How It Works
From discovery to go-live in 3 weeks
How It Works
From discovery to go-live in 3 weeks
Discovery
Record your current after-hours experience, collect FAQs, and define escalation rules.
Build
Create your Vapi agent with voice, prompts, booking tools, and transfer logic.
Pilot
Shadow calls for 1 week, compare connection rates and appointments set.
Go-Live
Provision number/forwarding, enable recordings/transcripts, weekly tune-ups.
What You Get During Setup
Week 1: Discovery
- Record your current after-hours call experience
- Collect FAQs, scheduling rules, and escalation contacts
- Define booking workflows and calendar integration
- Choose voice and language settings
Week 2: Build
- Create your Vapi agent with custom prompts
- Configure voice, tools, and call flows
- Set up booking integration (Cal.com/Google Calendar)
- Define transfer rules and routing modes
- Test scripts with your team
Week 3: Pilot
- Shadow calls for 1 week alongside your current process
- Compare connection rates and appointments set
- Tune prompts and flows based on real interactions
- Review recordings and transcripts together
Go-Live & Ongoing
- Provision number or configure forwarding
- Enable recordings, transcripts, and alerts
- Weekly tune-up calls for the first month
- Ongoing optimization and support
Sample Transcript
AI: Thanks for calling Bright Smile Dental. I can help with appointments, questions, and emergencies. How can I help you today?
Caller: Hi, I need to schedule a cleaning.
AI: I'd be happy to help with that. Are you a new patient or returning?
Caller: Returning.
AI: Great. I have availability next Tuesday at 2pm or Wednesday at 10am. Which works better for you?
Caller: Tuesday at 2 works.
AI: Perfect. You're all set for Tuesday, March 12th at 2pm. You'll receive a confirmation email shortly. Is there anything else I can help with?
Book Your 15-Minute Demo
See VoiceCharm in action. Hear the voice. Ask questions.
Prefer to call? Email us at hello@voicecharm.ai