When a new customer calls and nobody picks up, most of them do not leave a voicemail. They call the next business on Google. For trades, clinics and anyone on the tools all day, missed calls are often the biggest leak in the business.
Two fixes, from cheapest to most complete:
- Missed-call text-back. The moment a call is missed, your phone system sends a text: "Sorry we missed you, how can we help?" Most people reply, and now the lead is in writing.
- An AI receptionist. An AI answers the phone or the text thread, answers common questions from your real facts, books the appointment and passes anything unusual to you.
Both only work if the words are right. These prompts write them.
Prompt 1: the text-back message
Write 3 options for an automatic text message sent when we miss a call from a new number. Business: [name], [what you do] in [city] Who usually calls: [e.g. homeowners with a leak, patients booking a first visit] Our voice: [e.g. friendly, casual, first names] Sender name: [name] Booking link (optional): [link] Each option: under 160 characters, says who we are, apologizes briefly, and asks one easy question that gets a reply (e.g. "What can we help with?"). One option should include the booking link. No emojis, no "Dear customer", Canadian English.
Prompt 2: the receptionist script and FAQ sheet
This produces the document an AI phone agent or a new receptionist works from: greeting, questions to ask, real answers, when to book and when to hand over to you.
Create a receptionist script and FAQ sheet for my business. It will be used by an AI phone/text agent and by new staff. Business: [name], [services], [city and areas served] Hours: [hours] · Emergency service: [yes/no, details] How we book: [e.g. free estimate visits Mon–Fri, booking link, or we call back] Price guidance we share: [e.g. "service calls start at X", or "we quote after seeing the job"] Policies: [deposits, cancellations, warranty, payment methods] Questions people ask most: [list 10, with my real answers] Always hand over to a person when: [e.g. complaints, insurance claims, anything about an existing job, price negotiation] Write: 1. Greeting (one line, warm, says the business name). 2. The 3 to 5 questions to ask every new caller to qualify and book them, in order. 3. An FAQ section: each question with a short, spoken-style answer using only my facts. 4. Booking steps: what to collect (name, phone, address, job details, best time) and how to confirm. 5. Hand-over rules: when to stop and pass to a person, and the exact line to say. 6. What never to say: no invented prices, promises, diagnoses or availability. Keep answers short enough to say out loud. Canadian English.
Give the AI only facts you are happy for every customer to hear: hours, areas, services, price guidance and policies. Anything sensitive goes in "always hand over to a person".
Want it set up?
We connect your business number to a CRM so missed calls text back on their own, and can add an AI receptionist that books into your calendar. Everything lands in one inbox your team can see.