Common questions about AI receptionists

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 — unlimited agents under one account.

• Unlimited agents: create as many as you need, no caps
• Separate phone numbers: each receptionist gets its own dedicated number
• Individual subscriptions: each agent is a separate $39/month line
• Customized settings: different voice, goal, business info per agent

Perfect for multiple locations, departments (sales / support / scheduling), agencies managing client phone lines, or separate business lines under one company. All agents live in one central dashboard.

Most users are fully operational in under 10 minutes.

• Account creation: 1–2 minutes to sign up
• Agent configuration: 5–8 minutes for business details and settings
• Phone setup: 10 seconds to dial the forwarding code
• Testing: 2 minutes to make a test call

No technical expertise required — the setup wizard guides each step with clear instructions.

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 route to your AI receptionist
4. To disable: dial ##002#

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

Yes — RingReady works with any phone system.

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

All phone systems support call forwarding — that's all you need. You keep your existing number, no changes to your provider. Setup takes 10 seconds.

Yes — 24 hours a day, 7 days a week, 365 days a year. Including:

• After business hours, nights, early mornings, late evenings
• Weekends and all holidays (Thanksgiving, Christmas, New Year's, etc.)
• Lunch breaks and whenever you're unavailable
• While you're on another call — handles overflow automatically

You won't miss a customer whether they call at 2 PM or 2 AM. Every caller gets a professional, helpful response instantly.

Your AI receptionist handles most common inquiries, but if it encounters something it can't answer:

• It collects the caller's information and reason for calling
• You receive a detailed summary of the conversation
• You can follow up with the caller directly
• The receptionist politely ends the call after capturing the needed info

Test your AI receptionist before going live:

• Test Call feature: use the "Test Call" button in your receptionist settings
• Sample questions: ask about your services, hours, or location
• Voice quality: confirm the AI voice sounds natural and clear
• Response accuracy: verify the agent gives correct business info
• Call flow: test the full conversation from greeting to goodbye

Tip: test with the most common questions you actually get from customers.

Access your call data through the dashboard:

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

Yes — customize your AI receptionist in several ways:

• Receptionist goal: define what your agent should accomplish
• Business information: add services, website, and company details
• Greeting message: customize how the receptionist introduces itself
• Voice selection: choose from multiple AI voices
• Edit these settings anytime in the Agent Setup section

Over 95% accuracy. RingReady uses advanced speech recognition and natural language processing.

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 a complete transcript. You receive a text summary and the full conversation details via email/SMS right after every call.

Yes — instant text and email notifications after every call.

Via SMS:

• 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)

Configure preferences in account settings — text only, email only, or both.

50+ languages with automatic real-time detection.

Most commonly used:

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

The AI recognizes which language the caller is speaking and responds in that language automatically. No configuration needed — it just works. Especially valuable for service businesses in diverse areas where language barriers cost you leads.

Yes — RingReady integrates with popular calendar systems.

• 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 sends customers an SMS with your booking link during or after the call. Customers click and book at their convenience. Toggle this feature anytime in agent settings.

Note: the AI doesn't write to your calendar directly — it sends the booking link so customers self-schedule against your real availability.

Website Chat is included on Growth ($129/mo) and Scale ($299/mo). One script tag, three minutes.

Setup:

1. Open your agent's setup wizard and find the Website Chat card.
2. Turn the toggle on and customize: display name, welcome message, suggested-prompt chips, primary + accent colors, and position (bottom-left or bottom-right).
3. Save the agent. The wizard generates a unique <script> tag with your data-agent-id.
4. Paste the script tag into your website’s HTML — before </body>. Works on WordPress (Theme File Editor → footer.php), Shopify (Online Store → Themes → Edit Code → theme.liquid), Squarespace (Settings → Advanced → Code Injection → Footer), or any custom site.

Customizing the look: click any of the color presets (Fuchsia / Cyan / Coral / Mint / Indigo) or set custom hex colors with the color pickers. The widget’s gradient header re-themes instantly. Suggested-prompt chips give visitors a one-tap way to start the conversation (“Book a demo”, “Pricing”, “Talk to a human”).

Testing before deploying: click See preview in the wizard to see how the widget would render with your current configuration. The preview reflects your saved name, welcome message, colors, and prompts — no need to ship a test build to your site.

Meta CAPI is included on Scale ($299/mo). Required: a Meta Pixel ID and an access token.

1. Get your Pixel ID:

• Open Meta Events Manager.
• Pick the pixel for your business; the ID is in the top-left (looks like 123456789012345).

2. Generate an access token:

• In Events Manager, click your pixel → Settings tab.
• Scroll to Conversions API → Set up manually → Generate access token.
• Copy the token (a long string starting with EAA).

3. Configure in RingReady:

• Open the agent wizard → Ad-platform conversions card → expand Meta.
• Toggle Send conversions to Meta on.
• Paste your Pixel ID and access token.
• Optional: paste a test event code (find it in Events Manager → Test Events tab) to route the first events to your test stream instead of live.

4. Define your event:

• Event name: something like new_booking, qualified_lead, or callback_requested. Meta accepts custom event names.
• Fire this event when: describe the trigger condition in plain English. Example: “The receptionist sent the appointment booking link.” An LLM evaluates this against each call transcript and only fires when the description clearly matched.

5. Test: click Test connection — we fire a test event to your pixel. If you set a test event code, check the Test Events tab in Events Manager to confirm.

Per-call visibility: every call detail page in your RingReady dashboard shows whether the event fired (green checkmark) or skipped (“not triggered”). Tooltip shows the Meta event ID for cross-referencing in Events Manager.

Google Ads conversion tracking is included on Scale ($299/mo). We send conversions to your Google Analytics 4 (GA4) property, and you link GA4 to Google Ads — the conversions import automatically. This sidesteps the Google Ads OAuth + developer-token approval process.

You’ll need:

• A GA4 property (free; create one at analytics.google.com).
• A linked Google Ads account (or one you can link to GA4).

1. Create / find your GA4 Measurement ID:

• In GA4, go to Admin → Data Streams → pick your stream.
• Copy the Measurement ID (looks like G-XXXXXXXX).

2. Generate a Measurement Protocol API secret:

• In the same stream, scroll to Measurement Protocol API secrets.
• Click Create, name it (e.g. “RingReady”), copy the secret value.

3. Configure in RingReady:

• Open the agent wizard → Ad-platform conversions card → expand Google Ads.
• Toggle Send conversions to Google Ads (via GA4) on.
• Paste your Measurement ID and API secret.

4. Define your event:

• Event name: use a recognizable name like generate_lead or book_appointment. This is what shows in GA4 reporting.
• Fire this event when: plain-English trigger description.

5. Mark the event as a conversion in GA4:

• In GA4, go to Admin → Conversions → Create event (or wait ~24h for the event to appear in Events first, then toggle it as a conversion).

6. Link GA4 to Google Ads (one-time):

• In GA4 Admin → Google Ads links → Link → pick your Google Ads account → enable Personalized advertising → finish.
• In Google Ads → Tools → Conversions → Import from Google Analytics 4 → pick the event you marked as a conversion.

7. Test: in RingReady, click Test connection — we send a test event to GA4’s debug endpoint and report whether it validated.

Once linked, Google Ads Smart Bidding will optimize for actual booked jobs (the conversion event you send) instead of vanity metrics like clicks.

TikTok conversion tracking is included on Scale ($299/mo). Required: a TikTok Pixel and an access token.

1. Get your Pixel Code:

• Open TikTok Events Manager.
• Pick your pixel; copy the Pixel Code (starts with C, e.g. CXXXXXXX...).

2. Generate an access token:

• In your pixel’s settings → Events API tab → Generate access token.
• Copy the token.

3. Configure in RingReady:

• Open the agent wizard → Ad-platform conversions card → expand TikTok.
• Toggle Send conversions to TikTok on.
• Paste your Pixel Code and access token.
• Optional: paste a test event code to route to TikTok’s test stream.

4. Define your event: same pattern as Meta — event name plus a natural-language trigger description.

5. Test: click Test connection. We send a test event to TikTok’s Events API and report the result. If you used a test code, check Events Manager → Test Events to confirm.

Live context is included on Scale ($299/mo). Your AI receptionist reads a Google Doc, Sheet, or any public URL on every call — perfect for live menus, pricing lists, inventory, or this-week-only hours.

1. Prepare your source:

• Google Doc / Sheet: open it, click Share, set General access to “Anyone with the link can view”. Copy the share URL.
• Any web page: copy the public URL. The page must be readable without login.

2. Configure in RingReady:

• Open the agent wizard → Live context card.
• Toggle Inject live content from this URL on every call/chat on.
• Paste your URL.
• Add a one-sentence What’s in this source? description (e.g. “Today’s lunch menu and prices” or “Current service-area ZIP codes and dispatch rules”). This tells the agent how to use the content.

3. Test the fetch: click Test fetch — we pull the URL through the same sanitization pipeline used at call time and show you a preview of what the agent will see. Confirms sharing permissions are right.

How caching works: RingReady caches the fetched content for 60 seconds, so two calls landing within a minute of each other share one fetch. You can update your Google Doc / Sheet anytime; the next call after the cache expires picks up the change automatically. No retraining, no prompt edits.

What NOT to put in: never include private customer data, sensitive pricing strategy, or anything you wouldn’t want a caller to know — the agent will read from it to any caller. Treat it as public-facing content.

Best fit: restaurants (menus + specials), retail (inventory + this-week pricing), service businesses (service-area changes), seasonal businesses (current hours), florists (today’s arrangements), events venues (next 30 days’ bookings).

The $39/month unlimited plan includes:

• Unlimited calls and minutes — no caps, no overages
• AI-powered call answering — 24/7 professional receptionist
• Call forwarding and routing — works with your existing number
• Voicemail transcription — 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 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

The 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. You 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 normally. When you miss a call, the AI handles it instead of sending customers to voicemail where they rarely leave messages.

Yes — your phone works exactly the same. When you're available, you answer 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 to answer.

Yes — every carrier supports it. Cellular (Verizon, AT&T, T-Mobile) and VoIP systems all support call forwarding for missed calls. It's a standard feature built into every phone system. We provide carrier-specific instructions 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. Respond right away or schedule the job — all the information is there.

Yes. When enabled, the AI sends customers an SMS with your booking link (Google Calendar, Calendly, Cal.com, and more). Customers 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 switches automatically when it detects a caller speaking Spanish, Chinese, or any other language. And there's no concurrent-call limit — five customers calling at the same time? No problem. Each gets answered professionally.

No. The unlimited plan includes unlimited calls for small to medium businesses. No per-call charges, no surprise bills, no overage limits. One flat monthly fee — that's it.

Yes. The AI automatically identifies and filters spam calls, robocalls, and telemarketers. You won't have to deal with unwanted calls — the system focuses on real customers who need your services.

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

1. Check the code: verify you used **21*[number]#
2. Test forwarding: call your number from another phone to confirm
3. Carrier compatibility: some carriers use different forwarding codes
4. Contact your 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.

Yes — RingReady is HIPAA compliant. We offer a Business Associate Agreement (BAA), encryption at rest and in transit, access controls, audit logs, breach notification procedures, and workforce training — all the technical and administrative safeguards HIPAA requires of business associates.

What this means:

• With a signed BAA, the AI can collect PHI (symptoms, conditions, medications, treatment details) the same way a trained human intake coordinator would
• Call recordings, transcripts, and notes are encrypted end-to-end and access-controlled
• Audit logs track every access to PHI for compliance reporting
• Medical, dental, chiropractic, optometry, and veterinary practices can use RingReady for the full intake conversation, not just admin scheduling

How to enable HIPAA mode: sign the BAA at signup (or contact support to add it to an existing account), and configure your agent's intake script for the PHI fields your practice captures. The full compliance breakdown lives in our HIPAA-compliant AI receptionist guide.

You can cancel 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: cancelling permanently deletes your AI receptionist and releases your phone number. All call data is permanently deleted and cannot be recovered.