Customize Your AI Receptionist
Make your AI assistant sound and act exactly like your business
Personalize Your AI Assistant
The "Customize Your AI" section is where you make BookAI truly yours. Configure how your AI receptionist greets callers, what voice it uses, what services it can book, and teach it about your business through FAQs and knowledge base documents.
Voice, greeting, and personality
Your service offerings
Operating schedule
Common questions & answers
In This Guide
Accessing AI Configuration
From your BookAI dashboard, click on the "Customize Your AI" tab in the navigation menu. This opens the AI configuration panel where you can adjust all aspects of your AI receptionist.
The configuration panel is organized into expandable sections. Click on any section header to expand it and see its options:
Voice, greeting, and personality
Your service offerings
Operating schedule
Common questions & answers
Note: Some customization features require a paid subscription. Trial users can view settings but may not be able to edit certain options.
Voice & Personality Settings
Make your AI receptionist sound professional and match your brand's personality. Expand the "AI Agent Configuration" section to access these settings.
Agent Name
Give your AI a name that customers will hear when the assistant introduces itself. Choose something professional that fits your brand.
Examples: "Alex", "Sarah", "BookAI Assistant", or "{Your Business} Virtual Receptionist"
Voice Style
Choose from six different AI voice options:
Neutral and balanced
Warm and friendly
Professional and clear
Deep and authoritative
Bright and energetic
Soft and pleasant
Voice Selection Tip
For professional services (legal, medical, financial), "Fable" or "Onyx" work well. For friendly, casual businesses (salons, restaurants), try "Echo" or "Nova".
Greeting Message
Customize the first thing callers hear. Use {business_name} to automatically insert your business name.
"Hello! Thank you for calling {business_name}. How can I help you today?"
Business Description
Help your AI understand your business by providing a brief description. This helps the AI answer general questions about what you do.
Language Settings
Choose the primary language for your AI:
- English - AI responds in English only
- French (Français) - AI responds in French only
- Bilingual (English & French) - AI can respond in either language based on caller
Industry Templates
BookAI offers pre-configured templates optimized for specific industries. Selecting a template pre-fills booking instructions, suggested FAQs, and intake questions.
✅ Don't Forget to Save!
After making changes, click the "Save Configuration" button at the bottom of the section. Your changes will be applied to all future calls.
Managing Your Services
Define the services you offer so customers can book them. Expand the"Services" section to add, edit, or remove services.
Adding a New Service
Click the "Add Service" button and fill in:
- Service Name - What customers will book (e.g., "Haircut", "Consultation")
- Description - Optional details about the service
- Duration - How long the appointment takes (15 min to 4 hours)
- Price - Optional price to display
Voice Aliases
Voice aliases help the AI understand different ways customers might refer to your services. For example, a "Dental Examination" service might have aliases like:
Voice Alias Best Practice
Add common variations and casual terms customers might use when calling. The AI will recognize these aliases and match them to the correct service.
Activating/Deactivating Services
Toggle the "Active" switch to temporarily disable a service without deleting it. Inactive services won't be offered to callers.
Important: You must have at least one active service for the AI to book appointments. If all services are inactive, the AI can only take messages.
Setting Business Hours
Configure your operating hours so the AI knows when you're available for appointments. Expand the "Business Hours" section.
Setting Hours for Each Day
For each day of the week, you can:
- Set Open/Close Times - When you start and end accepting appointments
- Mark as Closed - Toggle if you're closed that day
- Add Break Times - Set lunch breaks or other unavailable periods
Example Schedule:
Timezone Settings
Your business hours are interpreted in your configured timezone (e.g., America/Toronto). Make sure your timezone is set correctly in your business profile to avoid scheduling appointments at the wrong times.
Calendar Integration
When you connect your Google Calendar or Outlook, the AI also checks your personal calendar for conflicts. Even if you're "open" according to business hours, the AI won't book appointments during your existing calendar events.
FAQs for Your AI
Train your AI to answer common questions by adding FAQs. When customers ask questions that match your FAQs, the AI will provide your pre-defined answers.
Adding FAQs
Click "Add FAQ" and enter:
- Question - The question customers might ask
- Answer - Your prepared response
- Category - Optional grouping (e.g., "Pricing", "Hours", "Services")
Example FAQs
A: We're open Monday through Friday 9 AM to 5 PM, and Saturday 10 AM to 2 PM. We're closed on Sundays.
A: Yes, we accept most major insurance plans including Blue Cross, Cigna, and Aetna. Please bring your insurance card to your appointment.
A: We require 24 hours notice for cancellations. Late cancellations may be subject to a fee.
FAQ Best Practice
Add FAQs for questions you frequently receive. The AI is smart enough to match similar questions - it doesn't need an exact word-for-word match.
Knowledge Base Documents
For more detailed information, upload documents or add URLs to your Knowledge Base. The AI will reference these documents when answering customer questions.
What to Add
- - Service menus & price lists
- - Company policies
- - Product information
- - Staff bios
- - Your services page
- - About us page
- - FAQ page
- - Pricing page
Uploading Documents
- 1Click "Upload Document" or "Add URL"
- 2Select your file or paste the URL
- 3Add a name and description
- 4Wait for processing (status changes to "Ready")
Supported formats: PDF, TXT, and web URLs. Documents are processed and indexed so the AI can quickly find relevant information during calls.
Document Status
⭐Best Practices
Do This
- •Keep your greeting short and professional (under 15 seconds)
- •Add voice aliases for all your services
- •Update business hours when they change (holidays, etc.)
- •Add FAQs for your most common questions
- •Test your AI by calling your BookAI number
Avoid This
- •Overly long greetings that waste caller time
- •Leaving services without voice aliases
- •Forgetting to save after making changes
- •Adding sensitive information to knowledge base
- •Using jargon in FAQs - keep answers simple
What's Next?
Continue learning with our other guides:
Need help customizing your AI? Contact us at support@bookai.ca