AI Receptionist

Let Apptoto answer incoming texts, emails, and phone calls for your business, book and reschedule appointments, and hand you anything it cannot finish.

The AI Receptionist answers your clients when you cannot. It picks up texts, email replies, and phone calls that come in to your Apptoto number, answers questions using what you have told it about your business, books new appointments on your booking page, reschedules appointments clients already have, and notifies you about anything it cannot handle itself.

You will find it on the AI Receptionist tab in the top navigation.

The AI Receptionist tab in Apptoto, switched on, showing the Channels, Phone, Capabilities, Knowledge, and Activity tabs

What it can do

Answer questions about your hours, location, parking, policies, pricing, and anything else you write into its knowledge
Confirm or cancel the appointment a conversation is about, when your message settings let clients do that
Book new appointments using the availability on a booking page you choose
Reschedule appointments the client already has, found from the phone number or email address they contact you from
Take a message or send a caller to voicemail when a call goes somewhere it cannot finish
Transfer a caller to a person when your rules say it should
Flag a conversation for follow-up so you see the ones that need you, and only those

Confirming and cancelling follow the same rules as replying “1” or “2” to a reminder - your message settings decide, not the receptionist. See what it can do.

When a client asks for something outside what it can do, it says the office will follow up and flags the conversation for you.

Turning it on

Open the tab: Click AI Receptionist in the top navigation.
Switch it on: Flip the On/Off switch beside the heading. A note appears reminding you the switch is saved with the rest of the form.
Check the channels: On the Channels tab, Phone calls is on from the start. Switch on Text messages (SMS) and Email too if you want it answering those. The receptionist is not answering anything until at least one channel is on.
Tell it about your business: On the Knowledge tab, fill in your business knowledge and any approved answers you want it to use word for word.
Click Save: The Save button at the bottom saves every tab at once, including the On/Off switch.

The line under the heading always describes the saved state: “Off. Switch it on to start answering.”, “On, but no channel is turned on yet.”, or a summary of what it is currently answering.

The tabs

Tab	What it holds
Channels	Which kinds of incoming messages the receptionist answers
Phone	The voice, the greeting, your office number, and what happens on a call it cannot finish
Capabilities	What the receptionist is allowed to do, and which booking page it books on
Knowledge	Your business name, business knowledge, receptionist notes, and approved answers
Activity	Every conversation it has handled, with transcripts and credit usage

There is one Save button, and it saves all of them. Nothing you change takes effect until you click it.

Where to go next

Channels Choose whether the receptionist answers texts, emails, phone calls, or all three, and which conversations on each channel are its to answer.

Phone calls Pick a voice, write a greeting, set your office number, and decide what happens when a caller needs something the receptionist cannot finish.

Forward your business phone to Apptoto Point your existing business line at your Apptoto number so the receptionist can answer calls placed to the number your clients already have.

Capabilities and knowledge Decide what the receptionist is allowed to do, and teach it what it needs to know about your business.

Try It Out Text or call your own receptionist the way a client would, before it ever answers a real one.

Activity and credits Read the transcripts of everything it handled, see what needs follow-up, and see what it costs.

Assigning conversations Hand a single conversation to the receptionist with instructions, or to a person on your account.