Client AI Setup | Trin Revenue Lab

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Business Basics

Core contact info and identity

Business Name *

Owner / Primary Contact Name *

Main Business Phone *

Business Email *

Website URL (if you have one)

Physical Business Address

Cities / Areas You Serve *

Year Established

Primary Industry *

Describe Your Business in 2–3 Sentences * Your AI will use this to introduce the company

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Business Environment & Operations

Your current setup, call volume, and what success looks like

Number of Employees / Technicians *

Number of Business Locations *

How Are Inbound Calls Currently Handled? * Check all that apply

📱 Owner answers personally 🧑‍💼 Office staff / receptionist 📩 Voicemail (many go unanswered) 📞 Third-party answering service 🔀 Mix — depends on time of day ❌ We miss a lot of calls

Approx. Calls Per Week *

Calls Missed Per Week (Est.)

Average Job / Ticket Value

Current Phone System

Peak Call Times & Busy Seasons * When do most calls come in? Are there busy seasons?

Do You Want the AI to Differentiate New vs. Returning Callers? * Returning customers get a warmer greeting and skip basic info collection

Yes — ask "Have we helped you before?" No — treat all callers the same way

Languages Spoken by Your Staff

🇺🇸 English 🇪🇸 Spanish 🇧🇷 Portuguese Other (list below)

Social Media & Online Presence Check all that you actively use — the AI can mention these to callers

⭐ Google Business Profile 📘 Facebook Page 📷 Instagram 🏘️ Nextdoor ⭐ Yelp 🔧 Angi / HomeAdvisor

What Does Success Look Like for Your AI Receptionist? * What's the #1 thing you want it to accomplish?

Lead Qualification — Who is Your Ideal Caller? The AI can screen for good fits and politely redirect others

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Business Hours

When your business is open and how after-hours calls are handled

Enter your normal operating hours. The AI will use these to tell callers when you're open and set the right expectations after hours.

Day

Opens

Closes

Closed?

Monday

Closed

Tuesday

Closed

Wednesday

Closed

Thursday

Closed

Friday

Closed

Saturday

Closed

Sunday

Closed

Do you offer after-hours or emergency service? *

24/7 Emergency Available Yes, with an after-hours fee No — calls go to voicemail We call back next business day

After-Hours Instructions What should the AI tell callers after hours?

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Brand Voice & Values

How your AI sounds and what it stands for

Communication Tone * How should your AI sound on the phone?

🤝 Professional & Polished 😊 Friendly & Warm ⚡ Straight-to-the-Point 👋 Casual & Conversational

What Makes You Different from Competitors? * Your AI will use this when callers compare you to others

Phrases to Use Language you want the AI to say

Phrases / Topics to Avoid Anything the AI should never say

What Name Should Your AI Receptionist Use? * This is what callers will hear: "Hi, this is ___"

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Services & Pricing

What you do, what you don't, and how you handle pricing questions

List Your Primary Services * Be specific — one service per line

Services You Do NOT Offer The AI will politely decline and redirect these calls

How Do You Handle Pricing Questions on the Phone? *

We have flat-rate pricing — AI can share ranges We quote on-site only — AI collects info and schedules We charge a diagnostic fee ($___) — AI discloses this We offer free estimates — AI schedules the estimate

Diagnostic / Service Call Fee (if applicable)

After-Hours / Emergency Upcharge (if applicable)

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Call Handling Rules

How your AI routes, transfers, and manages different call types

Custom Greeting Script * Word-for-word how your AI should answer the phone

What Qualifies as an Emergency? * The AI will fast-track these to a live person or on-call tech

When Should the AI Transfer to a Live Person? List situations where a human needs to step in

Transfer To (Name) *

Transfer Phone / Extension *

Can the AI book appointments directly? *

Yes — book directly into our calendar Yes — collect info & we call back to confirm No — just collect info and hand off to us

Scheduling System Used (if AI will book directly)

CRM / Software You Use (for lead capture)

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Policies & Trust Signals

Guarantees, financing, credentials — the things that close the deal

Warranty / Guarantee Info What do you guarantee?

Payment Methods Accepted

Financing Details (if you offer it)

License Number(s) (for AI to share when asked)

Insurance Info (optional — for caller assurance)

Referral or Loyalty Program (if any)

Current Promotions or Seasonal Offers (optional)

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Team & Call Routing

Who handles what — so the AI routes calls to the right person

Key Team Members & Their Roles List names the AI might need to reference or transfer to

Call Routing Preferences Which call types go to which person?

Callback Promise What should the AI promise callers who leave a message?

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Anything Else Your AI Should Know

Catch-all for things that don't fit the sections above

Local Competitors (names to never mention or recommend)

Google Business Profile Link (if you have one)

Any Other Instructions or Context for Your AI?

How Did You Hear About Trin Revenue Lab?

Let's Build Your
AI Receptionist Knowledge Base

Business Basics

Business Environment & Operations

Business Hours

Brand Voice & Values

Services & Pricing

Call Handling Rules

Top Customer Questions (FAQs)

Policies & Trust Signals

Team & Call Routing

Anything Else Your AI Should Know

You're Almost Done 🎉

Knowledge Base Received!

Let's Build YourAI Receptionist Knowledge Base

Business Basics

Business Environment & Operations

Business Hours

Brand Voice & Values

Services & Pricing

Call Handling Rules

Top Customer Questions (FAQs)

Policies & Trust Signals

Team & Call Routing

Anything Else Your AI Should Know

You're Almost Done 🎉

Knowledge Base Received!

Let's Build Your
AI Receptionist Knowledge Base