AI Phone System – One Page Summary Objective Reduce call volume, automate routine enquiries, improve response times, and ensure no missed customer enquiries. We are a company that offers activity training and experience vouchers. System Overview Customer calls → AI Receptionist → AI identifies call type → Transfers to staff OR handles automatically (voucher, weather, staff availability) → Logs enquiry → Notifies team. Call Handling Learning enquiries: all phones Existing customers: reception + operations Training queries: reception + training + operations + management Accounts: operations Voucher calls: AI handles Flight status: AI checks dashboard Required Software Vonage – phone system (existing) Synthflow – AI receptionist Twilio – SMS messaging Make.com – automation Google Sheets – operations dashboard Google Forms – booking form Operations Dashboard Flights Today | Staff Status | Instructor Status | AI Controls | Enquiries Log Automation Features Voucher booking automation Flight status responses (GO / DELAY / CANCEL / CHECK LATER) Staff availability responses Missed call capture Implementation Steps 1. Create dashboard 2. Set up AI system 3. Add SMS integration 4. Create booking form 5. Connect automation 6. Test system 7. Forward main number to AI 8. Install reception dashboard
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