Setting Up Your AI Receptionist: A Step-by-Step Guide

Getting your AI receptionist live on HelmSmart takes less than 30 minutes if you follow this guide. Here's exactly what to do, in order.

Step 1: Connect your phone number

HelmSmart integrates with Twilio for basic call handling and Retell AI for natural, low-latency voice conversations. If you already have a Twilio number, point the voice webhook at your HelmSmart endpoint. If you need a new number, Twilio charges around $1/month for a local US number.

For the best experience, we recommend Retell AI — it produces noticeably more natural conversation than the basic Twilio flow.

Step 2: Configure your business hours

In the Voice Agent settings, set your operating hours for each day of the week. The AI will only book appointments within these windows and will inform callers outside your hours that the office is closed.

If your hours vary by season, you can update them anytime and the change takes effect immediately.

Step 3: Add your appointment types

Create the types of appointments you offer — for example, "Free Estimate (30 min)", "Standard Service Call (1 hour)", "Emergency Call-Out (2 hours)". For each type, set:

• Name (what the AI calls it in conversation)
• Duration (used to block calendar time and calculate available slots)
• Description (optional context the AI can share with callers)

Step 4: Build your knowledge base

This is the most important step for making your AI sound like it knows your business. Add entries for:

• Your services and rough pricing ("We charge $150 for a standard HVAC inspection")
• Service area ("We cover the greater Phoenix metro area")
• What to do in an emergency ("For gas leaks, call 911 first, then us")
• Commonly asked questions ("Yes, we're licensed and insured in Arizona")

The more detail you add here, the more confidently the AI handles calls without needing to escalate.

Step 5: Write your greeting

Set a brief, friendly greeting the AI uses to open every call. Something like: "Thanks for calling [Business Name]! This is the AI assistant. How can I help you today?" Keep it short — callers want to get to the point.

Step 6: Enable the agent and test it

Turn on the voice agent from the settings panel. Then call your number from a personal phone and run through a few scenarios:

• Book an appointment
• Ask a question that's in your knowledge base
• Ask something that isn't — see how it handles uncertainty

Adjust your knowledge base based on what you discover. Most businesses refine their setup over the first week as real calls come in.

What to expect

In the first 30 days, you'll see the AI handling a significant portion of routine calls without human intervention. Review the call transcripts regularly — they're a goldmine for understanding what your customers are asking and how the AI is representing your business.