Skip to main content

​
Overview

The onboarding wizard guides you through setting up a new client from scratch. You can access it two ways:
  • After adding a client — a dialog prompts you to start onboarding immediately
  • From the client list — click the three-dot menu on any client and select Onboard Client
The wizard tracks progress with a step indicator at the top. You can leave and return at any time — your progress is saved.
The onboarding step badge appears on the client list so you can see at a glance which clients still need setup.

​
The 5 Steps

1

Business Details

Confirm or edit the client’s core information:
  • Business name — how the AI introduces the business on calls
  • Trade/Industry — determines the default AI template and knowledge base
  • Phone number — the client’s existing business phone (customers forward this to the AI number)
  • Website URL — the system scrapes this to auto-populate the knowledge base
If the client has a website, enter it here. The crawler will extract services, hours, pricing, and FAQs automatically — saving you significant setup time.
2

Receptionist Settings

Configure the AI receptionist’s personality and behavior:
  • Voice — choose from Sarah, Alice, Eric, or Daniel (ElevenLabs voices)
  • Greeting message — what the AI says when it picks up the phone
  • Personality — professional, friendly, casual, or custom instructions
  • Booking mode — whether the AI books appointments, captures leads, or both
This step uses impersonation to open the client’s Receptionist Settings page. You are editing their settings directly.
3

Phone Provisioning

Provision an AI phone number for the client:
  • The system auto-detects the client’s country from their business phone
  • For US/CA clients, a local area code is matched to their region
  • For UK clients, you can choose between a mobile (+447) or landline (+441/2/3) number
This step opens in a new tab via impersonation, taking you to the client’s Phone page.
UK landline numbers require an approved Twilio regulatory bundle (AddressSid + BundleSid). These are configured at the platform level — contact support if provisioning fails.
4

Knowledge Base

Build out the client’s knowledge base so the AI can answer caller questions accurately:
  • Auto-scraped data — if a website was provided in Step 1, scraped content appears here
  • Apply a template — use a pre-built knowledge template for the client’s industry
  • Manual articles — add custom FAQ articles, service descriptions, pricing info
  • Upload documents — PDF, TXT, or CSV files with business information
This step opens in a new tab via impersonation, taking you to the client’s Knowledge Base page.
Apply an industry template first, then customize. A plumbing template gives you 15+ articles covering emergency callouts, pricing ranges, service areas, and common questions — all editable.
5

Review & Go Live

Review all settings before activation:
  • Business details summary
  • AI voice and greeting preview
  • Phone number confirmation
  • Knowledge base intelligence score (aim for 70%+)
  • Any missing items flagged with warnings
Click Go Live to activate the client.

​
What Happens After Go Live

Once you click Go Live:
  1. Client goes live — the AI receptionist is fully active
  2. Calls begin — the AI phone number starts answering incoming calls
  3. Dashboard access — the client can log in and see their calls, leads, and appointments
  4. Automations activate — missed call textback, review requests, and reminders go live
  5. Health scoring begins — the client appears in your analytics with a health score

​
Resuming Incomplete Onboarding

If you leave the wizard before completing all steps:
  • A badge appears on the client’s row in the client list showing which step they are on (e.g., “Step 3/5”)
  • Click Onboard Client from the three-dot menu to resume where you left off
  • The sidebar shows a Setup Wizard prompt until onboarding is complete
Yes. If the client logs into their dashboard before you finish onboarding, they will see the same setup wizard in their sidebar. They can complete the remaining steps themselves. The wizard syncs — any steps you completed will show as done for them too.
Yes. Click any completed step in the wizard to go back and edit it. Changes take effect immediately. The only exception is “Go Live” — once activated, you cannot deactivate (only suspend).
CloseTheCall — AI Receptionist for Local Businesses · Built by Quantum AI WebApps Digital LLC · Dashboard · Support · © 2026