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Help Center › Admin screens, field by field › AI Receptionist in the Hub: the six setup steps and Settings tab
AI Receptionist in the Hub: the six setup steps and Settings tab
Every field in the AI Receptionist six-step setup and Settings tab: business, services, voice, greeting, what to collect and phone number.
The AI Receptionist answers your business phone and can call customers back. The WordPress settings that hold its keys and prices are in other articles. This article covers the Hub screen where you set up what it says and does.
Where to find it: Contractor Hub → Marketing & Growth → AI Receptionist. Your plan must include it (otherwise: “The AI Receptionist isn’t part of your plan” with a See plans button). The first time you open it you get a six-step setup (“Step N of 6”). After that you get four parts: Calls, Campaigns, Settings, and Safety and records. The six steps reappear on the Settings tab as six sections, each with its own Save button. Run the setup again restarts the steps.
Before you start
- The site owner must have added the receptionist keys and a phone service (see receptionist-settings-keys, get-retell-keys, get-twilio-details).
- The assistant never claims to be a person. No setting removes that rule.
Step 1 or section “Your business”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Business name | The name the assistant uses for your business. | Your company name. | Empty. |
| Business phone | Customers are told to call this number back. | Optional. | Empty. |
| State or region | Used for calling-law checks and local time. | “CT”. Up to 40 characters. | Empty. |
| Country (2 letters) | Country of your business. | “US”. | US. |
| Time zone | Your local time for hours. | Pick from the list. | Empty. |
| Open (checkbox per day) | Whether you are open that day. | Tick open days. | Monday to Friday open; Saturday and Sunday closed. |
| Opens / Closes (per day) | Business hours for each day. | Times. | 08:00 to 17:00; Saturday 09:00 to 13:00. |
| After hours | What happens outside hours. Options: The assistant still answers and books visits; Take a message only; Pass the call to my phone. | Pick one. | The assistant still answers and books visits. |
Step 2 or “Services, area and prices”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Add a service (placeholder “e.g. Lawn care”) with Add | Adds a service tag the assistant can talk about. Press Enter or Add. Click × on a tag to remove it. | “Lawn care”. | None (“No services yet.”). |
| Where you work | Your area in your own words. | “Hartford County”. | Empty. |
| Towns you serve (separate with commas) | The towns the assistant accepts jobs in. | “Avon, Simsbury”. | Empty. |
| Service (price range) | Which service a range is for. | A service name. | The first service. |
| From $ / To $ | The price range it may quote. Only used if you set a range. | Whole dollars. | 0 / 0. |
| Note (placeholder “per visit, per yard…”) | How to describe the range. | “per visit”. | Empty. |
| + Add a price range / Remove | Add or delete a range row. | Click. | |
| If asked for a price and there is no range | What to say when no range exists. | A sentence. | “Never give a binding price. Give a range only when the business has set one, and say a written quote follows a visit.” |
Step 3 or “Voice and name”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Voice (cards) | The voice that speaks. Choices: Ava, Noah, Grace, Owen, Sofia, Mia, My own voice (cloned from a recording with your consent recorded). | Click a card. | Ava. |
| Assistant’s name | What it calls itself on the phone. | Up to 40 characters. | Ava. |
| Voice service | The voice company. Options: ElevenLabs, Cartesia Sonic, Deepgram Aura (each with a short note). | Pick one. | ElevenLabs. |
| Language | Spoken language. Options include English (US, UK, Australia, Canada), Spanish (US, Spain), French (Canada), French, German and more from the server. | Pick one. | English (US). |
| Accent | Options: American, British, Australian, Canadian, Irish, Neutral. | Pick one. | American. |
| Speed (N×) | How fast it talks. | Slide 0.70 to 1.30. | 1.00. |
| Warmth (N) | How warm it sounds. | Slide 0 to 100. | 60. |
| Hear it (button) | Plays a sample of your greeting in this voice. | Click. |
Step 4 or “What it says”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Greeting | The first thing callers hear. Use {business} for your name. “What callers will hear first” shows the result. |
A sentence. | “Thanks for calling {business}, how can I help you today?” |
| Personality | How it should sound. | “Warm, brief, formal…”. | “Warm, calm and practical. Short sentences. Never pushy.” |
| Tell callers the call may be recorded | Plays the recording notice. | Tick or untick. You decide and check the rules where you work. | On. |
| Recording notice | The words of the notice. | A sentence. | “This call may be recorded to help us serve you.” |
| Say it on calls people make to me | The assistant says it is the business’s AI assistant at the start of inbound calls. | Leave on. | On. |
| Say it on calls I make (campaigns) | Same for outbound campaign calls. | Leave on. | On. |
| Warning box (I confirm tick and Turn it off / Keep it on) | Turning an announcement off requires you to read a warning and tick a box confirming you checked the laws. The date is recorded. | Read first. | |
| Question and Answer (rows) | Answers it can give. It answers only from this list and otherwise offers a callback. | “Do you do snow removal?” and the reply. | None. |
| + Add a question / Remove | Add or delete a row. | Click. |
Step 5 or “What to collect and when to hand over”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Collect list: Name, Phone number, Email, Property address, Service needed, How urgent, Preferred day and time, How they heard about the business, Anything else, Photos (by text link) | The details it asks every caller. It reads names, numbers and addresses back. | Tick each one you want. | Ticked: name, phone, address, service, urgency, time, source. |
| Must have (per field) | Marks a detail as required. Enabled only for ticked fields. | Tick. | Name, phone number, service needed. |
| Words that mean “urgent” (separate with commas) | Words that mark an emergency. | “flood, fire, gas”. | flood, fire, tree on the house, downed tree, gas, injury. |
| Pass emergencies to a person right away | Transfers urgent calls. | Tick. | On. |
| Number to pass them to | Who gets transferred calls. | Your phone or the on-call person. | Empty. |
| Other times to pass the call to a person | Extra hand-over rules in your words. | “the caller is a commercial property manager”. | Empty. |
Step 6 or “Phone number and testing”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Number it answers | The phone number the assistant picks up. | A number you bought from Twilio, or get one here. | Empty. |
| Get a new number: area code with Get me a number | Buys a number from your phone account after you confirm (numbers usually cost about a dollar a month). | Three digits, such as 860. | Empty. |
| Who answers first (choose one) | The assistant answers right away, or Ring my phone first, then the assistant. | Pick one. | The assistant answers right away. |
| My phone (to ring first) | The phone that rings first. | Your mobile. | Empty. |
| Ring for how many seconds | How long your phone rings. | 5 to 40. | 15. |
| Your mobile number (placeholder “Your mobile”) with Call me to test | The assistant calls you so you can try it like a customer. | Your number. | Empty. |
| Go live (last step) / Turn it on / Pause the assistant | Starts or stops the assistant answering. | Click. | Off until you go live. |
On the setup the buttons are Back and Save and continue. In Settings each section has Save. If something is missing, the section shows the issue in red and does not save.
Keeping your existing number: ask your phone company to forward unanswered calls to the number above, or port it with your phone service. Porting is not done here.
A minutes bar with an Add minutes button lets you buy more minutes (prices are placeholders, not approved).
Steps
- Open AI Receptionist and work through steps 1 to 6, pressing Save and continue.
- On step 6 click Call me to test and talk to it.
- Click Go live. Later, change anything in Settings and press that section’s Save.
- Look for “Saved.”
Tips
- Add real answers under “Answers it can give”. It answers only from that list.
- Keep both AI announcement switches on unless you have checked your local rules.
If something goes wrong
- Plan lock message: your plan does not include it.
- Hear it plays nothing: the voice service key is missing (effect not verified in code).
- Get me a number fails: check your phone account details.