hey guys in this video we're going to be talking about AI voice receptionists what they are why it matters for you how you can build it and then finally I I'll show you a demo of the one I use at my actual company so let's get into it so big picture what are AI receptionists actually so kind of an overview the goal of inbound AI voice assistance an inbound meaning someone calls a number and the AI responds to it outbound be the opposite of that where the AI is calling someone so the goal of them is to field calls 24/7 save money save time and retrieve data take every call which saves you money saves you time and then kind of sending back data of what was said on the call and how well it's working and so here's how it does this so we use a program called vapy which I talked about in my last video and did a demo for which is kind of the logic transcription and voice behind the AI then we use functions which are actions taken as a result of a trade so think someone says I want to book a meeting with you it will then use that trigger of them uh indicating their interested in booking a meeting and take the action of actually booking it you can also think sending a transcript um the trigger is the call ends and then the action taken is sending the transcript or sending an email and then data is the information actually being sent in the function these are really the three main either programs or concepts we're using in these AI receptionists so here's what you need to build it we use vapy which I just mentioned for the AI creation we use make. com for all the automations we use Google Sheets for the data storage we use open AI for kind of data cleaning and as a buffer between some of these automations and vapy and the sheets and then Gmail is kind of the notifications it'll send you an email and now you can use any equivalent for these you can use zapier here you could use syn flow here you could use air table or Excel here or you could use Outlook or something like that but in this specific build and demo these will be the programs I'm using so here I want to take you through kind of a an inbound assistant call Flow so you can really understand it so ring ring there's an incoming call that uh caller will then retrieve data if there is any say um it's a number they recognize I can send in their first name last name um so it could be like hey John uh thank you for calling again sometimes it it doesn't have to do that though and then vappy will respond usually with a first message so it'll be hi thank you for calling and that's what this block is here then the customer will respond say I want to book a call and so is their response a function well yes booking a call would be a function so they'd run that function book that call and VAP would be like great I I booked the call and then go to the next customer input and say they were like hey I just want to learn more about what's on the call that's not a function so it go back to the vapy response and they would explain yeah we just kind of talk about our services a bit and really see if you're qualified for the program and then the customer respond okay great um I have to go now is that a function no um but we don't go back here the the call will just be ended it can detect the customer wants to end the call it'll end the call it'll then retrieve the call data so that's um the transcript of the call it'll score the call and we'll get into more of the specifics of that later in the demo and the actual build of this caller it'll then send that call data to your Google Sheets and through email which we were just talking about and then this flow will end until ring ring someone calls again and it goes through that loop again and so here's why it matters for you and the opportunity here because you think hey I can answer my phone anyways it's not that big of a struggle you know I have my own business I've been it's been running fine for 5 10 years what have you let me just show you some numbers because this really surprise me I'm sure it'll surprise you businesses receive calls from potential customers every day and here's usually the three steps so think about your sales process as I go through this and let me know if this sounds familiar so first uh the caller will inquire the caller wants to understand more about the business next they'll want to understand and the business rep will help the caller actually understand so they're like hey I just want to learn more about what you do or maybe they're just inquiring about what times you have open to book a call and that business rep will help them understand help them understand more about the business maybe they're filing a complaint and they just want to inquire about who they can yell at or um how they can get that complaint solv um that's kind of the inquiry step and the understanding step I touched on a bit but basically they'll answer that inquiry you know people aren't calling for no reason and then the action step and the business rep will help the caller take an action step file a complaint book a call send more info through an email and really think about your sales process I'm sure everying sing Le business owner can relate to these three steps and so here's where it goes wrong because those three steps I'll go back here these are essential in business these make up uh the entirety of a business these three steps and so here's where it goes wrong businesses Miss calls and a lot of them and that directly leads to if you miss a call you never get the inquiry the client potential client never understands and that action step is never taken so that directly leads to less booked meetings and ultimately Less sales so let's take a look at some numbers cuz you may think well I don't miss that many calls so let's just look at some averages from some popular Industries and I'll show you some of the numbers because this is a huge problem here's auto dealerships and I'll show you I have a bunch of these so this first number is the number of unanswered calls this second number is how many of of those calls are actual leads you know not repeat customers or people just wasting your time and this last number is how many of those leads would convert into an actual client so I ran the numbers for all these uh different niches or companies per 100 calls and these are not 100 calls answered or 100 calls missed these are per 100 calls your business gets a lot of businesses get 100 calls a week maybe even 100 calls a day and so if you're an auto dealership every 100 calls you lose three clients once again those aren't just 100 unanswered calls those are every 100 calls that your main business phone line gets you lose three clients because you're missing these calls which are leads which are conversions Senior Living you lose two clients per 100 calls if you're in one of these businesses I want you to think how much money three clients is if you're an auto dealership that could be 90 grand in Revenue for3 $30,000 cars think about that auto service centers four clients loss per 100 calls Telecom four clients loss per 100 calls Banks five clients lost per 100 calls Cruise Lines two lost per 100 calls Dental you lose about three clients per 100 calls hospitals about five clients loss per 100 calls Home Services four clients per 100 calls Insurance three clients per 100 calls PT three clients lost per 100 calls Senior Care two clients loss per 100 calls so now that we know what the problem is let's make the solution and so here's where I'll get into the actual demo so this is the voice assistant that I made for my own company uh a rose Ai and it has a couple of functions and it really uses um four programs as we mentioned before and I'll take you through vapy in my last video I did more of an in-depth uh walkth through with vapy so I'll just go over the main points that I have so first up here you have the cost which is pretty cheap this comes out to about 10 bucks an hour so it's pretty much below minimum wage it's for sure way cheaper than like uh hiring someone for it cuz they're not actually taking calls 24/7 where these are they're only charged for when they're working and then the latency which is how long it takes to respond is about a second and you'll see how long it doesn't feel very long in a conversation and you'll see that later on so my first message is just hey thank you for calling what can I help you with and then it'll take them through here and I built this out to give an intro of what our company does an overview of the services see if that's something they need if they want to book a call and they they mention um they want to book a call it'll actually book the call for me within my go high level account and then kind of um take them through the next step here in this prompt I also provided an example interaction uh between the receptionist and a potential caller so I never miss any calls for my business I get um meetings booked on autopilot all because of this for super cheap so let me take you through some of the other settings I have for my transcriber I use deep gram Nova 2 for the voice I use 11 lab Sarah this is probably my favorite voice and then the model is 11 turbo V2 then I have all these disabled stability . 5 Clarity and similarity 75 and then these don't um I don't focus on those too much here here in the functions I do have a booking function and I'll get more into this when we go to make.
com with how it actually books calls but that's the only function I have um and then I also have the end call function then here in the advanced tab the silence timeout I have about 27 seconds um I would always recommend this keeping this under 30 10 seconds is fine I just keep these delays at default you can turn these down to zero I haven't found it makes that much of a difference interruption threshold I always recommend keeping at two if you watch my last video you know this but this is really important a lot of people will want to turn this down because they don't want AI kind of speaking over the other person they want to stop as soon as caller kind of answers and so what this actually does is if you cough on an assistant and the interruption threshold which is how many words the caller needs to say for the AI to stop talking um if that's at 1 then and um if you cough the AI will stop and it'll really trip it up um so I like to keep that at twoo Max duration I have this I'll turn this down a bit uh 600 seconds is about 10 minutes there's really no reason that calls should go over that and then down here for Server URL um once again I'll show you more about this and make but this is how we send all the data like I was talking about before for my voicemail message I'm just saying you've reached the aose AI voicemail uh please leave a message and then the end call is thank you for contacting a rose AI have a great day but actually I'm just going to delete this if you leave this blank um the AI will kind of end it with whatever it thinks it should say within the flow of the call and then here in this analysis tab we have a bit more so this is for the summary and then you can prompt it how to summarize it I like kind of taking down the main points and turning into bullet points instead of a block of text or a paragraph and removing any fluff because say you get 10 calls in an hour you don't have time to read all the summaries um you just kind of want the the bite-sized chunks of what to focus on and then this success evaluation is really cool and so this basically grades how well the call went um on whatever criteria you want so these are usually leads so I said you're an expert call evaluator just gauge the interest of the client based on the call transcript and their eagerness to work with us um graded on a scale of 1 to 10 uh one being the prospect is not interested at all they hate at us and they hung up on us and 10 being that they are extremely interested and engaged with the conversation and usually that means they booked a call for the rubric I said scale of 1 to 10 and so when I do get all those calls I look at the Google sheet um I kind of know what to focus on or if I get an email it'll say lead score eight or nine I know I should probably follow up with that person pretty quick because they're a pretty hot lead if they're a one or two I know I shouldn't really waste my time with them and so that's it for all the stuff actually set up with within vapy so now we'll head over to make and I'll show you how to actually use those functions put calls using go high level and send data and so here we are inside make and this caller actually only uses two different make functions one is to send the summary and data at the end and the other is to actually book calls using go high level so quick disclaimer if you use a different CRM if you use kly it might be more difficult or easier to book calls go high levels a bit more comp licated using make so if you use a really popular CRM or um calendar booking service like cal. com or something like that it's actually likely it'll be easier to set that up that's just a disclaimer that these scenarios are set up specifically for the softwares that I use but generally the flow of these scenarios will be the same no matter what software you use I'll first go into the summary and so this is at the end of the call and so here's the scenario it's only four blocks and it's a web hook which um I'll show you where we put that in a second and then it's chat GPT so what chat GPT does is it scrapes the transcript and it puts them in fields Caller Name preferred number caller address caller reason and they'll format the information in an email like that um so that the email is all neat and you don't get a big fat transcript and then here's Gmail where um it'll actually send um this email with the interest level being the kind of lead score that we are looking at the caller number and then it'll send all the lead information that um we outlined in this chat GPT block the name number email and reason and once again you might see that we repeat a number this is their preferred number if they're calling on their personal phone and then they give us their professional phone um we don't want to call on their personal line so we do ask for their preferred number in the AI call and so that's why it puts down two different numbers and then the call summary the bullet points I was talking about and then lastly um it'll format all that same information into a Google sheet um with the date time the customer number so we can kind of track what uh caller it was it'll put all the call info which was um that same chat gbt output that we were just talking about um it'll put the call summary the transcript the call recording and then um I don't know why it didn't change this name but this is the lead score and so I'll show you how to set this up so first you want to make a web hook and basically you'll see how to um add one and then you'll copy this address to your clipboard and then you'll go within the vapy um assistant that you made you'll go to Advanced you'll come down here where we saw server URL and you will paste this in you can see it's the same one that I'm using but um you just paste that in there and then as soon as the call ends it will automatically trigger this make function and then um I did add just want to note this little filter sometimes if someone calls and immediately hangs up or sometimes there's just a glitch and it'll send it'll trigger that web hook without someone actually calling so I set up a filter so that it won't run the rest of the scenario and send you kind of annoying needless emails um if the transcript is empty and then here this chat GPT block um this will all be set up for you you don't have to change any of these kind of um fields or anything all you have to do is connect your open AI account and like I said um I kind of went through what this all does so you don't have to worry about that block all these resources will be down in the description with a Google doc that links to All These Blueprints so you can download it and stuff like that so here I have my two email address you want to put in your own email address you want to put in your own subject uh I just like new inbound call lead it's pretty self-explanatory and then the content you can keep the same and also feel free to edit any of this stuff if you want different variables if you want chat GPT to scrape for different things this is just how I like it set up and you guys for sure you have your own businesses um might prefer different things and lastly this Google Sheets all you'll have to do is um connect your Google account which you already would have done with Gmail and then choose the correct spreadsheet that you made for the dashboard and again I'm actually going to link the spreadsheet I use down below as well and then all these um values will be uh already plugged in you won't have to change those and so at the end of this I'll actually show you how the scenario runs and what it looks like uh at the final demo so now let's take a look at the um vapy and go highle booking scenario so this one is a bit more complicated and so I'll show you first how to set up this first web hook within vapy so again you'll want to create another web hook click add copy it to your clipboard and then you want to go back in vapy and you'll want to go to functions go to custom functions you want to do new function um mine already exists so I'll just take you through this for the function name I did booking the description is just when the user wants to book a call and so what these kind of do is lets the AI know hey um I'm looking for if someone saids something along the lines hey am I able to book a call with you guys how can I book a call with you guys what times you have available to talk um the AI will know to run this function and you'll want to get three different properties you want their name which is I titled it name this is the name of the user email email the the user's email and these will be strings and then all of these will be string functions and then book time this is the time and day the user would like to book and then at the end you just need to paste that web hook we just created inside here make sure to save it make sure to publish it and then you'll be all good on the vapy side this basically just formats the time zone and so if you have a different time zone you do have to change this but basically this just formats it in the way that go high Lev likes to look at um their dates and times and then um the content this is what you send in and then what it outputs is just the time and so you'll make a post request to go high level you'll have to put in your API key your ghl API key um and then this will all stay the same um you won't have to edit this the only editing you'll need to do in this is put in your own API key and so basically what this router does is if that time's already booked it will take the date dates and the times it will make a request to get the information of what times are actually available you will have to input your API key again right here and you have to put in your calendar ID and then it'll make uh a web hook response and so it give vapy back the information of two different dates and times that are available um around when the user requested this top web hook response is basically just saying um the Call's booked we're all good um and let vapy know and one last thing I do want to note is you have to find your time zone as it is defined in go high level so mine's America back/ Detroit um you can find that within your profile and go high level and then you do have to find your calendar ID which I can show you how to find that right now and basically what you want to do is you want to go to your account calendars calendar settings and I'll move myself back over here so say I wanted this weekly team meeting um and then basically once you um are in the edit block your calendar ID is right up here and you can just copy it your time zone is found in your business profile settings under time zone um and so just America back/ Detroit and then again that negative 0400 is what you plug into this chat gbt block so just make sure all that stuff is clean you have all the right specifics and stuff like that when making these but yeah that's how this function works again these functions are super simple and so let's get into an actual demo of it so let me Demo the caller right now call a rose AI demo hi thank you for calling a rose AI what can I help you with hi I was just wondering more about what you guys actually do with AI at aose AI we provide AI automation for realtors including AI follow-up callers and receptionists like me our services help you handle both inbound and outbound calls ensuring no potential lead is missed and enhancing your productivity that's awesome um can I hear more about the AI receptionists what do those actually do our AI receptionist handle inbound calls ensuring 247's availability providing professional interaction capturing important client information and enhancing the overall client experience they can answer questions about property listings handle inquiries and even schedule viewings that's awesome could I how do I um buy one of these do I book a meeting yes you can book a meeting to get more details and see a demo would you like to schedule a call I can help set that up for you yeah that sounds perfect great can I have your name email and preferred time and date for the call I'll get get it scheduled for you yeah my name's Tommy um my email is Tommy arose. and um does tomorrow at 6 PM work for you guys just a sec it looks like 6 p.
m. tomorrow isn't available would either 5:00 p. m.
or 7 p. m. work for you um yeah I think 5: PM works just fine just a sec I'm sorry for the inconvenience but it seems there was an issue with booking the slot at 5:00 p.
m. tomorrow let me try a different approach to ensure we get you scheduled correctly please bear with me for a moment yeah does Monday work for you guys better sure does Monday at 3 p. m.
or 4 P. M work for you uh yeah Monday at 3 p p. m.
