Transcript
Welcome back everyone. Tina here and in this video today we are going to talk about how you can adopt AI into your business. We are going to cover two major business problems. Number one is being missed calls.
Businesses constantly keep missing calls and losing business therefore and number two there is no afterhour coverage. The business is losing leads because nobody is answering the phone or emails or SMS or even WhatsApps. You see calls go unanswered. People typically don’t leave voice messages which means lost revenue for your business and staff may also be overwhelmed.
Not to mention the customer has a poor experience with the business if nobody answers their needs. You see most inquiries even come after hours once the business is closed. People expect a 247 response and all that happens then in the morning when you open your business, you’re just going to catch up on these missed messages. This means the lead has already chosen the competitor and you have no staff for weekends.
But hey, we have a solution which is the voice AI, the missed call text back as well as the conversation AI. Let me give you an overview of all of these features so you can make more money. So to turn on missed call text back, we want to go to settings at the bottom left. Then we click on phone systems on the left, voice at the top, select voicemail and missed call text back and click on miss call text back on the left again.
Right here you want to check mark enable miss call text back. Here you have the default message. If you want to customize it, simply click on customize and edit your message. You can also send yourself a test to see how it would look like.
Just enter your number into this box and hit send test. Once you’re happy with your content, click save. You also have the option to enable missed call WhatsApp back. If WhatsApp is very dominant in your country, you would just do the same thing.
Check mark this little box and make sure you have subscribed to the WhatsApp subscription. You can sign up for WhatsApp by clicking WhatsApp on the left and follow the wizard from there. Next up, let me walk you through conversation AI as well as voice AI. To set up an AI agent, click on AI agents on the left and then on getting started at the top here.
You can select between voice AI or conversation AI. You can follow the wizard from here to set up your first AI agent. So, let’s set up a voice AI agent together. Click create your first voice AI agent.
And here you can browse the marketplace and select from a template that others have already created or you can also create your own agent from scratch. Let’s select this option and let’s continue. Then you just need to follow those three simple steps. You can give your agent a name, reception for example.
Then your business name will automatically prepopulate. You can select the language and also the voice, the time zone as well as the LLM model. And down here you would enter the initial message you would like the voice AI agent to say once he or she picks up the phone. Let’s hit next.
And here we can add our agent goals. What would you like the agent to do for you? Would you like it to answer basic FAQs? Would you like it to book appointments for you?
Whatever it is, you can connect a knowledge base to this particular agent. A knowledge base is a set of data that you can create to feed that information to your agent. So the agent knows the information. for example, your FAQs about your company. You can click create new knowledge base right here.
Then you would click create new knowledge base. Give it a name and a description. Hit create and from here you can select web crawler for example. You can also upload files.
Click add source. Select web crawler and then add your website. And then you would hit extract data. Now you can see the system is working to fetch the pages and once it’s done it will just know all the information on that particular website.
Going back to our agent goals, you would then click the drop-own menu and select your knowledge base. Then you would give it more prompts when to use this knowledge base and you can decide what kind of data the voice AI agent is going to ask from the caller. We would like the name, the email, and the contacts issue. Keep in mind, the more data points you’re asking, the more likely the chances people will put down the phone.
So just ask what’s necessary. Then you can also trigger particular workflow when the call is completed. For example, you can send a note or a task to a staff member so that this shows up the next morning in their calendar. All you would do is check mark this box and then you can select a specific workflow from all your workflows.
Also, you can decide who will receive an email notification post call. Hit next. Then from here, you would select the phone number that you would like to connect to your voice AI agent. If you don’t have a number yet, you can click here and buy a new number.
You want to enable this feature here as a backup in case somebody doesn’t pick up the phone, but then the AI agent will join in. You can also set specific working hours for the agents right here if you don’t want it to run 24/7. If you leave it as is, then it runs 24/7. And here on the right hand side, you can decide whether it should be a web call or a phone call, meaning people can just click this web call button within the chat widget without needing to actually take their phone and not dial your number.
Now let’s hit save. And here you can see your reception AI agent has been built for the conversation AI bot. It would go similar. So let’s select this.
Let’s click agent list. And here we have an appointment booking bot which will help us to book appointments for this particular business. So let me show you how we built this. We click the three dots.
We click on edit. And right here we gave it a name appointment booking bot. We have set the status to autopilot cuz we want the bot automatically to reply in writing based on the trained data. Remember the knowledge base that I told you earlier.
Then we have selected the live chat cuz we put it on our website as a live chat. Then we have the autopilot mode. How long should the bot wait until it responds? We’ve set it to 2 seconds.
We want to chat endlessly as long as the customer wants to chat to the bot. We will do so. Therefore, we put it to 100. And also here you can decide whether or not the chatbot responds to images a customer uploads and or voice notes.
You can reactivate the bot after 2 minutes. Let’s say the customer doesn’t reply for 2 minutes and you can reset the bot and they have to start the conversation again. Similar to the voice AI agent, here’s the bot training where you can connect your knowledge base. Please note, you can add up to seven different knowledge bases.
Next up, we have the bot goals. Here you can again select the language model you would like to use for this and you can insert your prompt. In this case, we prompt the bot to help us book appointments. Further down, we have more actions we can select to refine the bot.
So we want it to be an appointment booking. We can also select to trigger workflow. We can select to gather the contact info, to stop the board, even to send it to a human and the human can take over to transfer the board or to auto follow up. Last but not least, you have your dashboard where you can select all the channels where the bot was active and you can see your statistics.
And that’s how AI can make sure no lead is lost even if nobody picks up the phone. So this way your business never sleeps because AI captures the leads and books appointments on autopilot.