How it works

MyCallsAI gives you a dedicated phone number. When anyone calls that number, your AI agent answers instantly — no hold music, no missed calls. The agent can greet callers, answer questions about your business, and book appointments directly in your calendar.

Setting up your phone number

1. Go to Portal → Phone & Routing in the left sidebar.
2. Your assigned phone number is shown at the top. Share this number with your customers.
3. Set the Call Mode: choose whether the AI answers first or a human answers first.
4. Set a Max Call Duration (in minutes) to cap how long a single call runs.

Human-first routing

If you prefer a human to answer first and only hand off to the AI when unavailable, enable Human First in Phone & Routing. You can also provide a SIP address to ring your team before the AI picks up.

What is the Agent Profile?

The Agent Profile is the brain of your AI receptionist. It tells the agent your business name, what services you offer, your locations, and how to speak to callers. The richer the profile, the more accurately the agent represents your business.

Auto-setup from your website

1. Go to Portal → Tenant Profile.
2. Enter your website URL in the setup field and click Scrape Website.
3. MyCallsAI will scan your website and automatically fill in your services, hours, locations, and contact info.
4. Review the populated fields and make any corrections.
5. Click Save.

Editable fields in your profile

Setting your open hours

1. Go to Portal → Settings → Office Hours.
2. For each day of the week, toggle it on or off.
3. Set a Start Time and End Time for each active day (e.g. 09:00 – 17:00).
4. Click Save.

How office hours affect your agent

• When a caller asks to book an appointment, the agent will only offer slots within your configured hours.
• If a caller requests a time outside your hours, the agent will politely decline and suggest the next available slot.
• Days toggled off are completely unavailable for bookings.

How to set your language

1. Go to Portal → Settings → General.
2. Select your preferred language from the dropdown.
3. Click Save.

Supported languages

Connecting your calendar

1. Go to Portal → Integrations → Calendar.
2. Choose your provider: Google Calendar or Microsoft Outlook.
3. Click Connect and complete the OAuth login with your account.
4. Once connected, your calendar status will show as Connected.

What happens after connecting

• Your AI agent can now check your real-time availability before offering appointment slots.
• Existing calendar events are automatically blocked — no double-bookings.
• New appointments booked via calls or chat are added directly to your calendar.
• Rescheduled or cancelled appointments are updated in your calendar automatically.

The booking flow

When a caller asks to book an appointment, your AI agent handles the entire process automatically:

1. The agent looks up the caller by their phone number to check if they're an existing customer.
2. If they're new, the agent collects their name, email, and phone number.
3. The agent checks your calendar for available slots within your office hours.
4. The caller picks a time. The agent confirms the details before finalising.
5. The appointment is created in your calendar and saved to your customer record.
6. A confirmation SMS and/or email is sent to the customer (if they opted in).

What the agent can do

Customer confirmations

• SMS confirmation — sent automatically if the customer has SMS opted in.
• Email confirmation — sent automatically if the customer has email opted in.
• Reschedule and cancellation notifications are sent the same way.

Getting your embed code

1. Go to Portal → Integrations → Chat Widget.
2. Copy the HTML embed code shown on the page.
3. Paste it into your website's HTML just before the closing </body> tag.
4. The chat bubble will appear on your website immediately.

What the chat widget does

• Answers visitor questions about your services, hours, and location — using the same knowledge as your phone agent.
• Captures lead contact details (name, email, phone) through a built-in form.
• All leads are saved automatically to Portal → Customers.
• At the end of each chat, a summary is sent to you via SMS.

Viewing transcripts

1. Go to Portal → Transcripts.
2. You'll see a list of all calls and chats with timestamps.
3. Click any transcript to open the full conversation.

What's included in each transcript

• Full conversation — every message between the caller and your AI agent.
• AI Summary — a short auto-generated overview including:
  • Overview — what the call was about
  • Customer Intent — what the caller wanted
  • Next Steps — any follow-up actions identified
• Timestamp — exact start and end time of the conversation.

Call Sessions (analytics)

Go to Portal → Call Sessions for a summary of every call including duration and cost breakdown (phone + AI usage). Use this to monitor usage and understand your billing.

How customers are created

Customer records are created automatically when:

• A caller's phone number isn't found in your records — the agent collects their details and creates a new record.
• A visitor submits a lead form through your chat widget.

What's stored per customer

• First and last name
• Phone number
• Email address
• Preferred language
• SMS opt-in status
• Email opt-in status

Managing customers

1. Go to Portal → Customers.
2. Browse or search your customer list.
3. Click a customer to view their details and appointment history.

Native integrations (built-in)

Zapier (coming soon)

Native Zapier support is on the roadmap. Once live, you'll be able to connect MyCallsAI to thousands of tools — including:

• CRM tools — HubSpot, Salesforce, Pipedrive
• Booking tools — Acuity, Calendly, Jane App
• Communication — Slack, Notion, Gmail
• Spreadsheets — Google Sheets, Airtable

Viewing your plan

1. Go to Portal → Billing.
2. Your current plan and subscription status are shown at the top.
3. You can upgrade, downgrade, or cancel from this page.

Usage monitoring

Go to Portal → Call Sessions to see a detailed breakdown of every call:

• Call duration — total time in seconds
• Phone cost — Twilio per-minute charges
• AI cost — OpenAI Realtime audio processing
• SMS cost — per-message charges for confirmations

Settings overview

Timezone

Your timezone affects office hours, appointment slots, and the timestamps shown throughout the portal. Set it correctly under Settings → General to avoid scheduling issues — especially if your customers are in a different time zone.