AI Receptionist Help Center - Frequently Asked Questions

Creating your first AI receptionist is simple! Follow these steps:

1. Go to "My Receptionists" in your dashboard
2. Click "Create Your First Agent" to start the setup wizard
3. Fill in your business information (name, services, website)
4. Set your receptionist's goal and personality
5. Choose your preferred AI voice from multiple options
6. Select a phone number or get a new one
7. Test your receptionist with a sample call
8. Your receptionist will be ready to answer calls immediately!

Pro tip: The more detailed your business information, the better your receptionist will perform!

Yes! You can create unlimited AI receptionists under your account.

How it works:

• Unlimited agents: Create as many AI receptionists as you need - no limits
• Separate phone numbers: Each AI receptionist gets its own dedicated phone number
• Individual subscriptions: Each receptionist has a separate $39/month subscription
• Customized settings: Configure each receptionist differently for different businesses or departments

Perfect for:

• Multiple business locations or franchises
• Different departments (sales, support, scheduling)
• Managing multiple clients (agencies, resellers)
• Separate business lines within one company

All your AI receptionists are managed from one central dashboard, making it easy to monitor and configure multiple agents at once.

Setting up your AI receptionist is incredibly fast - most users are fully operational in under 10 minutes!

• Account Creation: 1-2 minutes to sign up
• Agent Configuration: 5-8 minutes to input your business details and customize settings
• Phone Setup: 10 seconds to dial the forwarding code
• Testing: 2 minutes to make a test call and verify everything works

No technical expertise required - our setup wizard guides you through each step with clear instructions. You can start receiving calls immediately after setup!

To forward calls from your existing phone to your AI receptionist:

1. Dial **21*[your AI number]# on your phone
2. Press Call to activate forwarding
3. All incoming calls will now go to your AI receptionist
4. To disable: dial ##002#

Note: Forwarding codes may vary by carrier. Contact your mobile provider if these don't work.

Yes! RingReady works seamlessly with any phone system. Whether you have:

• Mobile phones: iPhone, Android, any carrier (Verizon, AT&T, T-Mobile)
• Business VoIP systems: RingCentral, Vonage, Nextiva, 8x8, Zoom Phone
• Traditional landlines: Older phone systems with call forwarding
• Google Voice: Works perfectly with Google Voice numbers

All phone systems support call forwarding, which is all you need. You keep your existing number - no changes to your phone service or provider required. The setup takes just 10 seconds using a simple forwarding code.

Absolutely! Your AI receptionist never sleeps. It works 24 hours a day, 7 days a week, 365 days a year - including:

• After business hours: Nights, early mornings, late evenings
• Weekends: Saturdays and Sundays
• Holidays: Thanksgiving, Christmas, New Year's, all holidays
• During lunch breaks: Whenever you're unavailable
• While you're on calls: Handles overflow when you're busy

This means you'll never miss a potential customer again - whether they call at 2 PM or 2 AM. Every caller gets a professional, helpful response instantly, which dramatically increases your lead capture rate.

Your AI receptionist is designed to handle most common inquiries, but if it encounters something it can't answer:

• It will collect the caller's information and reason for calling
• You'll receive a detailed summary of the conversation
• You can follow up with the caller directly
• The receptionist will politely end the call after collecting necessary information

Test your AI receptionist to ensure it's working perfectly:

• Test Call Feature: Use the "Test Call" button in your receptionist settings
• Sample Questions: Ask about your services, hours, or location
• Voice Quality: Check that the AI voice sounds natural and clear
• Response Accuracy: Verify the receptionist provides correct business information
• Call Flow: Test the complete conversation from greeting to goodbye

Tip: Test with common customer questions to ensure your receptionist handles them well!

Access your call data through the dashboard:

• Go to your Dashboard to see recent calls
• View detailed call summaries and caller information
• Track metrics like call volume, duration, and unique callers
• Filter calls by date range or agent
• Export data for further analysis

Yes! You can customize your AI receptionist in several ways:

• Receptionist Goal: Define what your receptionist should accomplish
• Business Information: Add your services, website, and company details
• Greeting Message: Customize how your receptionist introduces itself
• Voice Selection: Choose from multiple AI voices
• Edit these settings anytime in the Agent Setup section

Extremely accurate! RingReady's AI receptionist uses advanced speech recognition and natural language processing to capture caller information with over 95% accuracy.

What gets captured:

• Caller's full name and phone number
• Detailed reason for calling
• Urgency level (emergency, routine, inquiry)
• Preferred contact times
• Specific service needs
• Any special instructions or details

How it ensures accuracy: The AI confirms critical details with the caller (name spelling, phone number) and provides you with a complete transcript of the conversation. You receive both a text summary and the full conversation details via email/SMS immediately after each call.

Yes! You get instant text message notifications. After every call, you receive:

Via SMS Text:

• Caller's name and phone number
• Brief summary of their needs
• Urgency indicator (if it's an emergency)
• Timestamp of the call

Via Email:

• Complete conversation transcript
• All captured details and notes
• Link to full call recording (if enabled)

You can configure your notification preferences in your account settings - choose text only, email only, or both. This ensures you never miss important information and can respond to customers quickly.

RingReady supports 50+ languages and automatically detects and switches to the caller's language in real-time!

Most commonly used languages:

• Spanish (Latin American & European)
• English (US, UK, Australian)
• Chinese (Mandarin & Cantonese)
• French
• German
• Portuguese (Brazilian & European)
• Italian, Japanese, Korean, Vietnamese, and more

How it works: The AI automatically recognizes which language the caller is speaking and seamlessly responds in that language. No configuration needed - it just works! This is especially valuable for service businesses in diverse areas where you might lose customers due to language barriers.

Yes! RingReady integrates seamlessly with popular calendar systems.

Supported calendar platforms:

• Google Calendar: Direct integration with your Google account
• Calendly: Share your Calendly booking link
• Cal.com: Open-source calendar scheduling
• Any booking system: Share any URL that allows appointment booking

How it works: When enabled, your AI can send customers an SMS text message with your booking link during or after the call. Customers can then click the link and book their own appointment at their convenience. You maintain complete control - enable or disable this feature anytime in your agent settings.

Note: The AI doesn't directly access your calendar to book appointments - it provides customers with your booking link so they can self-schedule based on your availability.

Our unlimited plan at $39/month includes everything you need:

• Unlimited calls and minutes - No caps or overage charges
• AI-powered call answering - Professional 24/7 receptionist
• Call forwarding and routing - Seamless integration with your existing number
• Voicemail transcription - Get text summaries of all messages
• Spam call filtering - Automatic detection and blocking
• Call analytics and reporting - Track performance and insights

Start with a 7-day free trial - Cancel anytime!

Start your RingReady experience with a 7-day free trial:

• Full access to all unlimited plan features
• Test everything - calls, forwarding, agent responses
• Cancel anytime during the trial with no charges
• Automatic conversion to $39/month after 7 days (unless cancelled)
• One trial per user - each user gets only one free trial

Your trial starts immediately when you get your first phone number! If you've already used a trial before, monthly billing starts immediately.

No! Keep your existing number. Here's how it works: You simply dial a code on your phone (we provide it) that redirects missed calls to your AI receptionist instead of voicemail. Takes 10 seconds. When you're available, you answer as normal. When you miss a call, the AI handles it instead of sending customers to voicemail where they rarely leave messages.

Absolutely! Your phone works exactly the same. When you're available, you answer calls like always. The only difference: when you miss a call, instead of going to voicemail, it routes to your AI receptionist who handles it professionally. You stay in complete control of when you want to answer.

Yes! All carriers - cellular (Verizon, AT&T, T-Mobile) and VoIP systems - support call forwarding for missed calls. It's a standard feature built into every phone system. We provide carrier-specific instructions for your setup, and you're live in seconds.

You're notified automatically after every call. You'll receive a text and/or email with the caller's name, number, what they need, urgency level, and full conversation details. You can respond right away or schedule the job - all the information is there.

Yes! When enabled, your AI can send customers an SMS text with your booking link (works with Google Calendar, Calendly, Cal.com, and more). Customers can book their own appointment right from their phone. You can turn this feature on or off anytime.

Yes to both! The AI supports 50+ languages and automatically switches when it detects a caller speaking Spanish, Chinese, or any other language. And there's no limit - it can handle multiple calls simultaneously. 5 customers calling at the same time? No problem. Each gets answered professionally.

Absolutely not! Our unlimited plan includes unlimited calls for small to medium businesses. No per-call charges, no surprise bills, no worries about exceeding limits. You pay one flat monthly fee and that's it.

Yes! Our AI automatically identifies and filters out spam calls, robocalls, and telemarketers. You'll never have to deal with unwanted calls again - our system focuses only on real customers who need your services.

If calls aren't forwarding properly, try these troubleshooting steps:

1. Check forwarding code: Verify you used the correct **21*[number]# code
2. Test forwarding: Call your number from another phone to confirm
3. Carrier compatibility: Some carriers use different forwarding codes
4. Contact carrier: Call your mobile provider's customer service
5. Alternative setup: Use our web-based forwarding if mobile codes don't work

Need help? Contact our support team for personalized assistance!

Currently, RingReady is not HIPAA compliant and should not be used for handling Protected Health Information (PHI) in healthcare settings that require HIPAA compliance.

What this means:

• The AI receptionist should not collect or discuss specific patient medical information
• It can handle appointment scheduling, general inquiries, and office information
• Medical practices should configure the AI to collect basic contact info and reason for visit (general, not detailed)
• Detailed medical discussions should be handled by HIPAA-compliant staff

Non-medical use cases: RingReady is perfect for administrative tasks in healthcare like appointment reminders, office hours, location information, and general inquiries that don't involve PHI.

Future plans: We're working on HIPAA compliance features. Contact us if you're interested in being notified when HIPAA-compliant options become available.

You can cancel your subscription in two ways:

Option 1: Profile Page

1. Go to your Profile page
2. Navigate to the Subscriptions section
3. Click the "Delete AI Receptionist" button
4. Confirm the deletion

Option 2: My Receptionists Page

1. Go to "My Receptionists" in your dashboard
2. Click on the agent you want to cancel
3. Click "Edit Plan"
4. Scroll to the bottom and click "Cancel Subscription"

⚠️ Important Warning: Canceling your subscription will permanently delete your AI receptionist and release your phone number. All call data will be permanently deleted and cannot be recovered.