Jobber AI Receptionist Updated November 14, 2024 00:19

Overview

Stay open for business even when you're not working. Jobber's AI-powered virtual receptionist responds and books appointments for customers via phone or text, so you can provide excellent customer experiences 24/7.

Jobber AI Receptionist instantly responds to customer inquiries in a friendly, professional manner, 24/7. When you're out of office, Jobber AI Receptionist can fill in and collect customer information and job details to schedule appointments directly into your calendar. Jobber AI Receptionist is embedded directly into Jobber so you can manage it in the same place you manage the rest of your business.

Set up Jobber AI Receptionist

To customize your AI receptionist settings, navigate to the Gear Icon > Settings > AI receptionist. 

Note: Only admin users can access the AI receptionist settings. 

Your AI receptionist uses your dedicated phone number to receive texts and calls. There are two modes of communication for the AI receptionist:

• Text messaging
• Voice calls

To enable each type of communication, set the toggle for that communication type to On. 

For both text messages and voice calls, trusted phone numbers can be added so that texts or calls from these numbers can reach your AI receptionist, even when the toggle is set to Off. To add a trusted phone number, use the + icon. 

If you wish to test your AI receptionist, add your personal phone number as a trusted number while keeping the toggle turned off. This will allow you and other trusted numbers to test your AI receptionist, but it won't interact with your clients or others outside of the trusted phone numbers. 

Business information

When your AI receptionist is first set up, a summary of your business detail is pulled from your website to teach your AI receptionist about your business. 

When booking work requests, your AI receptionist will use the questions that have been set up on your request form to create work requests.

When booking directly into your schedule, your AI receptionist uses your online booking settings to determine which team members to schedule for appointments as well as the services that can be booked.

Automate your task creation

If a caller isn't ready to schedule a job or submit a request, your AI receptionist will create a task in your calendar for you to follow-up on the call.

Note: This is currently available for voice calls. It is not yet supported for text messages. 

The task created by your AI receptionist will assigned to all admin users and will be scheduled for the same day the call occurred. If the call occurred after business hours, the task will be set for the following day. Tasks appear in your Jobber home, schedule, and activity feed. If the task is created during business hours, you will also receive a push notification through the Jobber mobile app. 

View your AI receptionist's conversation history

To see the conversations your AI receptionist has had with your customers, refer to:

• The message center for text messages
• The call logs for voice calls

View call logs

Message center for text messages

To view the text message conversations your AI receptionist has had, navigate to the message center. The message center is the speech bubble icon in your top navigation and it's where you can find a history of all the text messages conversations happening through Jobber, including those with your clients and team members as well as your AI receptionist. 

Conversations with your Jobber AI Receptionist will show the user who sent the text messages as "AI Receptionist" in the text message conversation history. 

Call logs for voice calls

To view the call logs for your AI receptionist, navigate to Reports > Call Logs. 

This report logs each call your AI receptionist has participated in, including the:

• date
• incoming phone number
• call duration
• tag(s)
• call details, including a:
  
  • summary
  • transcript
  • recording 

Tags are assigned automatically to calls for tracking at a glance. Tags on calls include:

• General inquiry: Your AI receptionist was able to address the caller inquiry with no more help needed. No work request or job was created.
• Needs action: Your AI Receptionist was not able to address the inquiry. A task will have been created for you to follow-up on.
• Request created: A work request was created.
• Assessment scheduled: An assessment was scheduled
• Job scheduled: A job was scheduled.
• Spam: A call unrelated to the business

To view call details, select View details from the call logs. The details will include a summary of the conversation as well as a full transcript and recording of the call. The transcript can be downloaded from the call details pop-up. 

Frequently asked questions

What exactly does Jobber AI Receptionist do?

Jobber AI Receptionist can handle new client inquiries, answer questions about your business, create work requests, and schedule appointments in your Jobber account through text messages and phone calls.

How do I control when Jobber AI Receptionist is active?

You have full control over when your AI receptionist is on or off. You can turn it on so it can take calls and respond to texts when you're unavailable and turn it off when you're ready to start your day.

Is my AI receptionist available 24/7?

Yes, once activated, the AI receptionist can manage inquiries and requests around the clock, ensuring you never miss a potential client.

What if I get multiple calls at the same time?

Your AI receptionist can handle concurrent calls at once. If you have an influx of customer calls, your AI receptionist will be able to handle them all. 

How can I use Jobber AI Receptionist with my existing phone number?

You must have a Jobber dedicated phone number to use the AI receptionist. However, you can use call forwarding to redirect calls made to another phone number, to your Jobber dedicated phone number. Check with your phone provider to learn how to forward calls to Jobber AI receptionist after business hours, after a certain number of rings. 

Can I customize the responses my AI receptionist gives?

Initially, it will use general responses, but we’ll work with you during the Beta to tailor its responses to better fit your business. Reach out to vrteam@getjobber.com for assistance. 

What if my AI receptionist doesn't know an answer to a client's question?

Your AI receptionist will be trained to handle the most common questions, but if it encounters something it doesn’t know, it can direct the client to contact you directly. You will be able to see a transcript of every conversation that your receptionist has with your clients.

Will using Jobber AI Receptionist affect my relationship with existing clients?

Jobber AI receptionist is designed to complement your existing client interactions, handling routine tasks so you can focus on more personalized service.

How will you use my feedback?

Your feedback is crucial for refining and shaping the future of Jobber AI Receptionist. We’ll use it to add new features, improve existing ones, and make sure your receptionist meets your needs. To share feedback about Jobber AI Receptionist, email vrteam@getjobber.com.

Can I opt out of the Beta if it's not working for me?

Yes. You can opt out of the Beta at any time if you feel it’s not a good fit for your business.