Business Info and Instructions

What this page is for

Use this page to define how your AI should answer calls and what information it should use.

Steps

1. Open Instruction page.

2. Fill out business info:

   • Business name

   • Phone

   • Address

   • Configuration type (org type)

3. Fill instruction sections:

   • Main Menu / Main details

   • Special Menu (featured or limited-time offers)

   • Special Instructions (rules and exceptions)

4. Save and run a live call test.

Main vs Special sections

• Main Menu / Main details: your standard services/items and normal pricing.

• Special Menu: limited-time offers, promotions, seasonal items.

• Special Instructions: operational rules, exceptions, tax notes, special handling.

Practical examples by org type

• Restaurant/Generic Business:

  • Include item/service names, prices, options, add-ons, hours-related constraints.

• Contractor/Personal Assistant:

  • Include service categories, booking expectations, lead-time rules, escalation triggers.

• QnA:

  • Include policy-safe answers, supported question topics, and out-of-scope responses.

Common mistakes

• Missing price/unit information.

• Add-ons/modifiers not clearly tied to base item.

• Conflicting rules between Main content and Special Instructions.

• Leaving escalation rules undefined (for urgent cases).

Change org type

• Org type is edited from Additional Settings page (Configuration Type section).

Common issues

• Content feels repetitive or unclear:

  • shorten repeated lines and keep one source of truth for each rule.

• AI gives unexpected answers:

  • tighten Special Instructions and run another test call.

Related docs

• Getting Started

• Hours and Availability

• FAQ

1. Understanding the AI Phone Server

Q. What is the AI Phone server?

A: The AI Phone server is an AI (artificial intelligence)-powered virtual assistant that answers incoming phone calls for your restaurant when you or your staff are busy or unavailable. It can take orders, handle reservations, provide menu information, answer customer questions, and ensure that no call goes unanswered, even during your busiest hours.

Q. What is the benefit of using the AI Phone server?

A: Using the AI Phone server helps you recapture lost orders by ensuring no busy or unanswered calls. It boosts sales and delivers exceptional customer experience. The AI Phone server acts like a well-trained, polite, knowledgeable, and experienced human server. It can handle multiple calls simultaneously, making it especially valuable during peak hours when customers often call in at the same time. Customers’ calls are immediately answered and never missed, helping you increase sales and avoid losing customers to competitors. An AI Phone server can manage many calls at once, so you don’t need to purchase multiple phone lines or hire extra staff to handle busy periods. It works 24/7 to keep your business running smoothly and your customers happy. It speaks multiple languages, so it can be a great help if your staff member is not fluent in English, or when some customers speak Spanish or other languages.

Q. How does the AI Phone server work?

A: When a customer calls your business number, the call is first directed to your regular line. If you or your staff are busy or cannot answer, the AI Phone server automatically takes over through call forwarding. If you prefer, you can set up Always Forwarding to have an AI phone server handle all your calls. It interacts with the caller naturally, offering menu information, taking orders, recommending specials, answering questions, and recording reservations. It is like having extra staff members available 24/7.

Q. How does the AI Phone server compare to a human server?

A: The AI Phone server is designed to feel just like talking to a real, friendly staff member. It speaks naturally, understands context, and even adds personality with emotions and a touch of humor, making conversations warm and engaging. Most callers can’t tell they’re speaking with AI because it sounds so human-like. Powered by the latest versions of ChatGPT and Google Gemini AI, it’s far more advanced than any traditional automated phone system and constantly improves itself with every ChatGPT and Gemini update. Think of it as your best-trained, most reliable employee—polite, knowledgeable, and always available. It instantly learns your restaurant’s menu and policies once you upload them during setup, remembers every detail, and even acts as an expert salesperson, recommending dishes, promoting specials, and upselling items to help increase your revenue while providing an exceptional customer experience.

Q. Is the AI Phone server expensive?

A: Not at all! The AI Phone server is surprisingly affordable and requires no additional equipment to purchase or install. In fact, restaurants often recoup the entire monthly subscription fee by recovering just one lost order—the kind that slips away when you're already on another call or too busy serving customers to answer in time. In the past, this level of advanced AI technology cost tens of thousands of dollars and was only accessible to large corporations. Today, thanks to our latest innovations, we’ve made this powerful technology available to restaurants like yours at just a fraction of the cost, helping you deliver better customer service, recover more sales, and grow your revenue without stretching your budget.

Q. Is it difficult to set up the AI Phone server?

A: Absolutely not! Our innovations have made the AI Phone server incredibly easy to set up, even if you’re not tech-savvy. In just a few simple steps, you can have your system up and running: upload your restaurant menu, enter your hours of operation, list the numbers you'd like to receive order notifications by texting, and forward your business phone to the number we provided. That’s it! You can also customize optional features like intro messages, AI human voices, and languages to make the experience perfectly suited for your restaurant. With our clear, step-by-step instructions, most restaurants are fully set up and ready to take calls in less than an hour. Once activated, your AI Phone server immediately starts answering calls, taking orders, boosting sales, and ensuring you never miss another customer—all without extra equipment and staff training.

2. Restaurant Information & Menu Setup

Q. How do I upload my restaurant menu?

A: You can either save your full restaurant menu as a .txt file and upload it directly or open your menu file, copy the content, and paste it into the menu section.

Q. What if my menu is in an image or photo format?

A: You can convert your photo or image into text by opening an AI tool like ChatGPT, uploading your image file, typing “Convert to text” in the prompt, and then manually reviewing and editing the converted text to ensure accuracy.

Q. How should I format menu dishes with options?

A: If a dish offers one choice among multiple options, separate the options with slashes (e.g., beef / pork / shrimp). If the dish includes all the items listed, separate them with commas (e.g., beef, pork, shrimp).

Q. Can I use symbols or emojis in my menu?

A: No, do not use symbols or emojis. Instead, use words to describe their meaning. For example, write “Spicy” instead of using a chili pepper emoji.

Q. Can I include additional information about dishes?

A: Yes, you can include optional details such as ingredients, allergy warnings, preparation methods, or spice levels. Place this information directly next to or below the dish name and price.

Q. How do I add special promotions or discounts?

A: You can enter special instructions such as “Monday only – $15 per dish,” “2 for 1 special,” “Buy one, get one free,” or “Free appetizer with entrée purchase.” Instruct the AI server to recommend these specials to your customers to help boost your sales.

Q. How do I enter tax rates?

A: Enter the total tax rate, including state and local taxes, as a percentage (e.g., 7.25%). If certain food items, such as alcohol, have different tax rates, specify these separately in the Special Instructions section.

Q. Can I configure whether we take food orders only, accept reservations, handle deliveries, and whether customers pay upfront or at pickup?

A: Yes. You have full control over how the AI Phone Server handles orders and payments. By default, it only takes food orders, provides the total with tax, and assumes customers will pay at pickup. However, you can enable additional options such as allowing reservations, handling your own deliveries, collecting deposits for reservations, or taking credit card payments for takeout and delivery orders, all by clicking on a few switches. These settings make it easy to customize the AI server to match your restaurant’s workflow and customer preferences.

6. Language & Intro Audio Settings

Q. Can the AI server speak multiple languages?

A: Yes, you can set up different introductory messages for multiple languages. By default, callers can press 1 for English or 2 for Spanish. You can also add “press 3” for Chinese (Mandarin only). You can customize these messages by typing your own text or using Google Translate to prepare translated content and pasting it into the settings.

Q. Can I customize the AI’s human voice?

A: Yes, you can preview and select from a variety of available male and female human voices to match your preference. Please note that voice customization is currently available only for English and is not supported for other languages. Most English voices are highly trained and sound natural, while voices in other languages may still be experimental and could have slight accents or imperfections.

Q. Can I customize the phone greetings when a customer calls my restaurant?

A: Yes, you can customize what callers hear during business hours, after hours, when reaching voicemail, or when reservations are allowed but orders are not. Make sure to replace the default “OUR RESTAURANT” name with your actual restaurant name and update the instructions if you enable or disable additional languages.

Q. What happens to calls outside of business hours?

A: You can choose one of three actions for after-hours calls: inform the caller the restaurant is closed and hang up, send the caller to voicemail, or allow reservations only without taking food orders.