# How an AI receptionist works, from your website to your first call Here is how an AI receptionist works with Vocenya. You enter your website, and Vocenya builds a receptionist from it in about 20 seconds. You review and edit what it knows, then forward your business number. From then on, it answers every call in your business name and texts you a summary after each one. - **About 20 seconds to build:** Vocenya reads your website and drafts your receptionist’s knowledge, greeting and call handling almost instantly. - **You review before it goes live:** Nothing answers a real customer until you have checked and edited what the receptionist will say. - **Keep your number:** Forward the number you already use. Customers keep calling the same number they always have. ## Step 1: How does Vocenya build my receptionist? You enter your business website at vocenya.com. Vocenya reads it and builds a draft receptionist in about 20 seconds: your business name, services, hours, service area and the answers to common questions. You can hear it right away. Vocenya calls your phone so you can talk to your receptionist the way a customer would, before you sign up for anything. If your website is thin or out of date, that is fine. You will add notes in the next step. Nothing goes live at this stage. It is a draft for you to check. ## Step 2: How do I review and customize it? Before your receptionist takes a real call, you review everything it knows and edit anything that is wrong or missing. Common changes include: - Adding services, prices or policies that are not on your website. - Setting the questions it asks, like address, type of job or insurance. - Choosing business-hours and after-hours call flows. - Deciding when calls transfer to you, your team or a GH Live agent. - Choosing whether it says it is a virtual assistant upfront or only when asked. You can also connect Google Calendar, Microsoft 365, Acuity Scheduling, Jobber, Housecall Pro or ServiceTitan so it can book appointments. ## Step 3: How do I forward my business number? You keep the number your customers already know and set it to forward to Vocenya. Most phone carriers let you forward all calls, only unanswered calls, or calls after a set number of rings. That gives you choices: - **Forward all calls** so the AI answers everything. - **Forward unanswered calls** so your team answers first and the AI catches the rest. - **Forward after hours** so the AI covers nights and weekends. If you prefer a new number, Starter and above include one local number. Your carrier can tell you the exact forwarding steps for your line. ## Step 4: How does an AI receptionist work on a live call? Your AI receptionist answers in your business name. It talks with the caller in natural speech, in English, Spanish, Russian or Ukrainian, and answers their questions from what you set up. During the call, it captures the caller’s name, number, address, reason and urgency. If your calendar is connected, it books the appointment. If the caller needs a person, it warm transfers them. The moment the call ends, you get a text or email summary. Depending on your plan, you can also read the transcript and play the recording. Nothing gets lost in a voicemail box. ## How long does it take to go live? The receptionist itself is ready in about 20 seconds. How long the rest takes is up to you: some owners review a few answers and forward their number the same day, and others spend more time adding detailed notes and booking rules. Every plan has a 14-day free trial, there is no contract, and you can cancel any time. You can keep improving your receptionist after it goes live by editing its knowledge whenever something changes. If you get stuck, start a chat with us and we will help you finish setup. ## Frequently asked questions ### Do I need technical skills to set up an AI receptionist? No. You enter your website, review what the receptionist knows in plain language, and set up call forwarding with your phone carrier. Connecting a calendar is a sign-in step. If you add website chat, you paste one script tag, which your web developer can do if you prefer. ### Can I try it before signing up? Yes. Enter your website at vocenya.com and Vocenya builds your receptionist in about 20 seconds, then calls your phone so you can hear it. When you are ready, every plan has a 14-day free trial with no contract. There is no contract. ### What if my website does not have much information? The receptionist starts from whatever your website has, and you fill in the rest with notes. Add your services, hours, service area, pricing guidance and policies in your own words. The receptionist uses your notes alongside your website to answer callers. ### Will I lose my phone number? No. You keep your existing number and forward it to Vocenya. You can forward all calls, only unanswered calls or only after-hours calls. If you would rather have a new local number, the Starter plan and above include one. Pro supports multiple numbers. ### Can I change what the receptionist says after it goes live? Yes. You can edit its knowledge, questions, call flows and transfer rules at any time. When your hours change for a holiday or you add a new service, update it in Vocenya and the receptionist uses the new information on the next call. --- Source: https://vocenya.com/how-it-works Vocenya, powered by GH Business Solutions. Plans from $49/month with a 14-day free trial: https://vocenya.com/pricing