How to Configure AI Receptionist in Picktime

The AI Receptionist helps you manage calls, bookings, and customer queries automatically. Follow the steps below to configure and customize it based on your business needs.

Open AI Receptionist Settings

• Log in to your Picktime account.
• From the left-side menu, click AI Receptionist.
• Navigate to the Settings tab.

Agent Profile Setup

Under Agent Profile, you can personalize your AI assistant:

• Agent Name – Enter the name you want your AI receptionist to introduce itself with.
• Agent Persona – Choose the tone of communication (e.g., Friendly & Casual, Professional & Formal, etc.).
• AI Voice – Select the preferred voice option for your AI receptionist.

This helps your AI match your preferred communication style.

Call Configuration

Under Call Configuration, you can define how your AI receptionist handles calls.

→ Greeting Message

Customize the message callers hear when the call begins.

Example:

Hi, this is {agent_name} from {business_name}. How can I help?

You can use dynamic fields like:

• {business_name}
• {agent_name}
• {business_current_time}

→ Call Disclaimer

Set a disclaimer message to inform callers.

Example:

This call may be recorded for quality and training purposes.

→ AI Transcription Language

Select your preferred language for call transcription.

→ Background Sound

Choose whether to:

• Enable Office Ambience, or
• Keep the call experience Silent.

→ Maximum Call Duration

Define the maximum length of each call (in minutes).

This helps manage usage efficiently.

→ Concurrent Calls Limit

Set how many calls your AI Receptionist can handle simultaneously.

Call Transfer Setup

If you want your AI Receptionist to transfer calls to a human for complex queries, you can enable Call Transfer.

→ To Configure Call Transfers:

1. Go to the Call Transfer section.
2. Enter your phone number under Transfer Number.
3. From the dropdown menu, select when calls should be transferred. For example; Transfer Anytime.

Call Forwarding Setup

Call forwarding ensures that if customers call your business number, and you’re unavailable or your phone is switched off, the calls will be forwarded to your AI Receptionist.

→ To Set This Up:

• Click on Call Forwarding Setup.
• Select your mobile carrier.
• Follow the on-screen instructions to complete the setup. 

Booking Rules

Under Booking Rules, you can control how appointments are managed.

1. Allow Cancel Bookings

Set the time window within which customers are allowed to cancel bookings (e.g., up to 1 hour before the appointment).

2. Allow Reschedule Bookings

Set the time window within which customers are allowed to reschedule (e.g., up to 1 hour before the appointment).

3. Frequently Asked Questions (FAQs)

The FAQs section allows you to predefine common questions and answers that your AI Receptionist can respond to automatically during calls.

Examples:

• Services offered
• Working hours
• Pricing details
• Policies and procedures

Adding clear and concise responses ensures callers receive instant and accurate information, reducing manual intervention.

Management

→ Blocked Callers List

If needed, you can block specific callers by adding their phone numbers to the Blocked Callers List under the Management section.

→ Refresh Assistant Settings

If you’ve made changes to your business account (such as working hours, service duration, etc.), click Refresh Assistant Settings to update your AI Receptionist with the latest information.

Your AI Receptionist is now fully set up and ready to support your business.

Simply enable the AI Receptionist to start handling calls instantly, ensuring you never miss a customer trying to reach you. From answering inquiries to managing bookings, your AI Assistant is prepared to provide a seamless caller experience.

Updated on: 06/03/2026