Frequently Asked Questions (FAQ)

AI Receptionist Questions

• How quickly can I get started with Team AI?

  Setup is fast. Once we onboard you and figure out the best prompt for your business needs, your AI receptionist can start handling calls. We can work with your existing phone number, so there’s no disruption to your business but recommend dedicated numbers based on your particular use of voice AI.

  You will need a dedicated number for sending SMS (like appointment reminders) which we connect you with and there is a charge for that number. We also recommend additional dedicated phone numbers for specific types of uses. The initial phone number is about $10/month and additional numbers are about $1.50/mo. 

• What happens if my AI receptionist can't answer a question?

  Your AI receptionist is trained to gracefully escalate any complex inquiries to your team. You set the rules for what constitutes an urgent call, and we ensure those calls are immediately routed to the right person.

• Can Team AI handle multiple calls simultaneously?

  Yes! Unlike a human receptionist, your AI can handle unlimited concurrent calls with the same level of efficiency and professionalism. No more busy signals or missed opportunities.

• How does billing work?

  We offer simple month-to-month pricing starting at $497/month, which includes unlimited calls, all features, and 24/7 coverage. No hidden fees or per-minute charges. You will need a dedicated number for sending SMS (like appointment reminders) which we connect you with and there is a charge for that number. We also recommend additional dedicated phone numbers for specific types of uses. The initial phone number is about $10/month and additional numbers are about $1.50/mo. 

• What languages does Team AI support?

  Your AI receptionist speaks 30 languages fluently, automatically detecting and responding in the caller’s preferred language. These are the world’s most spoken language, like English, Spanish, French, etc. This helps you serve a broader customer base without additional staff.  We anticipate an additional 30 languages by mid to late 2025.  

• Can Team AI book appointments and manage my calendar?

  Absolutely! Your AI receptionist integrates with major calendar systems to check availability and book appointments in real-time. It can also send confirmation texts/emails and handle rescheduling.

• What happens during power outages or internet disruptions?

  Since Team AI operates in the cloud, it continues working even during local power outages or internet disruptions. Your calls are always answered, ensuring business continuity 24/7/365.

• I'm overwhelmed by AI and setting up technology

  Very understandable! It’s just new tech but it’s easy to learn and master. If you can use email, then you can use our AI Receptionist…..we do the hard stuff in the background. Some of our clients never even log in. 

• How does Team AI handle emergency or urgent calls?

  You define what constitutes an urgent call, and Team AI follows your specific protocols. Urgent calls can be immediately transferred to designated numbers or trigger instant notifications based on your preferences.

• Will callers know they're talking to an AI?

  Yes, we believe in transparency. Your AI receptionist identifies itself as an AI assistant while maintaining a professional, friendly tone that represents your business well. Our clients report that customers appreciate the instant response and efficient service.

• What kind of reporting and analytics do I get?

  Log in anytime to review detailed insights into call volumes, peak times, common inquiries, and handling times. This data helps you optimize your business operations and identify growth opportunities. All analytics are available in real-time through your dashboard.

• I'm concerned about replacing my current receptionist. How should I think about this?

  We understand this concern deeply. Team AI isn’t about replacing people – it’s about enhancing your team’s capabilities and letting them focus on higher-value work. Many businesses use our AI receptionist to:

  • Handle after-hours and overflow calls their current staff can’t cover
  • Support existing receptionists during peak times
  • Free up staff for more meaningful customer interactions
  • Handle routine tasks so team members can focus on complex issues
  • Provide coverage during breaks, vacations, and sick days

  The most successful businesses use Team AI to elevate their current team’s roles, not eliminate them. Your human staff can focus on complex problem-solving, building relationships, and other high-value activities that AI can’t replicate.

  Consider this: With rising operating costs, many small businesses face tough choices between reducing hours, cutting services, or raising prices. Team AI helps you maintain and even expand your service levels while keeping costs manageable. This helps protect jobs throughout your business by keeping your company competitive and growing.

Custom AI Chat Bots Questions

• How are the chat bots trained?

  The AI chat bots are great students!  They can read websites and decipher the content intent. Another approach is to provide a Google document with questions and answers spelled out.

  We also go over responses to questions to make sure that the chat bot is providing relevant information in a manner that is suitable for your business.

• Can the Chat Bots provide promotional materials?

  Yes. We can provide a workflow where specific links to materials are shared with the user.

• How are the Chatbots upgraded?

  Automatically. When you update your website or the Google doc or whatever source of information is used, the chat bot reads it anew each time.

• What do you mean by training the chat bot to my business brand?

  With proper prompts (it’s all about the prompts when it comes to AI), we can tell your chat bot to understand that it’s role is responsive to an avatar of your ideal client.  We prompt it to communicate with a tone, dialect and “attitude” that is consistent with your business needs.

  For example we would want a chat bot for a party supply store to be peppy, funny and suggestive. This probably would not be the right vibe for a drug treatment facility where we would want more of a gentle, soothing, and empathic tone.

• What if I don't have enough content on my website for the bot?

  We can do one of 2 things. We can create a FAQ page for your site, such as this one. This is called FAQ optimization.  The optimization will include Q&A for your business in particular and we would also do a search for typical questions posed for businesses like yours.

• Are there limits on the chat bots communications?

  We can limit the chat bot as you deem fit. Typically, we would suggest 1o responses maximum before leading the user to schedule an appointment.

• Does my plan have a response limit?

  Yes and no. Each plan has a generous limit but you can also buy an unlimited use plan for an additional charge. Having a lot of people using your chat bot is a great thing because it will increase appointments and sales.  Most business can operate well within the limits we offer but some may need and want more to help their business grow.

• I'm overwhelmed by AI and setting up chatbots

  Very understandable! It’s just new tech but it’s easy to learn and master. If you can use email, then you can use our AI Chat Bot…..we do the hard stuff in the background.

• I'm worried I'll miss out on client bookings.

  The system is tested before you put out for public use. The system will also notify you of errors as they occur so that you or us can remedy them immediately.

AI Marketing Automations Questions

• Do I need to buy your entire system?

  Nope. You can subscribe for the whole magilla or just the parts that you need.  Because marketing automatons is so fundamental, however, it comes as a stand alone and part of every AI service we offer…..not every part but what’s necessary for that particular service.

• So I can get just marketing automations or I can get it along with other AI services?

  Exactly. You need marketing automations to go with the AI chat bot, booking and digital ads for lead nurture; however, if you don’t want those service, you can get our marketing automation system for a very reasonable monthly rate with generous use limits.

• What happens to my content if I decide to leave?

  We provide you with a spreadsheet with all your contacts.

• How many employees can I have on my plan?

  As many as you want. We have set limits on amounts of texts, emails, chat responses, etc., so how that is divided up between your employee use is up to you.

Digital Ad Campaigns Questions

• So how does the AI Digital Ad Campaign work?

  We have an AI-Driven Ads platform that provides incredibly valuable data regarding ad performance. This helps us analyze targeting, ad type, audience, and a whole bunch of other performance indicators to help create the best performing ad for your services within your location.

• What do you mean you reverse-engineer digital ads?

  It’s our secret sauce. We have some pretty snazzy AI ad spyware which gives us insights as to what ads are generating the greatest volume within a niche in a particular location. If we can’t pinpoint one in your location, then we look at the next closest location.

  From there we analyze the ad and determine it’s tone, style and content. We replicate an optimized version of it and create several versions as part of an ad set. We then monitor the ads to see which perform better, and then keep refining the ad until we find your pot ‘o gold.

• How much should I spend per day?

  Each business is different based on niche, location and competition.  For every business, we suggest a daily minimum of $30.

• So you charge a flat rate for media buying?

  Exactly. Most Social Media Marketing Agencies (SMMA) charge 2-4x your ad spend. We charge a flat rate which allows you to spend more on your digital spend. The more you spend, the more impressions, the more leads, the more sales. It’s a numbers game but one where the smarter you are with your ads, targeting and reach, the greater the win.

Unibox Questions

• So it's really one platform?

  Yup! One platform. One inbox.  Pretty nifty, huh?  The Unibox incorporates email, SMS, AI chat, Facebook Messenger, Instagram, Twitter, WhatsApp and Google Business Profile.  Plus, we have a few additional channels coming soon.

• Can I access my Unibox on my phone?

  Yes. We have an app for that! Imagine all your biz communications on one platform on your app! What an amazing time to be alive! 🙂

• Are there usage limits?

  Yes. Each plan comes with generous limits. If you go over, we have tiered charges for additional use.  If you consistently go over, you can either just pay for the additional use or increase your plan size.

• What phone number do you use?

  We get several phone numbers for you so we can track where the calls are coming from but they all funnel into your Unibox but you’ll know where the communications are coming from.

General Questions Questions

• So it's really one platform?

  Yup! One platform. One inbox.  Pretty nifty, huh?  The Unibox incorporates email, SMS, AI chat, Facebook Messenger, Instagram, Twitter, WhatsApp and Google Business Profile.  Plus, we have a few additional channels coming soon.

• Can I access my Unibox on my phone?

  Yes. We have an app for that! Imagine all your biz communications on one platform on your app! What an amazing time to be alive! 🙂

• Are there usage limits?

  Yes. Each plan comes with generous limits. If you go over, we have tiered charges for additional use.  If you consistently go over, you can either just pay for the additional use or increase your plan size.

• What phone number do you use?

  We get several phone numbers for you so we can track where the calls are coming from but they all funnel into your Unibox but you’ll know where the communications are coming from.

• Can I connect with Zapier?

  Yes! We have a Zapier app and will help you set up.

• I am not tech Saavy - can yoyu help me set up?

  Yes! We are here to get you all set up.  With the Done for You services, we take care of everything. With the Do It Yourself plan, we help you with an initial set up and have support videos to help you navigate and use the system.

• How hard is this system to learn?

  Our Fast On-Boarding will show you how to set up your new account lightning fast! We also have training and support videos. Our support team is on 24/7/365, so you are never alone.
  

• I don't See my question here

  Call us at (206) 428-7887  or send us an email at [email protected].