> ## Documentation Index
> Fetch the complete documentation index at: https://help.withallo.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Virtual Receptionist
> Intelligent call handling with customizable AI assistant
## What is the Virtual Receptionist
The virtual receptionist (AI receptionist) answers calls when you're unavailable. It greets callers, collects information, answers questions about your business, and takes messages. Available exclusively on the Business plan.
The AI handles the call itself and takes a detailed message. It does not transfer the caller to a live person. If you want a human to pick up first, configure [call routing](/en/features/call-routing) so the AI only kicks in on missed calls or after hours.
**Key benefits:**
* Answers calls 24/7 automatically
* Customizable voice and tone
* Knows your business information
* Collects caller details
* Integrates with business hours
AI Receptionist requires the Business plan (\$45/month). Not available on Starter plan.
## Video setup
## Steps
Navigate to **Settings** in the app
Tap **AI Receptionist** from the settings menu
Select from available voice options:
* **Friendly** - Warm and conversational
* **Professional** - Business formal tone
Choose the voice gender and accent that fits your brand
Choose how much detail the AI provides in responses:
* **Brief** - Short, direct answers
* **Detailed** - Comprehensive responses
Provide up to 5 website links or upload a PDF with:
* Business hours
* Services offered
* Pricing information
* Common questions and answers
* Important policies
Maximum 2000 characters of additional text
Write the greeting callers hear first. Make it clear they're speaking with AI.
Example: "Hello, you've reached Acme Corp's AI assistant. I'm here to help you. How can I assist you today?"
Write the message played when calls end.
Example: "Thank you for calling. We'll get back to you soon. Have a great day."
Specify what information to collect from callers:
* Name
* Phone number
* Email address
* Reason for calling
* Preferred callback time
* Custom questions
Make a test call to hear how your AI Receptionist sounds. Adjust settings as needed, then activate.
For best results, use the AI Assistant GPT to help configure your receptionist: [Allo Assistant GPT](https://chatgpt.com/g/g-6828b9510d8c81918410492e53038629-allo-assistant-ia)
## Configuration options
### Voice settings
Choose from multiple voice options with different accents and genders
Set the formality level from casual to professional
Control response length and depth
Adjust how fast the AI speaks
### Language
The AI Receptionist speaks in the language configured for your number. This is the same setting that controls the IVR voice.
**To change the language:** Settings → Numbers → select a number → General → Voice (Or in the AI Receptionist's Personality setting)
### Business knowledge
**Website links:**\
Add up to 5 URLs. The AI reads and learns from these pages to answer questions accurately.
**PDF upload:**\
Upload documents with detailed business information, FAQs, or product catalogs.
**Additional information:**\
Enter up to 2000 characters of custom text for specific instructions or information not on your website.
Do not add API sources. Only website URLs and PDFs are supported.
### Custom instructions
You can add specific instructions for how the AI should behave:
* "Always offer to schedule a callback"
* "Mention our 30-day guarantee when discussing pricing"
* "If asked about technical support, collect the product serial number"
* "Transfer urgent matters to the on-call manager"
### Welcome and closing messages
**Welcome message best practices:**
* Clearly state it's an AI assistant
* Mention your business name
* Set expectations ("I can answer questions about...")
* Be friendly and professional
**Closing message best practices:**
* Thank the caller
* Confirm next steps
* Provide alternative contact methods if needed
## How it works
### Call flow
1. **Caller dials your number**
2. **AI greets the caller** with your custom welcome message
3. **Caller asks questions** or states their reason for calling
4. **AI responds** based on your business information
5. **AI collects information** according to your settings
6. **Call ends** with your closing message
7. **You receive summary** with transcript and collected information
### Integration with business hours
AI Receptionist works seamlessly with Business Hours:
* Activates automatically outside business hours
* Can be set as the primary call handler during business hours
* Customizable per time period
[Learn more about Business Hours](/en/call-features/call-management#business-hours)
### Voicemail integration
You can choose between AI Receptionist and voicemail. Both can't be active simultaneously.
**Recommendation:**\
Use AI Receptionist for better caller experience. It can answer questions that voicemail can't.
## What callers experience
When a caller reaches your AI Receptionist:
1. **Professional greeting** - Hears your custom welcome message
2. **Natural conversation** - Can ask questions in their own words
3. **Immediate answers** - Gets responses based on your business info
4. **Information collection** - Provides their details when needed
5. **Clear next steps** - Understands what happens after the call
**Caller indicators:**
* Some callers may not realize they're speaking with AI
* Your welcome message should clearly state it's an AI assistant
* The AI sounds natural and professional
## After the call
You receive:
* **AI summary** - Key points from the conversation
* **Full transcript** - Complete text of what was said
* **Collected information** - Name, phone, email, and custom fields
* **Call recording** - Audio file of the entire conversation
* **Recommended actions** - Suggested follow-up based on the conversation
All information syncs to your connected CRM automatically.
## Best practices
### Configuration tips
**Keep it focused:**\
Provide clear, specific information. Don't overload with too much content.
**Update regularly:**\
Keep business information current, especially hours and pricing.
**Test frequently:**\
Call your own number to hear how the AI responds. Adjust as needed.
**Be transparent:**\
Always inform callers they're speaking with an AI assistant.
### Common use cases
**After-hours support:**
* Answer common questions 24/7
* Collect callback requests
* Provide basic troubleshooting
**Appointment scheduling:**
* Collect preferred times
* Gather contact information
* Confirm appointment types
**Lead qualification:**
* Ask qualifying questions
* Collect budget information
* Identify urgent vs. routine inquiries
**Order status:**
* Collect order numbers
* Provide shipping information
* Route to appropriate department
## Troubleshooting
**Check these settings:**
* AI Receptionist is activated (toggle is on)
* Not conflicting with IVR or voicemail settings
* Business hours configured correctly if using time-based routing
**Solution:** Go to Settings > AI Receptionist and verify the status shows as "Active".
**Common causes:**
* Outdated business information
* Conflicting information across sources
* Website content changed since connection
**Solution:**
1. Review and update your business information
2. Remove outdated website links
3. Add corrections in the "Additional information" field
4. Make a test call to verify improvements
**Verify settings:**
* Information collection fields are enabled
* Custom questions are properly formatted
* AI has instructions to collect this data
**Solution:** Add explicit instructions like "Always collect the caller's email address before ending the call."
**Consider these adjustments:**
* Simplify your welcome message
* Reduce reply detail level
* Make the AI more conversational (friendly tone)
* Offer callback option earlier in the conversation
**Alternative:** Use IVR to let callers choose between AI assistant or voicemail.
**Adjust speaking pace:** Go to Settings > AI Receptionist > Advanced Settings > Speaking Pace
Test different speeds to find what sounds natural.
You can update AI Receptionist settings anytime:
1. Go to Settings > AI Receptionist
2. Make your changes
3. Click **Save**
4. Changes take effect immediately
## Limitations
**What AI Receptionist can do:**
* Answer questions about your business
* Collect information from callers
* Provide basic troubleshooting
* Schedule callbacks
* Route calls based on responses
**What AI Receptionist cannot do:**
* Process payments
* Access customer accounts without prior setup
* Make decisions requiring human judgment
* Transfer the caller to a live person (no warm or blind transfer)
* Send SMS or email directly
## Need help?
Use our GPT to optimize your AI Receptionist
Get help configuring your AI assistant