============================================ CONCIERGE PILOT — AI RECEPTIONIST BRAIN TEMPLATE ============================================ Fill in the sections below, save the file, then upload it on your AI Receptionist > Train Brain page. Anything left blank is fine — your AI will work with whatever you give her. The more you tell her, the smarter she gets. ============================================ 1. ABOUT YOUR BUSINESS ---------------------- Business name: [e.g., Smokin J's BBQ] Owner / contact name: [your name] Address: [street, city, state, zip] Main phone (the line your customers know): [(972) 555-0100] Website: [https://yourbusiness.com] Year founded: [e.g., 2014] Number of locations: [1 / 2 / etc.] 2. WHAT YOU DO (one short paragraph) ------------------------------------- [Example: Texas-style BBQ joint specializing in slow-smoked brisket, ribs, and house-made sides. We do dine-in, takeout, and catering for events from 20 to 200 people. Family-owned since 2014.] [Your description here] 3. HOURS -------- Monday: [11am – 9pm] Tuesday: [11am – 9pm] Wednesday: [11am – 9pm] Thursday: [11am – 9pm] Friday: [11am – 10pm] Saturday: [10am – 10pm] Sunday: [closed] Holiday closures: [e.g., closed Thanksgiving, Christmas Day, July 4] Seasonal hours notes: [e.g., extended summer patio hours May–September] 4. SERVICES & PRICING --------------------- List everything you offer. Free-form is fine. The more specific, the better — exact dollar amounts let her quote prices on calls. [Example for a restaurant: Brisket plate (1/3 lb + 2 sides) ............ $18 Half-rack ribs (4 bones + 2 sides) .......... $22 Sandwich + chips ............................ $11 Family pack (feeds 4) ....................... $58 Catering — $14/person, 24hr notice for 20+, 48hr for 50+] [Example for a service business: Standard cleaning (3 bed / 2 bath) ......... $150 Deep clean .................................. $250 Move-out clean .............................. $325 Recurring discount ......... 10% off biweekly] [Example for a groomer: Small-dog full groom (under 25 lb) .......... $55 Medium dog full groom (25–50 lb) ............ $75 Large dog full groom (50+ lb) ............... $95 De-shedding add-on .......................... $15 Nail trim only .............................. $15] [Your services + prices here] 5. FAQs — THE 5–10 QUESTIONS YOU GET EVERY DAY ---------------------------------------------- Q: [Do you take reservations?] A: [Walk-in only on weekends. Reservations for parties of 8+ on weekdays.] Q: [Do you deliver?] A: [Yes — through Uber Eats, DoorDash, and Grubhub. We don't run our own delivery.] Q: [How early should I order catering?] A: [24 hours minimum for orders under 50 people, 48 hours for 50+.] Q: [Do you take walk-ins?] A: [ Q: [Do you do gift cards?] A: [ Q: [ A: [ Q: [ A: [ 6. THINGS YOUR AI SHOULD PROACTIVELY MENTION -------------------------------------------- What's your "always tell them about" list? [Example: - Free brisket samples on Saturday afternoon - Catering is our specialty — most caterers in town don't do BBQ - Happy hour: $5 wings 3–6pm Mon–Thu - We're the only place in town that does whole-hog smokes] [Your specials / differentiators here] 7. THINGS YOUR AI SHOULD NEVER SAY OR DO ---------------------------------------- [Example: - Don't quote a delivery time — varies too much - Don't promise reservations on weekends - Don't quote prices for items not on the list above - Don't speculate on dietary specifics — direct to staff at counter] [Your "never" list here] 8. HOW TO HANDLE COMMON SITUATIONS ---------------------------------- Customer wants to BOOK a table / appointment: [Example: Tell them our policy. If 8+ people, capture their name, phone, party size, date/time. We'll call them back to confirm within 1 hour during business hours.] Customer wants to PLACE AN ORDER: [Example: Direct them to our online ordering at [URL] or to call us back during business hours. If after-hours, take name + number + what they want and we'll call them back when we open.] Customer has a COMPLAINT: [Example: Get their name, phone, and brief description. Tell them the owner will personally call them back within 1 business day.] Customer asks something the AI DOESN'T KNOW: [Example: Take their name and phone. Promise a call back within 1 hour during business hours, next business day if after-hours.] Customer is asking for a QUOTE we can't give over the phone: [Example: Take name + phone + brief description of what they need. Tell them we'll text or email a quote within 1 business hour.] 9. PERSONALITY / TONE / WORD CHOICE ----------------------------------- Your AI's voice is Emma — a friendly American-English voice we use for every receptionist. You can't swap her for a different voice or accent, but you CAN tell her how to sound — word choice, energy, what to emphasize. [Example: Friendly Texan vibe. Brief — no long sentences. Don't oversell. Always offer to text the menu link. Use "y'all" naturally. Never say "absolutely" or "fantastic" — too corporate.] [Your tone notes here] 10. WHO TO TEXT/EMAIL FOR EACH KIND OF LEAD ------------------------------------------- Where should the AI send each type of message after a call? Booking request → text: [(972) 555-0100] email: [bookings@yourbiz.com] New lead / quote → text: [(972) 555-0100] email: [sales@yourbiz.com] Complaint → text: [(972) 555-0100] email: [owner@yourbiz.com] General message → text: [(972) 555-0100] email: [hello@yourbiz.com] 11. ANYTHING ELSE WE SHOULD KNOW -------------------------------- Anything that doesn't fit above? Type it here. The more context she has, the more naturally she'll answer. [Example: We're across the street from the high school, so on Friday nights during football season we get slammed 5–7pm. After the game we extend Saturday hours by 30 min. The pickup window is on the side of the building, not the front door.] [Your notes here] ============================================ THAT'S IT. Save this file and drag it into the "1. Upload documents" box on your AI Receptionist page. Your AI will be smarter in about 60 seconds. — The Concierge Pilot team ============================================