Working with the fonioAI telephone assistant

The interface to fonio.ai ^S makes automated calls and accepts incoming calls. The questions are entered as to-do items in to-do lists. The customer's answers are added to the to-do list, and the call log is both recorded in a contact note and stored as an audio file. The point at which a call is triggered is defined once when the interface is set up. If the telephone assistant does not reach the customer straight away, it will keep trying at certain time intervals. The customer's answers must be checked by the user to ensure that they make sense; errors may occur during transmission. The customer's answers must then be transferred to the event by the user.

• Create to-do lists for calls during the event

  With the interface to fonio.ai telephone assistant ^S, customer communication is controlled on the basis of To-Dos in an event. Any questions that the AI should ask the customer are stored there, as are the customer's incoming responses.

  1. Open the event.
  2. Click on  To-Do in the toolbar. If there is a to-do list already, the icon is highlighted in yellow and the number of to-do items is shown.
  3. Add a   New To-Do entry in the toolbar for the communication fonio.ai -> Customer.
  4. Enter the name of the task.
     Example: Food for the reception
  5. Expand the field  AI Telephone Assistant (under the Remarks field) and enter the question that fonio.ai should ask the customer in the field Question to customer .
     Example: What's your choice of finger foods for the reception?
     Note: If no questions to the customer are entered in the To-Do items, these items are not taken considered by the interface.
  6.  Save the to-do list.
  7. When the AI telephone assistant calls the customer, all open questions are asked.
  8. The answers from the phone call fonio.ai -> customer are automatically entered in the Answer from customer field.
     Note: Be sure to check the answer for sense and spelling. If there is no reply, check the call history (telephone log) in the contact note and/or the audio file.
  9. Enter any date in the field Alternative date for the question to the customer if you want to raise these questions at a later date.
     Example: Discuss floral decorations 14 days before the event
  10. If you would like to discuss certain questions with a person other than the contact person, select a different contact person from your database in the Different telephone contact field.
      Example: Discuss floral decoration with the supplier
  11. Gather all relevant information from the to-dos and the contact note and make the changes to the event.

  Read more about To-do lists

• Open the contact note of the call

  If the AI assistant ^S with the customer, a contact note is generated in Bp Event. The person responsible for the event is informed of the new contact note with a notification.

  1. Open the contact note from the notification window by double-click.
  2. You can confirm the message "Do you want to record the processing time?" by clicking Do not record .
  3. The contact note opens.
  4. The account and contact details are prefilled and the date, time and duration of the call are entered.
  5. The Category of the note is preset to "Fonio phone call", the phone number is entered in the Contacted by field.
  6. The Subject is preset to "Fonio call log: clarification of open questions event" for outgoing calls.
     Note: For incoming calls, the subject is preset with "Fonio call log" + short call summary (max. 7 words).
  7. The conversation transcript is entered in the Description field. Click on  Zoom to open the text field including formatting options for better readability.
  8. Each question entered as a to-do and discussed in the phone call is listed in the note with
     a) "Response sent to Bp Event"
     b) "Confirmation received from Bp Event"
  9. The audio link to the call note is stored below the description in the AI field and can be listened to again.
     Important: The audio file is only stored on the server for 30 days, but can be downloaded and saved before the deadline expires.

  Note: The use of AI always requires verification by the user. If any ambiguities arise during the conversation, the conversation can be compared with the AI answers via the audio file.