AI Receptionist
Your AI receptionist handles inbound questions, books appointments, and responds to missed calls — around the clock. Powered by Claude (Anthropic).
Prerequisites
Before configuring the AI, make sure you have at least one service and staff member set up, and have added content to your knowledge base.
How It Works
When a client interacts with your chat widget or sends an SMS, the AI receptionist:
- Reads your knowledge base to understand your services, pricing, hours, and policies
- Responds conversationally — answering questions, suggesting services, and guiding clients to book
- Hands off to a human when it detects a question it can't confidently answer
- Logs every conversation in your dashboard for review
The AI never makes up information — it only uses what's in your knowledge base. If it doesn't know the answer, it says so and flags the conversation for human follow-up.
Knowledge Base
The knowledge base is what the AI knows about your business. The more you add, the better it performs.
What to include
| Topic | Examples | Impact |
|---|---|---|
| Services & pricing | Service names, durations, costs, what's included | High — enables booking recommendations |
| Policies | Cancellation, deposits, late arrivals, refunds | High — avoids misinformation |
| Location & hours | Address, parking, transit, operating hours | Medium — common client questions |
| FAQs | Preparation, aftercare, what to expect | Medium — reduces handoffs |
| Staff bios | Specialties, certifications, availability | Low — helps match clients to providers |
Adding documents
Go to Settings → AI & Automations → Knowledge Base. You can:
- Type or paste text directly
- Upload documents (PDF, Word, text files)
- Add multiple documents for different topics
Changes take effect within a few minutes.
Missed-Call Text-Back
When a client calls and you can't answer, Servegalo automatically sends a text within 60 seconds:
"Hi! We missed your call at [Your Business]. Book online: [booking link] — or reply here and we'll get back to you shortly."
Setup
- Connect Twilio in Settings → Integrations
- Set your Twilio phone number's voice webhook (URL is shown in the settings page)
- Enable "Missed-Call Text-Back" in the Automations page
Managing Conversations
All AI and SMS conversations appear in the Conversations page. Each thread shows:
- The client's phone number or chat session ID
- Full message history (client messages + AI responses)
- Status: open, resolved, or needs human handoff
- Channel: SMS or web chat
Human Handoffs
The AI automatically flags conversations for human attention when it encounters:
- Questions outside the knowledge base
- Complaints or sensitive topics
- Requests it can't fulfill (rescheduling, refunds, complex changes)
- Explicit requests to speak to a person
Flagged conversations appear in the Action Items page and are marked with a red badge in Conversations.
Settings Reference
Configure the AI in Settings → AI & Automations:
| Setting | Default | Description |
|---|---|---|
| AI Enabled | On | Master toggle for the AI receptionist |
| AI Model | Claude Haiku 4.5 | Fast and affordable. Upgrade to Sonnet for complex conversations. |
| Token Budget | 5,000/mo | Monthly limit on AI usage to control costs |
| Auto-respond Support | Off | Let the AI draft responses to support tickets |