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Guides

Step-by-step tutorials and best practices

CRM Integration

Connect KestrelVoice with ServiceTitan or Jobber

Topics Covered:

  • →ServiceTitan setup and configuration
  • →Jobber integration guide
  • →Automatic job creation
  • →Customer data synchronization
View Integrations

Call Workflows

Configure call routing, emergency detection, and after-hours handling

Topics Covered:

  • →Emergency call detection and routing
  • →After-hours call handling
  • →Call transfer protocols
  • →Voicemail and missed call management
Configure Routing

Analytics & Reporting

Track performance and optimize operations

Topics Covered:

  • →Understanding your analytics dashboard
  • →Key performance indicators (KPIs)
  • →Call conversion tracking
  • →ROI measurement
View Analytics

Advanced Configuration

Customize your AI agent behavior, personality, and voice

Topics Covered:

  • →Custom AI personality and voice
  • →Service area configuration
  • →Appointment booking rules
  • →Compliance and call recording
Configure AI Agent

Set Up with an AI Assistant

Configure your AI receptionist with ChatGPT or a compatible MCP client — OAuth connect, exact-diff approval

Topics Covered:

  • →ChatGPT app connection and Google OAuth
  • →Claude and other remote MCP client setup
  • →Exact-diff human approval and the AI Approvals dashboard
  • →v1 and v2 tool coverage, spend controls, and custom dashboards
View Connection Guide

Developer & Agency Client Setup

Configure, bill, and hand off AI voice agent accounts to clients

Topics Covered:

  • →Account model and dedicated-email-per-client pattern
  • →Configuring the AI agent and picking a phone number
  • →Activating billing without triggering client onboarding
  • →Inviting clients and continuous support after handoff
View Developer Guide

Best Practices

📞 Call Handling

  • • Configure emergency keywords specific to your industry (gas leak, no heat, flooding)
  • • Set up after-hours routing to on-call technicians
  • • Test your AI agent regularly with different scenarios
  • • Review call transcripts weekly to identify improvement opportunities

📅 Appointment Booking

  • • Keep your availability calendar up to date
  • • Set appropriate buffer times between appointments
  • • Configure appointment types with accurate duration estimates
  • • Enable automatic confirmation emails/SMS

🔗 CRM Integration

  • • Sync customer data regularly to avoid duplicates
  • • Map custom fields correctly during setup
  • • Test job creation with sample calls before going live
  • • Monitor integration health in your dashboard

📊 Analytics & Optimization

  • • Review weekly analytics reports to track trends
  • • Monitor appointment booking conversion rate (target: 60%+)
  • • Track missed call recovery and follow-up effectiveness
  • • Use A/B testing for greeting messages and call scripts

Common Scenarios

How to handle emergency calls outside business hours?▼

Configure emergency routing at /settings/call-routing:

  1. Set emergency keywords (gas leak, no heat, flooding, etc.)
  2. Add on-call technician phone numbers
  3. Configure rotation schedule if you have multiple on-call staff
  4. Enable emergency SMS notifications
  5. Test with a sample emergency call
How to reduce missed calls?▼

KestrelVoice answers 24/7, but here are additional tips:

  • Forward your main business line to your KestrelVoice number
  • Enable voicemail transcription for any technical issues
  • Set up automatic follow-up for unanswered calls
  • Monitor call volume patterns and adjust staffing
  • Use the missed call report to identify peak times
How to improve appointment booking rate?▼

Target booking rate is 60%+. To improve:

  • Ensure availability calendar is always up to date
  • Offer same-day or next-day appointments when possible
  • Configure flexible appointment windows (AM/PM)
  • Train AI to ask qualifying questions early
  • Review call transcripts to identify objections
  • Enable automatic appointment reminders
How to customize AI personality?▼

Go to /settings/ai-agent:

  • Choose from presets: Professional, Friendly, or Custom
  • Adjust formality level (1-10 scale)
  • Set greeting message and company introduction
  • Configure hold music and transfer messages
  • Test changes with sample calls before deploying

Video Tutorials

Setup Walkthrough

Signup to a live AI agent in about 5 minutes.

Advanced AI Configuration

Adaptive AI, training rules, and extraction settings.

Need Help with Setup?

Our team provides hands-on support for all configurations

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