Callivera · Implementation library
AI receptionist implementation guides
From initial preparation to a controlled pilot: ordered steps, rules to approve and checklists for your team.
Build a call-quality test plan before launching voice AI
A repeatable acceptance test for interruptions, uncertain dates, provider failures and clear caller outcomes.
- Expected response and record documented
- Fictional noisy-audio cases included
- Timeouts and duplicates tested
Set up after-hours AI phone coverage without dead ends
Define business hours, holiday rules, an on-duty contact and an honest callback path for closed-office calls.
- Hours and timezone approved
- Holiday exceptions assigned
- On-duty and backup contacts tested
Define appointment rules, buffers and conflict handling for AI reception
Turn service duration, staff availability and cancellation policies into a booking process that can be tested.
- Approved service/resource matrix
- Pending and confirmed states separate
- Last-place concurrency tested
Set up team access for your AI receptionist workspace
Invite colleagues, choose member or admin access and remove access without shared passwords.
- Named company owner
- Exact invited email
- Individual accounts only
Measure AI receptionist results without inflated ROI
Define a baseline, separate requests from bookings and compare verified outcomes rather than invented revenue.
- Representative baseline
- Outcomes defined separately
- Duplicates reviewed
Prepare multilingual phone intake with accurate names and dates
Design language switching, callback details and timezone confirmation for Polish and American callers.
- Supported languages approved
- Native wording reviewed
- Month and timezone confirmed
AI receptionist launch checklist: a controlled first rollout
A practical launch sequence covering business knowledge, access, call routing, action verification and fallback.
- One low-risk workflow.
- Approved answers with owners.
- Documented privacy and permissions.
Human handoff guide for AI phone reception
Define when to transfer, what to pass to staff and how to handle failed handoffs without false completion.
- Trigger defined.
- Destination authorized.
- Context minimized.
Build an AI receptionist knowledge base that does not guess
Prepare approved service information, policy ownership and a repeatable update process for phone answers.
- Approved answers only.
- One owner per critical policy.
- Live facts kept separate.
AI receptionist privacy review: questions before deployment
Map audio, transcripts, retention and vendor responsibilities before using AI phone reception with real callers.
- List collected data and purposes.
- Review contracts and providers.
- Define access and retention.