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Client onboarding

Let's build your AI receptionist

One form with everything we need to set up your account and launch your assistant. Every client gets their own AI — and this is where you tune how it sounds, what it says, and how it handles your calls. You can keep refining it any time after go-live.

  • About 10–15 minutes — answers autosave on this device
  • You design your own AI receptionist as you go
  • Leave anything blank — we fill sensible defaults and confirm
Required complete6/28

Your business & contacts

The basics we put on your account, your contracts, and what your assistant knows about who it works for.

Written exactly as it should appear. Your assistant says this on every call, and it's on every lead alert and in your portal.

Only if the written name is tricky to say (e.g. say 'and' not '&', drop 'LLC', a brand pronunciation).

What kind of business you are. Frames how your assistant talks and how calls get classified.

Plain-English summary your assistant uses to answer 'what do you do?'. Keep it factual; leave pricing out.

The state your assistant assumes when a local caller doesn't say it. Also informs call-recording wording.

Where your business is based. Shown in your assistant's context.

Addresses your assistant may confirm if a caller asks where you're located. One per line. Leave blank to have it say 'the team can confirm on the callback.'

The published line your customers already call. For reference / caller-ID context — this is NOT where lead alerts are sent.

Used to decide whether a call is during business hours or after-hours, and for the time shown on every alert.

The main person we work with on your account during setup and going forward.

For our reference during onboarding.

The main decision-maker email for the account. (Different from where lead alerts go.)

A direct line for your main contact, for account purposes.

Who we coordinate with on hours changes, assistant tweaks, and lead questions, if different from the primary contact.

The exact legal entity we invoice and put on the agreement, if different from your customer-facing name. Billing/contracts only — never spoken to callers.

Who can sign the ASAI service/pilot agreement, and their title. May be the same as your primary contact.

Where we send the agreement to sign, if different from the primary contact.

Where invoices should go, if different from your primary contact. Billing only.

Where calls come from & forwarding

How your missed and after-hours calls reach ASAI. This is what we set up and test before you go live.

What currently happens to calls after you close. Tells us what we're replacing.

Your phone system or carrier — determines how after-hours forwarding gets set up.

The carrier/account that owns your published number today. Tells us where the forwarding setting lives. Often the same as above, but not always.

The person or vendor (IT, office manager, or phone provider) authorized to change forwarding and help run the go-live routing test.

How calls get sent to ASAI — automatically on a schedule, a button at close, or after a few rings. Determines how we configure and test it.

A rough estimate helps us size your account and sanity-check the go-live test. A guess is fine.

Lead alerts & escalation

Who hears about a captured lead, how fast, and who gets pulled in for an emergency.

One email per line — every captured lead is emailed here (first = To, the rest = Cc). Use real named inboxes you know are read.

One per line. Cc'd ONLY on emergencies. Leave blank to use the same recipients as normal leads.

A mobile that gets a text on each new lead. Optional — leave blank to skip texts.

Who gets the immediate emergency alert after hours. For routing the alert — your assistant doesn't name them to callers.

The number that receives the immediate after-hours emergency call/text.

Who gets after-hours SALES lead alerts. Routing only, not spoken to callers.

The number that receives after-hours sales lead alerts.

A secondary name + number to alert if the primary on-call can't be reached on an after-hours emergency.

If set, routine after-hours texts/calls are held until morning while emergencies still go out immediately. Blank = alert any time.

The person who will watch for the very first lead-alert at go-live and tell us it arrived. We don't flip you live until they confirm.

Opt in to a once-daily email summarizing the previous night's captured leads.

Design your AI receptionist

This is YOUR assistant. Everything here shapes how it sounds and what it says — and you can keep refining it any time after go-live. Give it as much or as little as you like; we'll fill the rest with sensible defaults.

What your AI receptionist calls itself when it answers. Pick any name you like.

How your assistant should sound. Always human-like and natural — but it never pretends to be a real person.

The first thing your assistant says. It names your business and offers help. It never states whether the office is open or closed.

The last thing your assistant says before ending the call. Leave blank for a clean default.

Tell your assistant how to sound and behave — phrases to use or avoid, what to emphasize, how to treat your best customers. This is the heart of making it feel like your team, and you can update it any time.

What you'd like your assistant to highlight when it's natural to. One per line.

Describe a real call and exactly how you'd want it handled. The single most useful thing for tuning your assistant well.

Anything specific to your business to avoid. (Standard guardrails — never quote unapproved prices, never promise a tech's arrival, never take payment, never pretend to be human — are always on.) One per line.

Approved wording for when a caller asks if it's a person. For 'talk to a person,' it captures the info and has the team call back (urgent if needed). Leave blank for a safe default.

Languages it should handle

Which languages your assistant should greet and capture leads in.

How to handle an unsupported-language caller.

Whether we capture and keep call audio/transcripts for your account. Drives whether a recording-consent line is needed and what shows in your portal.

Turn on for two-party-consent states (CA, CT, FL, IL, MD, MA, MT, NH, PA, WA). Your assistant adds a 'this call may be recorded' line. We're not your legal advisor — confirm your state's rule.

Hours & availability

When you're open. Calls outside these times are treated as after-hours and captured for you.

Days the office is open

Days your office is staffed. Outside these days, every call is treated as after-hours.

When your office opens each business day, your local time.

After this, calls are after-hours.

On = your assistant also catches calls during open hours when your team is busy. Off = after-hours only.

Any window when the office is unstaffed inside open hours. Blank if you're staffed straight through.

Dates/holidays the office is closed, so those days are treated as after-hours. Blank = follow your weekly schedule only.

Any recurring seasonal schedule that differs from normal, so after-hours detection stays accurate.

Services, service area & pricing

What you do, where you do it, and what your assistant may (or may not) say about price.

Everything your assistant should recognize and capture, one per line. Drives how it talks about your offerings and how calls get classified.

Brands you handle, so your assistant can confirm 'yes, we service that' or capture a brand a caller names. One per line.

Out-of-scope requests so your assistant doesn't over-promise. It still takes the lead, but says the team will confirm. One per line.

Cities, towns, and counties you serve. Lets your assistant capture the service address and gently flag out-of-area callers (it still takes the lead).

A precise in-area / out-of-area read. Comma or space separated.

How to handle a caller clearly outside your service area.

Default OFF (recommended). When off, it says 'the team will go over pricing.' Only turn on if you provide exact 'from $X' anchors below.

Safe, non-committal wording for 'do you finance?' / 'can I pay monthly?'. No rates unless you list them. Blank = defer to the team.

Approved wording for 'is it under warranty?' / 'do you have a service plan?'. Keep it general. Blank = defer entirely.

Guardrail for when a caller names a competitor or asks how you compare. Default is to stay neutral and steer back to helping.

Questions plus the short answer it may give, one per line as 'Q: … A: …'. Keep answers factual; no pricing unless enabled above.

Names a caller might ask for. Your assistant says it'll have that person (or the team) follow up — it doesn't transfer. One per line.

Emergencies & call handling

What counts as a true emergency, and exactly how your assistant should handle and route each call.

What counts as a TRUE emergency for you

Your assistant marks a lead EMERGENCY and escalates immediately only for these. A minor issue is treated as routine service, not an emergency.

Anything specific to your business that should trigger emergency handling. One per line.

Explicitly routine items so your assistant doesn't over-escalate. One per line.

Limited safe advice only (e.g. shut off the water/gas/main). It never diagnoses or promises a tech is on the way.

If on, it adds 'If anyone is in danger, please also contact emergency services right away.' Recommended ON.

What your assistant does when a true emergency comes in after hours. It never promises a tech is on the way — only that it's getting it to the right person fast.

What it promises for non-urgent after-hours calls.

What it promises about timing without over-committing.

Default OFF — it takes the info and says the team will call back. Only turn on if a live-transfer destination is set up.

By default it captures a preferred callback window but never confirms an actual appointment time. Real booking needs a calendar integration.

The wording it uses to ask when to reach the caller.

Any extra qualifying questions beyond name/phone/address/issue. It still asks one at a time.

Beyond emergency vs routine, how you'd like leads ordered so the team works the most valuable ones first. Blank = sensible default.

How repeat/existing callers are labeled in alerts and CRM. It always captures the lead; this just controls labeling.

CRM, branding & your portal

Optional integrations and the look of your read-only lead portal. Skip anything you're not sure about — we can wire it later.

Off by default — with no CRM, leads are captured and emailed only. Turn on to sync leads to an external CRM.

Becomes yourname.asaibot.com for your read-only lead portal. Lowercase letters, numbers, hyphens only; must be unique. (www/admin/demo/api are reserved.)

The email you'll sign into your portal with. We send a secure invite to set your password — never type a password into this form.

A link to your logo, or note that you'll email it. Used to brand your portal and lead alerts.

Your primary brand color (hex), for theming your portal and alerts.

Any custom wording you'd like on your portal.

Go-live & authorization

The last details so we can schedule your launch — and your OK to start capturing leads for you.

When you'd like ASAI handling live calls. Drives our setup timeline. A rough target is fine.

When your phone admin and confirmation contact can be available together for a live test call. We don't flip you live until it passes.

Anything that doesn't fit elsewhere but would help us set up your account or coach your assistant.

Optional. Lets us mention your business or results in ASAI marketing. No impact on your service either way.

Required to go live. Confirms you authorize the setup you've described on this form.

Your answers autosave on this device as you go. Not sure about something? Leave it blank — we'll fill sensible defaults and confirm with you before go-live.