Volcano Marketing — AI Setup

Let's build your AI receptionist's knowledge base

🚀

Welcome! Let's set up your AI receptionist.

This quick questionnaire will collect everything your AI needs to answer calls and chats like a real member of your team. We'll turn your answers into a ready-to-go knowledge base.

  • 🎯AI capabilities — what your AI should be able to do
  • 💼Business details — who you are and where you operate
  • 🛠Services — what you do and how much it costs
  • 🕒Hours & availability — when customers can reach you
  • 💰Pricing & payments — how you charge and what you accept
  • 📝Policies — warranties, cancellations, and licensing
  • ❓FAQs — common questions your customers ask
  • 🎤Brand voice — how your AI should sound

🔒 For any section, you can mark topics as "Do not discuss" — the AI will know to avoid those subjects entirely.

⏲ Takes about 10–15 minutes

What type of AI agent do you need?

First, choose how your AI will interact with customers. Then we'll set up what it can do.

📞
Voice Receptionist
Answers phone calls, talks to customers using natural speech, and handles enquiries over the phone.
Ideal for: missed calls, after-hours, overflow
💻
Website Chatbot
Lives on your website and chats with visitors in real-time via text. Captures leads and answers questions 24/7.
Ideal for: website leads, instant replies, after-hours enquiries
💫
Both — Voice & Webchat
Full coverage. Your AI handles phone calls and website chat using the same knowledge base, so customers get consistent answers everywhere.
Ideal for: maximum coverage, consistent experience

What should your AI do?

Your AI will always answer customer questions about your business — services, pricing, hours, availability and more — using the knowledge base we're about to build. Below, choose what actions it should also be able to take.

✅
Always included — Answer Questions
Your AI answers customer questions 24/7 using your knowledge base — services you offer, pricing, operating hours, service areas, FAQs, and anything else you teach it. That's the foundation. The options below add extra capabilities on top.
💬
Take Messages
Collects caller details and the reason for their enquiry, then notifies you for a callback. Like a smart voicemail that asks the right questions.
Basic
📞
Book Callbacks
Schedules a specific callback time with the customer and books it into your calendar, so you call back when it suits you both.
Standard
📋
Book Quote Times
Books appointments for on-site quotes. Collects job details and schedules a time for you to visit and provide a quote.
Advanced
📅
Book Jobs In
Books actual jobs directly into your schedule. Best for standard-priced services where no quote visit is needed (e.g. tap replacements, general maintenance).
Premium
What tool do you use to manage your schedule? We'll integrate with it.
Any constraints on when the AI can book? e.g. minimum notice, max bookings per day, time blocks

Business Details

The basics about your business. This helps the AI introduce itself and give accurate info to callers.

Where do you provide services? List suburbs, regions, or a radius.
A 1–2 sentence summary of what your business does. The AI will use this to introduce your company.

Your Services

Add each service you offer. The more detail you give, the better your AI can answer customer questions.

🔒
AI discusses pricing?
Turn off if you don't want the AI to mention any prices — it will direct customers to request a quote instead.
✅ Yes
What does this service involve? What should customers know?
A rough range or starting price. Write "Quote only" if you don't list prices.

Hours & Availability

When can customers reach you? This helps the AI manage expectations and book at the right times.

Day
Open
Close
Closed?
How quickly can customers typically expect a response or booking?

Pricing & Payments

How do you charge and what payment methods do you accept?

🔒
AI discusses pricing details?
Turn off to prevent the AI from mentioning specific prices, fees, or payment terms. It will ask customers to contact you for pricing.
✅ Yes

Policies & Credentials

Warranties, licences, and cancellation policies your AI should know about.

🔒
AI discusses licences & insurance?
Turn off if you'd rather the AI doesn't share licence numbers or insurance details.
✅ Yes
🔒
AI discusses warranty details?
Turn off if you don't want the AI making warranty claims on your behalf.
✅ Yes
List any licences, registrations, or qualifications. Customers often ask about these.

Frequently Asked Questions

What do your customers ask most often? Add as many as you like — the more the better. We've pre-filled some common ones for trade businesses.

Booking & Contact

How should the AI handle enquiries and bookings?

Who should the AI refer to? e.g. "Speak with Dave" or "Our office manager Sarah"

Brand Voice & Personality

How should your AI sound when talking to customers?

Give your AI a name, or leave blank and we'll use your business name.
How should the AI greet customers? We'll create a default if you leave this blank.
What makes you different? The AI can weave these in naturally.

Review & Generate

Here's a summary of what you've entered. Hit "Generate Knowledge Base" when you're happy.

Sending to Volcano Marketing...

We're emailing your knowledge base to the team now.