an AI. Vocenya leaves that out and shows it to you. You can add it anyway if it is real information.
Your Google Business Profile
If Vocenya can find your Google listing, it suggests details from it. You choose which ones to use:
- Opening hours, and special hours this week.
- A short description of your business.
- Your address, so it can tell callers where you are.
- Your service area. Edit it to the towns you actually cover.
- A number to transfer callers to. Only use it if a person answers that number. If it forwards to Vocenya, a transfer would ring your receptionist again.
Your Google star rating is never given to the receptionist.
Documents and notes at signup
While you review your draft, you can add:
- Documents: a menu, price list or FAQ sheet. PDF, Word, text, Markdown or CSV, up to 10 MB each, up to 10 files.
- Notes in your own words, like "no work on Sundays, free estimates, parking behind the shop".
New details are added to your cards. Nothing you wrote is replaced.
Editing after signup
Open Receptionist in Vocenya. Each part has its own card: Voice, Language and AI disclosure, Greeting, About your business, Booking instructions, Services and prices, Service area, FAQs, Policies, Team, Call rules, Never say and Holidays. Your hours are on the Business hours card.
Changes apply to the next call. Only the account owner can make changes.
Tips
- Write short, direct answers to the questions your phone rings with every week.
- Mark prices as OK to quote only if you are happy for callers to hear them.
- Use Never say for anything it must not promise.
- Set what counts as urgent, and where urgent calls go, in Call rules.