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About the AI

No. CloseTheCall uses ElevenLabs natural voice technology — the same tech behind professional audiobooks and podcasts. Callers regularly think they’re speaking to a real person. You can choose from 4 different voices (Sarah, Alice, Eric, Daniel), each with a natural conversational tone.
Yes. Go to Receptionist Settings → Voice section. You can choose from 4 voices: Sarah (warm, professional female), Alice (friendly female), Eric (calm male), and Daniel (authoritative male). Changes take effect on the next call.
Yes. Your AI receptionist never sleeps, never takes breaks, and never calls in sick. It answers calls at 3am on Christmas Day just as professionally as 10am on a Monday. You can optionally set After Hours mode to play a different message outside business hours.
English is the primary language. You can also enable a secondary language for bilingual support: Spanish, French, Hindi, or Portuguese. The AI detects which language the caller is speaking and switches automatically. Enable this in Receptionist Settings → Bilingual Mode.
Three ways:
  1. Website scraping — if you entered a website URL during signup, the AI automatically reads your site and learns your services, pricing, and hours
  2. Knowledge Base — you can manually add, edit, and organise articles in the Knowledge Base page
  3. Call learning — after each call, the AI analyses the transcript and suggests new knowledge articles if it spots gaps
The AI can detect urgency in a caller’s language (words like “emergency”, “flooding”, “broken down”) and will prioritise capturing their details quickly. However, the AI is not a replacement for emergency services. For trades like plumbing or electrical, the AI captures the urgent lead so you can call back immediately.

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Calls & Minutes

Yes. Every call — including test calls — uses real minutes. A typical test call takes 1-2 minutes. Budget around 5-10 test calls when setting up (10-20 minutes total). You can check your remaining minutes on the Billing page.
Your AI keeps working — it won’t stop answering calls mid-month. Overage minutes are billed at your plan’s overage rate. Check your plan details on the Billing page to see the per-minute overage cost. If you’re consistently going over, consider upgrading your plan.
No. Your minute allowance resets on your billing date each month. Unused minutes from the previous month expire. If you consistently have excess minutes, you may be on a higher plan than you need.
Yes. Go to Calls in the sidebar → click any call to open the detail view. You’ll see the recording player, transcript, AI summary, and sentiment analysis. Recordings are kept according to your data retention settings (configurable in HIPAA settings).

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Phone & Forwarding

Yes. You keep your existing business number — just set up call forwarding from your carrier to your AI number. This way, customers call your normal number and get your AI. Go to the Call Forwarding page for step-by-step instructions for your specific carrier.
Use “Rings You First” routing mode. When a call comes in, your personal phone rings first. If you don’t answer within your set timeout (e.g., 15 seconds), the AI picks up. Set this in Phone → Routing Mode. You can also use “Based on Schedule” to have the AI only answer during specific hours.
Yes. Each Location can have its own dedicated AI phone number. Set up locations in the Locations page, then provision a number for each one. All numbers connect to the same dashboard but can have location-specific knowledge.

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Leads & Appointments

Yes. Enable “Book Appointments” in Receptionist Settings. The AI will ask the caller for their preferred date and time, check your calendar for availability, and book the appointment. Connect Google Calendar or Outlook in Integrations so the AI sees your real availability.
Yes. CloseTheCall integrates with Google Calendar and Outlook Calendar. Connect in the Integrations page. Once connected, the AI checks your real-time availability before suggesting times, and creates calendar events when appointments are booked.
  • Leads are enquiries — someone called, asked about your services, and their info was captured (name, phone, what they need). Not every lead books an appointment.
  • Appointments are confirmed time slots — the AI scheduled a specific date and time with the customer. Every appointment has a lead, but not every lead has an appointment.
Yes. Enable SMS Auto-Reply on the Conversations page. When a customer texts your AI number, the AI replies using the same knowledge base as phone calls. You can take over any conversation manually at any time.

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Features & Settings

Automations are actions that trigger automatically after specific events:
  • Missed Call Textback — sends SMS when you miss a call
  • Review Request — asks happy customers for a Google review
  • Estimate Follow-up — follows up with leads who got a quote
  • New Lead Notification — emails you when a new lead is captured
  • Appointment Reminder — reminds customers 1 hour before their appointment
Enable them on the Automations page. They work in the background — no manual action needed.
Yes. Go to Settings → Team to invite team members by email. Three roles available:
  • Owner — full access to everything including billing and account deletion
  • Manager — access to all features except billing and account settings
  • Viewer — read-only access to calls, leads, and analytics
Yes. CloseTheCall uses:
  • AES-256 encryption for sensitive data at rest
  • TLS/HTTPS for all data in transit
  • GDPR compliance with 30-day data deletion on account closure
  • HIPAA mode available for healthcare businesses (redacts sensitive health info from transcripts)
  • SOC 2 compliant infrastructure (Railway, Vercel, AWS)
Your data is never sold or shared with third parties.
Yes. All plans are month-to-month with no lock-in contracts. Cancel from Billing → Manage Subscription. Your AI stops answering calls at the end of your billing period. Data is kept for 30 days in case you change your mind.
Yes, on Growth plans and above. Each location can have its own phone number, address, and business hours. Set up locations in the Locations page. The AI handles calls for each location using location-specific information.

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Integrations

CloseTheCall integrates with HubSpot, Salesforce, and GoHighLevel. Leads captured by the AI are automatically synced to your CRM. Calls are logged as activities. Set up in Integrations page.
Yes. Connect via Zapier to send CloseTheCall events (new lead, appointment booked, call completed) to any of 5,000+ apps. Set up in Integrations → Zapier.
CloseTheCall — AI Receptionist for Local Businesses · Built by Quantum AI WebApps Digital LLC · Dashboard · Support · © 2026