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Set up an AI agent that acts as a front-desk receptionist — greeting callers, answering common questions, and routing calls to the right department.

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Scenario

A law firm, medical practice, or office wants their phone answered professionally 24/7 without hiring additional reception staff. The AI agent:
  • Greets callers warmly
  • Identifies the reason for the call
  • Answers common questions (opening hours, directions, services)
  • Transfers calls to the right employee based on the topic
  • Captures caller name and contact details for follow-up

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Setup steps

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1. Create the agent

Create a new agent or use an existing one. Set the language and formality:
  • Language: de (German)
  • Formality: formal (Sie)

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2. Write the prompt

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3. Set the greeting

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4. Add knowledge base documents

Upload or create documents with information the agent needs: Document: “Oeffnungszeiten und Kontakt”
Document: “Leistungen”

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5. Configure forwarding slots

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6. Add tools

  • Knowledge Base Search — To answer questions from uploaded documents
  • Transfer Call — To route calls to employees
  • Extract Variable — To capture the caller’s name and email
  • End Call — To hang up politely after the conversation

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7. Set business hours

Configure the schedule to match office hours:
  • Mon-Thu: 08:30 - 17:30
  • Fri: 08:30 - 15:00
Set a backup agent (e.g., an after-hours voicemail agent) for calls outside business hours.

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Result

Callers experience a professional, consistent reception. Common questions are answered instantly from the knowledge base. Complex issues are routed to the right lawyer with the caller’s name and context already captured.