Onboarding Process

Complete your business setup and agent configuration

Welcome to Recepta.ai

The onboarding process helps configure your AI voice agents with your business information, ensuring they provide accurate and personalized responses to your customers.

The onboarding process takes 5-10 minutes and significantly improves your AI agent’s effectiveness from day one.

Onboarding Steps Overview

1. Business Information

   Set up your company profile and basic information

2. Voice Selection

   Choose the perfect AI voice for your brand

3. Customer Types

   Define your target audience and customer personas

4. FAQ Configuration

   Add frequently asked questions and responses

5. Business Hours

   Configure operating hours and after-hours handling

Step 1: Business Information Setup

Basic Company Details

Company Information

Required Fields:

• Business Name
• Industry/Sector
• Brief Description
• Company Size

Contact Details

Required Fields:

• Business Phone
• Website URL
• Physical Address
• Primary Email

Business Description Example

Example Business Description:
"We are Acme Consulting, a professional services firm specializing in business 
strategy and growth consulting for small to medium-sized businesses. We help 
companies optimize their operations, develop growth strategies, and improve 
their market positioning. Our team of experienced consultants has been serving 
the business community for over 15 years."

A detailed business description helps your AI agent introduce your company naturally and answer general questions about your services.

Industry Selection

Choose your industry to optimize AI responses:

Professional Services

Includes: Consulting, Legal, Accounting, Marketing

• Emphasizes expertise and credentials
• Focuses on consultation and advice
• Appointment-based service model

Healthcare

Includes: Medical practices, Dental, Veterinary

• HIPAA-compliant conversation handling
• Appointment scheduling emphasis
• Emergency vs. routine call classification

Home Services

Includes: Plumbing, HVAC, Landscaping, Cleaning

• Urgent vs. scheduled service classification
• Location and availability-focused
• Estimate and quote request handling

Retail/E-commerce

Includes: Online stores, Boutiques, Specialty retail

• Product information and availability
• Order status and shipping inquiries
• Return and exchange policies

Step 2: Voice Selection

Available Voice Categories

Professional Voices

Best for: Corporate, B2B, Professional Services

Characteristics:

• Clear, authoritative tone
• Neutral accent
• Slower speaking pace
• Formal language style

Available Options:

• Sarah (Female, Professional)
• Michael (Male, Professional)
• Amanda (Female, Executive)
• David (Male, Corporate)

Friendly Voices

Best for: Customer Service, Retail, B2C

Characteristics:

• Warm, approachable tone
• Conversational style
• Moderate speaking pace
• Casual but professional language

Available Options:

• Emma (Female, Friendly)
• Jake (Male, Casual)
• Sophia (Female, Warm)
• Alex (Male, Approachable)

Technical Voices

Best for: Tech Support, SaaS, Technical Services

Characteristics:

• Patient, helpful tone
• Technical terminology comfort
• Clear pronunciation
• Step-by-step explanation style

Available Options:

• Lisa (Female, Technical)
• Ryan (Male, Support)
• Maya (Female, Helper)
• Chris (Male, Technical)

Voice Testing

Before finalizing your selection:

1. Listen to Samples: Click play buttons to hear each voice
2. Test with Your Content: Use the voice preview feature
3. Consider Your Audience: Match voice to customer expectations
4. Brand Alignment: Ensure voice reflects your brand personality

Voice selection significantly impacts customer perception. Take time to choose the voice that best represents your brand.

Step 3: Customer Type Configuration

Define your target customers to help the AI understand who it’s talking to:

Customer Personas

New Customers

Characteristics:

• First-time callers
• Need basic information
• May have general questions
• Require gentle guidance

AI Behavior:

• Extra welcoming approach
• Provide comprehensive information
• Offer detailed explanations
• Be patient with questions

Existing Customers

Characteristics:

• Familiar with your services
• May need specific support
• Account or order inquiries
• Efficiency-focused

AI Behavior:

• Streamlined interactions
• Quick problem resolution
• Access to account information
• Escalation when needed

Demographic Configuration

// Example customer configuration
{
  "primary_demographic": {
    "age_range": "25-55",
    "tech_comfort": "moderate",
    "communication_style": "professional_friendly",
    "typical_needs": [
      "service_information",
      "appointment_scheduling", 
      "support_requests"
    ]
  },
  "secondary_demographic": {
    "age_range": "55+",
    "tech_comfort": "basic",
    "communication_style": "patient_detailed",
    "typical_needs": [
      "basic_information",
      "human_agent_requests"
    ]
  }
}

Step 4: FAQ Configuration

Common Question Categories

Set up responses for frequently asked questions:

Business Information

Example Questions & Responses:

Q: “What are your business hours?” A: “We’re open Monday through Friday, 9 AM to 6 PM Eastern Time. We’re closed weekends and major holidays.”

Q: “Where are you located?” A: “Our main office is located at 123 Business Street in Downtown. We also offer virtual consultations for clients outside our immediate area.”

Services & Pricing

Example Questions & Responses:

Q: “What services do you offer?” A: “We specialize in business strategy consulting, operational optimization, and growth planning. We work with small to medium-sized businesses across various industries.”

Q: “How much do your services cost?” A: “Our pricing varies based on the scope and complexity of each project. I’d be happy to schedule a free consultation where we can discuss your specific needs and provide a detailed quote.”

Process & Logistics

Example Questions & Responses:

Q: “How long does the process take?” A: “Project timelines vary depending on scope, but most consulting engagements range from 4-12 weeks. During your consultation, we’ll provide a more specific timeline based on your needs.”

Q: “Do you offer remote services?” A: “Yes, we offer both in-person and remote consulting services. Many of our clients prefer the flexibility of virtual meetings, and we’re equipped to deliver the same high-quality service remotely.”

FAQ Best Practices

Response Structure

Good Response Format:

• Direct answer first
• Additional context if needed
• Next step or call-to-action
• Offer for more information

Language Style

Effective Communication:

• Use conversational language
• Avoid jargon and technical terms
• Keep responses concise but complete
• Match your brand’s tone

Step 5: Business Hours & Availability

Operating Hours Configuration

Standard Hours

{
  "monday": {"open": "09:00", "close": "17:00"},
  "tuesday": {"open": "09:00", "close": "17:00"},
  "wednesday": {"open": "09:00", "close": "17:00"},
  "thursday": {"open": "09:00", "close": "17:00"},
  "friday": {"open": "09:00", "close": "17:00"},
  "saturday": "closed",
  "sunday": "closed",
  "timezone": "America/New_York"
}

Extended Hours

{
  "monday": {"open": "08:00", "close": "20:00"},
  "tuesday": {"open": "08:00", "close": "20:00"},
  "wednesday": {"open": "08:00", "close": "20:00"},
  "thursday": {"open": "08:00", "close": "20:00"},
  "friday": {"open": "08:00", "close": "20:00"},
  "saturday": {"open": "10:00", "close": "16:00"},
  "sunday": "closed",
  "timezone": "America/New_York"
}

24/7 Service

{
  "all_days": {"open": "00:00", "close": "23:59"},
  "emergency_hours": true,
  "after_hours_message": "This is our 24/7 emergency line...",
  "timezone": "America/New_York"
}

After-Hours Handling

Configure what happens when customers call outside business hours:

Take Messages

Configuration:

• AI explains business is closed
• Offers to take detailed message
• Promises callback within specified timeframe
• Captures contact information

Example Message: “Thank you for calling. Our office is currently closed, but I’d be happy to take a message and have someone call you back first thing in the morning.”

Emergency Handling

Configuration:

• Ask if this is an emergency
• Provide emergency contact information
• Offer to schedule for next business day
• Take message for urgent but non-emergency items

Example Message: “I understand you’re calling outside our normal hours. Is this an emergency that requires immediate attention?”

Information Only

Configuration:

• Provide basic business information
• Share hours and contact details
• Offer to schedule callback
• No message taking capability

Example Message: “Our office is currently closed. We’re open Monday through Friday, 9 AM to 6 PM. Would you like me to help you schedule a callback during business hours?”

Step 6: Review and Launch

Pre-Launch Checklist

Business Information

• Company name and description are accurate
• Contact information is up-to-date
• Industry selection matches your business
• Services are clearly described

Voice and Communication

• Selected voice matches brand personality
• Speaking pace is appropriate
• Language style fits target audience
• Test calls sound natural

Customer Configuration

• Customer types are well-defined
• FAQs cover common questions
• Responses are accurate and helpful
• Escalation procedures are clear

Operations

• Business hours are correct
• After-hours handling is configured
• Emergency procedures are defined
• Time zone is accurate

Test Your Configuration

Before going live, conduct thorough testing:

1. Make Test Calls

   Use the “Test Call” feature to simulate customer interactions

2. Try Different Scenarios

   Test various types of customer inquiries and edge cases

3. Verify Information

   Confirm all information provided by the AI is accurate

4. Check Voice Quality

   Ensure voice sounds natural and professional

Onboarding Completion

What Happens Next

Once onboarding is complete:

1. AI Agent Creation: Your first agent is automatically created
2. Phone Number Assignment: Get a dedicated business number
3. Knowledge Base Setup: Your information is processed and indexed
4. Testing Phase: 24-hour testing period to ensure everything works
5. Go Live: Agent becomes active and ready to handle calls

Post-Onboarding Resources

Agent Management

Learn to manage and optimize your agents

Analytics Dashboard

Monitor performance and improve over time

Knowledge Base

Add more information and train your agents

Chat Widget Setup

Add intelligent chat to your website

Need Help?

Our support team is available to help with onboarding questions. Don’t hesitate to reach out at [e-mail] or use the in-app chat.

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Congratulations! Your AI voice agent is now configured with your business information and ready to provide excellent customer service.