Onboarding with Greetly AI: What Businesses Can Expect in Their First 30 Days
Adopting a new technology can feel daunting—especially when it involves customer-facing operations like answering calls and managing bookings. At Greetly AI, we designed the onboarding process to be fast, smooth, and results-driven. Within 30 days, businesses move from “let’s try AI” to “we can’t imagine running without it.” Here’s a step-by-step look at what you can expect in your first month.
Week 1: Kickoff and Business Knowledge Upload
The journey begins with a kickoff call where we align on goals:
- Do you want to reduce missed calls?
- Do you want to increase bookings?
- Do you need after-hours coverage?
From there, we build the foundation by uploading your business information:
- Services, products, and pricing
- Operating hours and locations
- Appointment rules, cancellation policies, and deposits
- FAQs like directions, insurance, or parking
This knowledge base ensures that from day one, your AI receptionist “knows” your business inside and out.
Week 2: Voice, Call Flows, and Integration Setup
Next, we design how your AI receptionist sounds and operates:
- Voice Customization: Choose a voice tone that matches your brand—professional, friendly, or conversational.
- Call Flow Design: Map greetings, booking flows, FAQs, and escalation rules.
- Integration Setup: Connect Greetly AI to your booking platform, CRM, or ordering system so actions happen instantly when customers call.
By the end of Week 2, your AI receptionist is ready to handle mock calls and test scenarios.
Week 3: Testing and Optimization
Before going live, we stress-test the system. Your AI receptionist takes sample calls to simulate real-world conditions:
- Calls with background noise
- Customers speaking quickly or with different accents
- Mixed-language scenarios (code-switching)
- Complicated requests like rescheduling and multi-step bookings
We refine call flows and FAQs based on test results, ensuring accuracy and natural conversation. Staff members can also join the test phase to hear how the AI sounds and give feedback.
Week 4: Go Live and Start Capturing Calls
By Week 4, you’re ready to launch. Greetly AI goes live, answering calls from your business number or a new dedicated number.
- First Day: The AI receptionist answers live customer calls, books appointments, and logs inquiries.
- First Week: Staff see fewer interruptions from the phone and more focus on in-person tasks.
- End of 30 Days: Businesses typically report fewer missed calls, more confirmed bookings, and immediate ROI on their investment.
Beyond 30 Days: Continuous Growth
Onboarding doesn’t end at launch. After the first 30 days, you get:
- Analytics Dashboard: Call volumes, booking rates, FAQs answered, and missed-call recovery.
- Regular Updates: New FAQs, promotions, or services added easily.
- Scalability: Expand to handle multiple locations, languages, or seasonal call spikes.
- Ongoing Support: Our team helps fine-tune performance so your AI grows with your business.
Real Example: A Clinic’s First Month
A busy dental clinic onboarded Greetly AI to reduce after-hours voicemail. Within 30 days:
- 92% of after-hours calls were answered by AI instead of going to voicemail.
- 30% more appointments were booked compared to the previous month.
- Staff reported more focus during working hours since fewer routine calls came through.
The clinic called onboarding “seamless” and noted that patients “didn’t realize they were talking to AI.”
Conclusion
Onboarding with Greetly AI isn’t about replacing your staff—it’s about amplifying your business. In the first 30 days, your AI receptionist learns your business, integrates with your systems, and begins handling real customer calls with speed and accuracy. By the end of the first month, you’ll see fewer missed calls, more bookings, and a team that finally has time to focus on delivering value where it matters most.
FAQs
Q: How long does onboarding take?
Typically 2–4 weeks depending on integrations and customization needs.
Q: Will the AI receptionist sound natural?
Yes. We customize the voice and tone so it feels like a true extension of your brand.
Q: What happens if the AI can’t handle a call?