Maximizing Your Voctiv AI Phone Assistant: A Complete Setup Guide

Welcome to the world of enhanced communication with the Voctiv AI Phone Assistant! If you’ve recently joined our platform, you might not be aware of all the powerful customization options available to you. This guide will walk you through the essential settings that can dramatically improve your experience and help you extract maximum value from your virtual assistant.

Many users don’t fully utilize these settings and consequently miss out on the assistant’s full potential. Whether you’re managing business calls or organizing your personal life, proper configuration can transform your Voctiv Assistant from a simple answering service into a sophisticated communication tool tailored specifically to your needs.

Critical Settings Checklist

For the best experience with your Voctiv AI Assistant, ensure you’ve configured these critical settings:

• Business or Personal Mode – Select the appropriate mode based on your usage needs
• Training Your AI Assistant – Provide detailed information about your business or personal requirements
• Appointments Configuration – Enable or disable based on your scheduling needs
• Calendar Connection – Link your Google Calendar and set your available hours
• Push Notifications – Enable to receive instant alerts about important calls (especially crucial for business users)

Table of Contents

• Understanding Business vs. Personal Mode
• Training Your Voctiv Assistant About Your Business
• Appointments Configuration: To Enable or Not?
• Calendar Integration
• Setting Available Hours
• Push Notifications
• Communication Settings
• Home Screen Navigation
• Phone Confirmation Issues
• How to Restore Your Original Voicemail
• Conclusion

Understanding Business vs. Personal Mode

One of the first and most crucial choices you’ll make during setup is selecting between Business and Personal modes. This fundamental setting determines how your assistant handles incoming calls.

Business Mode

When you select Business mode, your assistant understands that calls coming to your number are potentially from clients or customers. The assistant will:

• Help qualify leads by asking relevant screening questions
• Separate high-potential clients from less valuable or non-targeted calls
• Schedule appointments (if enabled) for services or consultations
• Customize interactions based on your specific business type and needs
• Protect you from spam calls, filtering out unwanted solicitations

Business mode is ideal for entrepreneurs, freelancers, service providers, and any professional who receives client calls and wants to streamline their communication process.

Personal Mode

In Personal mode, your assistant functions more as an AI-powered voicemail system. It will:

• Ask questions related to personal lifestyle matters
• Take detailed messages from callers
• Inquire about specifics regarding the caller’s message
• Forward AI-analyzed summaries to you
• Protect you from spam calls

Personal mode is perfect for individuals who want to manage their personal communications more efficiently without the business-focused features.

Both modes offer powerful call handling capabilities, but choosing the right one ensures your assistant’s responses align with the nature of your incoming calls.

Training Your Voctiv Assistant About Your Business

To unlock your assistant’s full potential, you’ll need to teach it about your specific business or personal needs. This crucial step allows your assistant to:

• Customize responses to match your business context
• Ask relevant questions to callers
• Provide accurate information about your services
• Better qualify potential clients

How to Train Your Assistant

The primary method for training your assistant is by filling out the Business Description field. We strongly recommend including:

• Detailed information about your business or personal use case
• A comprehensive list of your services or offerings
• Price ranges for your services (if applicable)
• Specific questions you typically ask potential clients
• Any specialized information callers frequently request

Consider writing this in a prompt format, similar to how you might instruct an AI system:

“We are a mobile pet grooming service specializing in dogs and cats. We offer basic grooming packages starting at $60, deluxe packages from $90, and specialized treatments for pets with skin conditions from $120. When someone calls, please ask: What type of pet they have? What services they’re interested in? Have they used mobile grooming before? Our service area covers downtown and northern suburbs only.”

The more details you provide, the better your assistant will represent you and your business. With comprehensive training, your assistant will conduct more valuable conversations and provide you with higher-quality information about potential clients.

Appointments Configuration: To Enable or Not?

The appointment feature works in both Business and Personal modes but serves different purposes in each context. This setting determines whether your assistant can schedule fixed-time meetings with callers. While appointments are primarily relevant to business users, you can also enable this feature for personal use if your situation involves making appointments regularly.

When to Enable Appointments

You should enable appointments if:

• You regularly use and maintain an electronic calendar with accurate availability
• Your business model naturally includes scheduled appointments or consultations
• You prefer automated booking that doesn’t require your manual intervention
• You want to eliminate the back-and-forth typically involved in scheduling

With appointments enabled and your calendar connected, your assistant can automatically suggest available times based on your schedule, allowing callers to book slots without your direct involvement.

Important note: When enabling appointments, make sure you connect your Calendar (we currently support Google Calendar). This prevents double bookings or inconvenient scheduling, such as an 8am appointment for a service located an hour’s drive away. From our experience, it’s better to manually book high-value customers than to automatically schedule them in a problematic time slot that could lead to disappointed expectations.

When to Disable Appointments

You might want to disable appointments if:

• Your service doesn’t typically require fixed appointments
• You need to have preliminary conversations with clients before scheduling
• Your business involves on-site visits that require resource verification before booking
• You don’t maintain an electronic calendar that could be synchronized
• You prefer to have more control over your scheduling process

With appointments disabled, your assistant will focus on qualifying incoming calls by asking screening questions tailored to your business. This helps you identify high-potential clients without committing to specific time slots.

Without appointments enabled, your assistant will analyze callers, ask qualification questions, and distinguish between targeted and non-targeted clients. You can then follow up using your existing business processes.

Calendar Integration

If you regularly use an electronic calendar for your business or personal scheduling, we highly recommend connecting your calendar to the Voctiv Assistant.

This integration enables your assistant to:

• See your real-time availability
• Schedule appointments only during your free time
• Automatically add booked appointments to your calendar
• Avoid double-bookings

By connecting your calendar, you create a seamless scheduling system that works around the clock without your direct involvement. This feature is particularly valuable for businesses where appointments are a regular part of operations, such as consultancies, beauty services, healthcare providers, and professional services.

Calendars Supported

Currently, Voctiv supports Google Calendar integration. Our roadmap includes support for additional calendar services:

• Apple Calendar (coming soon)
• Microsoft Calendar (coming soon)

Pro tip: If you connect your AI Assistant with Google Calendar and Alexa, you’ll be surprised when Alexa announces that your AI Assistant just booked you an appointment completely automatically. It truly feels like living in the future!

Setting Available Hours

To further refine your assistant’s scheduling capabilities, we recommend configuring your available hours. This setting ensures that:

• Your assistant only books appointments during your working hours
• You won’t receive appointments during your off-hours
• Your schedule remains balanced and respects your boundaries
• Callers see only legitimate time slots that work for you

This simple but powerful setting helps maintain work-life balance while maximizing your availability to clients or contacts.

Push Notifications

When it comes to high-value customers, timing is everything. The faster you’re notified about a potential hot lead, the higher the probability of converting that opportunity into revenue.

To maximize your response time and never miss important calls, we strongly recommend enabling push notifications. With push notifications activated, your Voctiv Assistant can instantly alert you about:

• Conversations where high intent is detected
• Callers who are ready to make a purchase
• Important information relevant to you or your business
• Scheduled appointments

These instant notifications include AI-generated summaries that highlight the most critical information from the call, allowing you to quickly assess the situation and prioritize your follow-ups accordingly.

Enable push notifications in your device settings to ensure you’re always the first to know when a valuable opportunity comes your way.

Communication Settings

In the Settings menu, you’ll notice a section called “Communication Settings.” Important note: This feature is currently being finalized and is only available to a limited number of test users. If you see this section in your app, it doesn’t necessarily mean it’s active for your account.

Coming soon to all users, Communication Settings will allow you to:

• Tailor your greeting message to create a personalized welcome for callers
• Customize text messages sent by your assistant
• Configure your assistant to share specific links with callers, such as:
  • Payment links
  • Booking links
  • Legal document opt-in forms
  • Any other links relevant to your business processes

This powerful feature will soon enable you to seamlessly integrate your Voctiv Assistant into your existing business workflows, creating a more cohesive experience for both you and your callers.

Stay tuned for the official release of this feature to all users!

Home Screen Navigation

The Home screen is your dashboard for all calls handled by your Voctiv AI Assistant. Here’s how to make the most of this feature:

Calls are automatically categorized into two main sections:

• Important: High-value calls that deserve your immediate attention
• Other: Includes spam, scam attempts, silent calls, and other non-priority communications

For each call, you can:

1. Tap to view an AI-generated summary of the conversation
2. Select “See full call transcription” to review the complete dialogue
3. Listen to the audio recording of the call
4. Download the call recording to use elsewhere (perfect for training, quality assurance, or record-keeping)

This intuitive organization helps you quickly identify which calls require your immediate attention and which can be handled later, if at all.

Phone Confirmation Issues

If you are not able to proceed with phone confirmation, it may be because you’re using an IP phone number (Google Voice or any other “non-mobile” providers). In these cases, standard verification processes may not work correctly.

Don’t worry – we have solutions available! Please contact us to discuss a custom solution tailored to your specific situation. Our team can help set up alternative verification methods that work with your existing phone infrastructure.

How to Restore Your Original Voicemail

If you decide to return to your carrier’s original voicemail service, the process is straightforward. We’ve created a detailed guide to help you restore your original voicemail settings.

For step-by-step instructions on how to revert to your mobile carrier’s voicemail system, please visit: How to Restore My Original Voicemail

The guide includes specific instructions for all major carriers, ensuring a smooth transition back to your previous voicemail setup if you choose to do so.

Conclusion

Proper configuration of your Voctiv AI Phone Assistant is the key to unlocking its full potential. By taking the time to select the appropriate mode (Business or Personal), decide on appointment settings, provide comprehensive business information, connect your calendar, and set your available hours, you transform a good tool into an exceptional one.

These settings aren’t just technical configurations—they’re strategic choices that directly impact how efficiently you manage communications and how effectively your assistant represents you to callers.

We encourage you to revisit these settings periodically as your needs evolve. Your Voctiv Assistant is designed to grow with you, adapting to changes in your business or personal requirements with just a few adjustments to these core settings.

Ready to take your Voctiv AI Phone Assistant to the next level? Start by reviewing your current settings today and implementing the recommendations from this guide. Your future self (and your callers) will thank you!

Frequently Asked Questions

[Remember to visit our support page if you need any assistance with configuring your Voctiv AI Phone Assistant.]