AI Reception Setup

• Contractor has approved the AI reception feature (part of full-service or upsell from rank-and-rent)
• You have assigned a phone number from your pool (or obtained a new one)
• Contractor has provided: their business name, greeting preference, callback instructions

1. Phone Number Assignment (15 min, you)

• Assign or provision a new phone number for this contractor
• Forward the number to your AI reception system (Twilio, your custom worker, or SaaS provider)
• Test: call the number to confirm it rings through to the system

2. AI Configuration (30 min, you)

• Contractor greeting: "Hi, you've reached [Contractor Name] striping and sealing. Our team is on another call. Can you please tell me your name, phone number, and what service you are interested in?"
• Fallback options: "Press 1 to schedule a callback," "Press 2 to leave a voicemail"
• Voicemail: "Thanks for calling. We will get back to you within 2 hours on weekdays."
• Callback hours: Monday-Friday 8am-5pm (or contractor's hours)

3. Contractor Training (15 min call or email)

• Explain: callers will hear the AI greeting, the AI will collect info, and you will get a summary within 5 minutes
• Show them an example transcript: "Name: John Smith, Phone: 555-1234, Service: Parking Lot Sealing, Callback Requested: Yes"
• Test call: have the contractor make a test call and confirm they got the notification
• Action: "Review the first 3 calls tomorrow and let me know if the greeting feels right"

4. Integration (30 min, you)

• Connect the AI system to your CRM so leads auto-populate
• Create a filter: AI calls show in a separate folder so contractor (or you) can review them quickly
• Set up notifications: contractor gets SMS/email for urgent calls, or a daily digest

5. Live Deployment (Ongoing)

• Day 1-7: Monitor call quality. Check that AI is capturing info accurately and contractor is responding quickly.
• End of week: Call contractor: "How are the calls coming through? Any issues?"
• Issue examples: AI not capturing names clearly (adjust mic sensitivity), contractor not getting alerts (check notification settings), callback hours not working (fix timezone issue)

6. Optimization (Ongoing)

• After 2 weeks, analyze call transcripts:
• Are callers confused by the greeting? Adjust wording.
• Are callers hanging up before leaving info? Shorten the greeting.
• Are callbacks happening fast enough? Coach contractor or adjust your response process.

You (FaithCopy). Contractor interacts with the system, but you manage the setup, config, and support.

• Phone number live within 2 days of contractor approval
• AI greeting deployed and tested
• Contractor receives first 5 calls successfully captured and delivered within 5 minutes
• Contractor confident in the system (positive feedback on quality and ease)
• Call capture accuracy: 95%+ (name, phone, service clearly recorded)