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AI Receptionist (Chat & Voice)

Automate customer communication with the Growth IQ AI Receptionist—capture leads, respond to chat and calls 24/7, and streamline workflows with AI-powered conversations and integrations.

📹 Watch the AI Receptionist Video

1. Purpose

The GrowthIQ AI Receptionist is your smart assistant for managing customer conversations across chat and voice. It uses advanced AI combined with your training, to understand what customers are asking and respond naturally — just like a real team member.

With the AI Receptionist, you can:

  • Capture new leads instantly, even after hours
  • Keep customer communication consistent and professional
  • Automatically route questions or requests to the right team member or workflow

2. What is Conversations AI?

Conversations AI adds an AI Receptionist to your Conversations inbox, allowing you to capture leads and handle routine communications automatically — 24/7.

Key capabilities include:

  • Instant replies to website chat, SMS, and WhatsApp messages
  • Handling common pre- and post-sale questions so your team can focus on higher-value work
  • Answer incoming phone calls, capture leads, and book appointments automatically

3. How the AI Receptionist Works

The AI Receptionist is made up of four main parts:

  • AI Assistant: The "brain" of the system — uses AI to understand customer questions and reply naturally.
  • Knowledge Base: The "library" of information the AI uses for accurate answers. Includes your business details, FAQs, and custom instructions.
  • Connections & Integrations: Links the AI to your other tools — like your CRM, review systems, or messaging platforms.
  • Automation Tools: After each conversation, the system can automatically create leads, send follow-up texts, or assign tasks to your team.

4. AI Chat Receptionist

4.1 Setup Workflow

  1. Navigate: GrowthIQ Dashboard → AI → AI Workforce → Chat Receptionist
  2. Enable Chat Receptionist: Toggle status ON
  3. Configure Chat Widget:
    • Settings → Channels → Website Chat
    • Copy the embed code into your website <head> or CMS widget injector
    • Ensure script loads asynchronously
  4. Assign Default AI Profile:
    • Choose or create a Receptionist Profile
    • Define tone, greeting message, and initial prompt behavior

4.2 Integration Settings

  • Map contact capture to CRM: First Name, Last Name, Phone, Email, Inquiry Type, Source = Chat
  • Optionally, auto-assign lead owner

4.3 Lead Capture Automation

  • Trigger: AI_Chat_Capture
  • Actions: Create CRM contact record → Send confirmation SMS → Assign tag: AI Chat Lead → Notify team via email webhook

5. AI Voice Receptionist

5.1 Call Flow Configuration

  1. Navigate: GrowthIQ → AI → AI Workforce → Voice Receptionist
  2. Assign Phone Number: Existing or new SIP/Twilio number
  3. Define Voice Greeting: Text-to-Speech or uploaded MP3
    Example: "Hello , thanks for calling ."
  4. Set Call Flow Rules:
    • Capture Name, Callback Number, Intent
    • Appointment → Scheduler
    • Question → Knowledge Base response
    • Unrecognized → Voicemail
  5. Enable Call Recording (optional): Voice Settings → Logging → Enable Recording (90-day retention)

5.2 Call Capture Automation

  • Trigger: AI_Voice_Capture
  • Actions: Create CRM contact if new → Save transcription + call recording link → Assign follow-up task → Optional SMS: "Thank you for calling. We'll get back to you shortly!"

6. AI Capabilities & Knowledge Base

What Are "Capabilities"?

Capabilities are the specific skills or tasks your AI assistant knows how to do. Instead of giving the AI one long set of instructions, they're broken into smaller, focused sections — each designed for a different part of the job.

Available Capabilities:

  • Lead Capture
  • Appointment Booking
  • FAQ / Knowledge Responses
  • Call Routing
  • Sentiment Detection

Knowledge Base

Each Knowledge Base entry is structured with a question, answer, tags, and a confidence threshold (recommended 0.7–0.9 depending on content accuracy). Use tags to improve search recall.

Data Training & Optimization

  • Review AI transcripts weekly for fallback cases
  • Add new Q&A entries for recurring unrecognized queries
  • Retrain KB using the "Retrain Knowledge Base" button (auto-indexes latest entries)
  • Track performance metrics: Response Accuracy, Lead Conversion Rate, Average Resolution Time

7. Troubleshooting

AI Isn't Responding Correctly

If your AI isn't responding the way you expect, it's often because the Knowledge Base (KB) is outdated or missing important information. To fix this, update your Knowledge Base with the most current details about your business — such as hours, services, and FAQs — then retrain the AI.