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Knowledge

Teach the AI Receptionist what it needs to know about your business, from its own notes to the answers you want it to give word for word.

The Knowledge tab is what the receptionist knows. Each field is labeled with how far its reach goes: This receptionist only, or Shared with every AI agent on this account.

The Knowledge tab showing receptionist notes, the business name, business knowledge with the Read my website button, and approved answers

Receptionist notes

Section titled “Receptionist notes”

Guidance just for the receptionist, on top of your business knowledge: how to greet people, what to say about walk-ins, when to hand off to a person, anything about tone. This one is not shared with your other agents.

Whether it books in the conversation or sends a link is not something to put here - that is the When a client wants to book choice on the Capabilities tab.

Business name

Section titled “Business name”

What the receptionist calls your business when it talks about you, on every channel. Leave it blank to use your account’s company name.

Set this if the receptionist answers for one location, or for a trading name that is not the name on your account.

Business knowledge

Section titled “Business knowledge”

Facts about your business: hours, address, parking, policies, fees, what you do and do not offer. For example:

We are open M-F 8am-5pm. $50 no-show fee. 24-hour cancellation notice required. Park behind the building.

This field is shared with every AI agent on your account. Editing it also changes what your other AI agents say.

Read my website

Section titled “Read my website”

You do not have to write it all by hand. Type your website address in the box above the business knowledge and click Read my website. Apptoto reads your site, which takes up to a minute, then fills in the business knowledge from what it found and adds suggested approved answers to the list below.

Look over what it wrote before you keep it. Nothing is saved until you click Save, and Undo puts the business knowledge and the suggested answers back the way they were.

Approved answers

Section titled “Approved answers”

Questions clients ask, paired with the answer you want sent. The receptionist treats these as the source of truth and uses your wording rather than composing its own.

Use approved answers for the questions where the exact wording matters - pricing, insurance, whether you take new clients, what to bring to a first visit.