Setup & onboarding for an AI receptionist

Good setup and onboarding are about fitting into your existing processes — not forcing you to adapt to a generic system.

What setup involves

Setting up an AI receptionist typically includes:

• Connecting to your calendars or booking systems
• Defining how calls should be handled
• Deciding when to book, route, or follow up
• Configuring what happens after each call

The goal is to reflect how your business already operates, while removing manual work.

Call flows and conversation handling

During setup, call flows are defined to guide how the AI receptionist responds to different situations.

This can include:

• Booking and rescheduling rules
• How cancellations are handled
• When calls should be escalated to a person
• What information should be collected from callers

These flows ensure calls are handled consistently and accurately.

Integrations during onboarding

Most onboarding processes involve connecting the AI receptionist to existing systems such as:

• Calendars and booking tools
• Practice or scheduling software
• CRMs or internal systems

This allows the AI to check availability, update records, and automate admin tasks after calls.

Integrations are typically configured once during setup, then run automatically.

White-glove setup and onboarding

At the moment, Intavia is set up through a white-glove onboarding process.

This ensures the AI receptionist is configured correctly from day one — with call flows, integrations, and admin automation tailored to how your business actually operates.

White-glove setup is especially important when:

• Call handling is nuanced or high-volume
• Multiple systems need to stay in sync
• Accuracy and reliability are critical

Rather than leaving configuration to guesswork, onboarding is handled collaboratively to ensure predictable outcomes.

Testing and refinement

Before going live, AI receptionist setups are usually tested to ensure:

• Calls behave as expected
• Bookings are created correctly
• Follow-ups trigger at the right time
• Admin updates are accurate

Small refinements during this stage help avoid issues later.

How Intavia approaches setup

Intavia uses a white-glove setup process to onboard new customers.

Setup focuses on:

• Working with your existing systems
• Defining call flows based on real scenarios
• Ensuring bookings, follow-ups, and admin work end-to-end

The goal is to launch with confidence, minimal disruption, and no ongoing setup burden for your team.