Your AI virtual receptionist can only be as helpful as the information you provide to it. While an old or inaccurate knowledge base will annoy customers, it also means you have to do more admin and might lose bookings. The aim seems straightforward: to answer the most common questions fast, capture details correctly and help agents be more efficient.
Introduction – hours of operation (even bank holidays), contact phone/email, and the next most desired action by you; book online, call-back, leave a message etc. Where you are located complete with full addresses, service areas, notes on parking/access.
Next, list your services clearly. Say what it is, who you serve, how long it typically takes, etc. This can include medical history forms for a clinic, patch tests for a salon or photos prior to quoting like most trades business use. For AI Receptionist Industries, contact My AI Frontdesk
It is the pricing where many sellers get out of sync. Publish prices – clearly stating that these are from costs and what is included/excluded in the price tag. Safe scripts for AI if you do not post prices: Explain how quotes work/provide the steps of information, and when the human will follow up.
Last but not least, policies & FAQs; deposits, cancellations, rescheduling, late arrivals, refunds and emergency plans, for example. Add handover rules as well – things the AI should pass over to a human (complaints, vulnerable customers, urgent repairs etc. sensitive personal data).
Periodically revisit and update it whenever something changes. A solid AI receptionist is not a replacement for your team, it simply saves their time and provides your customers with answers that are quicker as well as clearer.
