AIVoiceEmployeePanel Original

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Step 1 of 10 - Overview

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First Name

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Full Name

Your VOICE AI Employee Setup for Smash Repair

Hi , and welcome to your VoiceAI Employee.

This has been set up to align to the information typically required to converse in your Industry. There are 9 sections to complete so we can configure your AI Employee. It may take some time, but the more detail you provide now, the faster we can activate and test it for you.

Please be as detailed as you can — the more complete your answers, the quicker we can get your AI Employee live and running smoothly.

Saving Your Progress

If you’d like to pause and continue later, just click Save & Continue at the bottom of the page. We recommend you do this often to avoid losing the work you have completed.

A unique link will appear. When you’re ready to continue, simply click the link, and you’ll return to exactly where you left off.

You can also copy the link, or enter your email address to have it sent to you. The link will stay active for 7 days, so you can come back and finish at any time.

For now, when you’re ready, click Next to begin.

VoiceAI Employee Details

Let's set up your VoiceAI Employee first. Firstly let's give it a name, then add some character by making your selection from the choices.

Your VoiceAI Employee Name(Required)

That's great. From now on we will refer to your VoiceAI Employee as . It will appear whenever we are referring to your VoiceAI Employee.

Voice Preference(Required)

Male

Female

Ensure you match this to 's name.

Accent Preference(Required)

Australian

American

New Zealand

British

Other

Your own Accent Preference

AI Disclosure – We recommend being transparent

To reduce complaints, we suggest letting callers know they’re speaking with a digital/AI receptionist. This can be done softly (e.g. “digital receptionist”) or directly (e.g. “AI receptionist”).

When greeting or if asked directly, should : (choose one)

AI Disclosure(Required)

Disclose it's AI in the opening line

Only disclose if asked

Never disclose

Opening Greeting Line (choose one)

This is the first response from when the call is answered. Please choose one or write your own. If your own please keep it brief.

AI Opening Greeting Line(Required)

"Hi, thanks for calling [Your Business Name]. I’m the AI Employee — how can I help you today?"

“Hi, I’m , the AI assistant for [Your Business Name]. How can I help you today?”

"I’m , a digital assistant here to make things easier. What would you like to do first?”

My Own Greeting Choice

Opening Greeting Line(Required)

Default: "Hi, thanks for calling [Your Business Name]. This is . How can I help you today?"

“Hi, welcome to [Your Business Name]. I’m . How can I help you today?”

“Hey! I’m . Need a hand with something? Just let me know and I’ll help you out.”

My Own Greeting Choice

My Own Greeting

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Click Save & Continue to save your work, then click on NEXT to continue.

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Your Business Details

Now we need details of your business and the key contacts for each area that will use.

Name of your business(Required)

Enter the name you want to use. Ideally this will be your business trading name rather than your company name.

Your Workshop Address(Required)

Street Address Address Line 2 City State Post Code Country

Business Hours Details

Please select Yes for all the days you are open and fill in the times. They are prefilled for 8:30 am to 5:00pm. Change them if needed to your times.
If you are not open on a day select No.

Monday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Tuesday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Wednesday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Thursday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Friday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Saturday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Sunday(Required)

Yes

Open(Required)

Hours

Minutes

AM/PM

Close(Required)

Hours

Minutes

AM/PM

Other Hours Information

Is there other Hours Information that is unique to your business?

(Required)

Yes

Other Information(Required)

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Click Save & Continue to save your work.
Then click on NEXT to continue.

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Your Business Contacts Details

Routing Destinations & Fallbacks.
This step is about setting up the roles can transfer calls to.

This page lists the most common roles (Manager, Reception, Estimator, Parts).
Select Yes for any roles that apply to your business, and you’ll enter their details.
If a role doesn’t apply, select No.
If you don’t see a role that fits, you’ll be able to create custom roles in Step 5.

Later, when we set up call scenarios (e.g., order update, new booking, invoice query), you’ll simply choose which role each type of call should go to.

IMPORTANT
Your Main Office Number will be diverted to so it can take calls. This means you cannot use that number in any of your contacts.
You can also NOT use extensions after the main number for your contacts. It has to be a full number.

Tip: Please include area codes for landlines.

To get started please enter your main Business Number.

Your Business Main Phone #(Required)

Manager

Manager Required(Required)

Yes

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Manager(Required)

Name

Phone

SMS

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Manager Name:

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Manager's Name:(Required)

Front Desk/Reception

Reception Required(Required)

Yes

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Front Desk/Reception

Name

Phone

SMS

Estimator

Estimator Required(Required)

Yes

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Estimator

Name

Phone

SMS

Parts

Parts Required(Required)

Yes

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Parts

Name

Phone

SMS

Workshop Manager

Workshop Required(Required)

Yes

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Workshop

Name

Phone

SMS

After Hours Tow (On-Call)

Tow Required(Required)

Yes

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Tow

Name

Phone

SMS

Insurance/Assessor Liaison

Assessor Required(Required)

Yes

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Assessor

Name

Phone

SMS

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When you have made your selections, click Save & Continue to save your work.
Then click on NEXT to continue.

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Custom Roles

Here you can add any extra roles that weren’t listed on the previous page.

For example, you might want calls routed to a Detailer, Workshop Supervisor, or Parts Department.

If you select Yes, you’ll be asked for the contact details (name, phone, email, SMS) so knows exactly where to transfer calls.

Your Choice 1

Choice 1 Required(Required)

Yes

Position 1 Name

Contact Name 1

Phone

SMS

Your Choice 2

Choice 2 Required(Required)

Yes

Position 2 Name

Contact Name 2

Phone

SMS

Your Website for FAQs

To help answer common questions, please share a link to your website’s FAQ page. If you don’t have one, you can upload a document with the information instead.

Website(Required)

Do you have a file to upload?(Required)

Yes

My File Upload

Max. file size: 128 MB.

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When you have made your selections, click Save & Continue to save your work.
Then click on NEXT to continue.

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Scenarios

This section will require a fair amount of thinking and is critical to having This step is where you decide how should handle different types of calls. Think of it as teaching what to do in common situations.
Most of these are common for your Industry so we have preset them.

Select a scenario for each type of call you want to handle (e.g., booking requests, order updates, invoice queries).
For each scenario, you’ll set what should say and where the call should be directed.
You can Select as many scenarios as you need, and each scenario can have more than one action.

Tip: Try to base these on what your customers actually ask — not what you think they ask. If you’ve recorded calls or noted common questions, use those here.

How FAQs fit in

If it’s a general FAQ (like business hours, services, or location), can answer directly using the information you provided earlier.
If it’s a case-specific query, will forward the call or take down the details and pass them on to the right contact.

Next step
When you’re ready, click Next to start creating your scenarios. Remember to use Save & Continue regularly so you don’t lose your work.

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Manager

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Front Desk/Reception

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Estimator

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Parts

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Workshop

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Tow

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Assessor

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Contact1

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Contact2

Let's get started on your scenarios

This is where you select what should do in each situation.

Choose the actions – Once you select a scenario, you’ll see options for what should do:
- Provide the answer (if it’s an FAQ)
- Forward the call to the right person, and/or
- Email or SMS the details to your team
Select who to forward to and/or
Select who to Email/SMS to.

You can select as many scenarios as you like, and each scenario can have one or more actions.

Scenario 1

Estimate bookings – “When would you like to come in for your estimate?” (If caller is unsure, offer suggested slots)

Actions - Scenario 1

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 2

Repair bookings – “Let’s get your repair booking locked in — when would suit you?”

Actions - Scenario 2

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 3

Waiting on estimate – “Can I grab your name or rego so I can check if your estimate is ready?”

Actions - Scenario 3

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 4

Repair updates – “Can I grab your job number or registration so I can check the status?” (If unknown, note it for follow-up)

Actions - Scenario 4

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 5

Tow requests – “Can you tell me where the vehicle is located and what’s happened?” (If unsure, get as much info as possible)

Actions - Scenario 5

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 6

Mechanical enquiry – “What’s the mechanical issue you’re calling about?” (Gather vehicle details to pass on)

Actions - Scenario 6

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 7

Parts/supplier calling – “Can I take your name, company, and the parts/order number you’re calling about?”

Actions - Scenario 7

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 8

Assessor from insurance company – “Can I take your name, insurance company, and claim number?” (If known)

Actions - Scenario 8

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 9

Parts arrival notifications – “Can I confirm your name and vehicle details so we can check on the parts?”

Actions - Scenario 9

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 10

General FAQs – “Sure, I can help with that. Can I take your details so the right person can call you back?” (E.g., business hours, services, location, process etc.)

Actions - Scenario 10

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

Scenario 11 Required(Required)

Yes

Scenario 11

Actions - Scenario 11

Provide the answer (if FAQ)

Forward call to:

Email/SMS info to:

Forward call to:(Required)

Email/SMS info to:(Required)

When you have made your selections, click Save & Continue to save your work.
Then click on NEXT to continue.

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Information Capture

can collect details from callers and save them directly in DigiSyncro.

If a caller doesn’t know the answer, that’s OK — will ask in a friendly, optional way (e.g., “Do you happen to know…?” or “If you have it handy…”).
Just tick the information you’d like to gather.

Your Selections(Required)

Name — “Can I get your name?”

Phone number — “What’s the best phone number to reach you on?”

Vehicle make/model/year — “Do you know the make, model, and year of the vehicle?”

Registration number — “Do you know the registration number?”

Insurance company — “Which insurance company are you with?”

Claim number — “Do you happen to know the claim number?”

Job number — “If you have a job number handy, I can note that down too.”

Other

Other(Required)

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When you have made your selections, click Save & Continue to save your work.
Then click on NEXT to continue.

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Manager

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Front Desk/Reception

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Estimator

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Parts

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Workshop

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Tow

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Assessor

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Contact1

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Contact2

Would you like to be notified of each call?

A summary and transcript can be emailed to you.
Summaries, Transcripts and Call Recordings (if enabled) are available in DigiSyncro.

Summary(Required)

No thanks...I'll check in DigiSyncro

Yes Please

Email Address(Required)

Availability

When should answer calls?

Availability(Required)

24/7 — Handles all calls at all times

Only outside business hours — Human answers during business hours

Other

Other(Required)

After-Hours Handling

If a call comes in after hours, should :

After-Hours Handling

Take a message only. Notify the caller that the business is closed and it can only take a message – Example: “We’re currently closed, but I can take a message and have the team call you back when we reopen.”

Forward urgent calls (e.g., tows) to:

Other

AH Forward call to:(Required)

AH Email/SMS info to:(Required)

Other AH(Required)

Escalation Rules

When should immediately hand over to a human?

Escalation Rules(Required)

Never - Always follow scenarios

Always for angry/complaining customers

Other

Other ER details(Required)

Details of who you would like the call forwarded to:

Forward call to:(Required)

When you have made your selections, click Save & Continue to save your work.
Then click on NEXT to continue.

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Additional Notes / Special Instructions

Well for now that's all we need. Is there anything else you can think of that we need to know to get working for your business?

Additional(Required)

Yes

Additional Notes(Required)

Thanks for completing the VoiceAI setup form.

We’ll now get to work setting everything up for you.

Once testing is complete, we’ll contact you to confirm your VoiceAI Employee - is live and ready.

To conclude please select SUBMIT below.

Your VOICE AI Employee Setup for Smash Repair

VoiceAI Employee Details

AI Disclosure – We recommend being transparent

Opening Greeting Line (choose one)

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Your Business Details

Business Hours Details

Other Hours Information

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Your Business Contacts Details

Manager

Front Desk/Reception

Estimator

Parts

Workshop Manager

After Hours Tow (On-Call)

Insurance/Assessor Liaison

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Custom Roles

Your Choice 1

Your Choice 2

Your Website for FAQs

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Scenarios

Let's get started on your scenarios

Information Capture

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Would you like to be notified of each call?

Availability

After-Hours Handling

Escalation Rules

Details of who you would like the call forwarded to:

Additional Notes / Special Instructions

Get Started, Book In A Digital Marketing Audit.