How an AI phone assistant works in your business
Versiyonbir Teknoloji
Picture a clinic, a repair shop or a store: the phone rings at the busiest moment. If the line is busy or it is after hours, the call goes unanswered, and the caller may not call again. An AI phone assistant is set up to fill that gap: it answers the call to your number in a natural voice, understands the question, replies, and hands the call to your team when a person is needed.
What the assistant does on a call
When a customer calls, the assistant greets them with your opening line and listens. If the question is a frequent one, such as opening hours, the address or what a service covers, it answers from your own information. If it is an appointment or a booking, it checks your calendar, offers a free slot and enters the booking in your calendar and your CRM. For a question such as an order status, it looks up the record in the system it is connected to and reads out the answer.
When the call ends, a transcript, a short summary and a quality score are prepared. So when you arrive in the morning you can see who called overnight and why, what was answered, and who needs a call back.
What it answers itself, what it leaves to your team
The assistant is not set up to know everything; it is set up to answer the topics it is sure of and bring the rest to the right person. Before setup we agree together which topics stay with the assistant and when a call goes straight to a person: complaints, price negotiations or a medical question go to your team. We set the assistant up to hand the call to the person you choose, or take a callback note, instead of guessing when it is not sure.
How setup runs
We work in four steps:
- Discovery call. We listen to what your calls are about, the questions asked most often and when a person should take over.
- Process map. Together we set the greeting, the topics the assistant answers, the calendar rules and the people calls are handed to.
- Setup and integration. We connect the assistant to your line, your calendar and your CRM, and test it with trial calls before it goes live.
- Operation and improvement. We follow the call summaries and quality scores, and update the answers and rules as your needs change.
What we need from you
We aim to connect the assistant to your SIP-capable (internet telephony) phone system or carrier line without changing your number. We ask for access to your calendar for appointments and to the CRM you use for records; if you have no CRM, we start with a simple board and move to a CRM as your needs grow. We also need the current version of your frequently asked questions and price list: the assistant answers from your information.
Recordings and KVKK
Call recordings and summaries can be kept in your own account or on your own server; together we decide where and for how long. The greeting that informs the caller and the masking of personal data are part of the setup, in line with KVKK, Turkey's data protection law.
Where to start
Which calls do you miss most: appointment requests after hours, or address and price questions at peak times? In the discovery call we start from those calls and give you a step-by-step plan with a time estimate. The cost depends on the scope and the volume; after the discovery call we send you a written quote.