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# 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.
![](https://storage.crisp.chat/users/helpdesk/website/-/3/a/c/b/3acb5c6ec6643a00/ai-configure-1_fyt7pr.jpeg)


**__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.
![](https://storage.crisp.chat/users/helpdesk/website/-/3/a/c/b/3acb5c6ec6643a00/ai-configure-2_1clhzjc.jpeg)


**__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.
![](https://storage.crisp.chat/users/helpdesk/website/-/3/a/c/b/3acb5c6ec6643a00/ai-configure-3_gzcsia.jpeg)


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.

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