| Term | What It Means |
|---|---|
| AI Receptionist | Your virtual phone answerer — sounds like a real person, available 24/7 |
| Lead | Someone who called and gave their information (name, phone, what they need) |
| Booking / Appointment | A time slot the AI scheduled for you with a customer |
| Knowledge Base | Everything your AI knows about your business — services, prices, hours, FAQs |
| Call Forwarding | Redirecting your existing phone calls to your AI number |
| Routing Mode | How calls are handled — AI answers all, ring you first, or schedule-based |
| Automation | Something that happens automatically, like texting a customer after a missed call |
| Conversion Rate | The percentage of calls that turn into leads or bookings |
| Sentiment | How the caller felt during the call — positive, neutral, or negative (AI-detected) |
| Temperature | How likely a lead is to convert — HOT (very likely), WARM, COOL, COLD (unlikely) |
| Quote | A price estimate sent to a customer after a call |
| Squad / Smart Routing | Multiple AI specialists handling different parts of a call (booking, pricing, transfer) |
| IVR | Interactive Voice Response — menu options offered to callers at the start of a call |
| SMS Opt-Out | When a customer texts STOP, they won’t receive more texts from your number |
| TCPA | US law requiring consent before recording calls — your AI can ask automatically |
| HIPAA | Healthcare privacy rules — enable this if you’re a medical or dental practice |
| CRM | Customer Relationship Management — tools like HubSpot, Salesforce, GoHighLevel |
| Webhook | A way for systems to talk to each other automatically — you don’t need to know this |
| VAPI | The AI voice technology powering your receptionist — you don’t need to know this |
| Twilio | The phone system powering your AI number — you don’t need to know this |
| Disposition | The outcome of a call — e.g., NEW_LEAD, BOOKED, TRANSFERRED, FAQ_ANSWERED, SPAM |
| System Prompt | The behind-the-scenes instructions that tell your AI how to behave, what to say, and what to know |
| Squad | A multi-assistant setup where different AI specialists handle different parts of a call (e.g., one for booking, one for pricing) |
| Transcript | The full text version of a phone call, generated automatically by speech-to-text AI |
| Sentiment | The AI’s assessment of how the caller felt during the call — Positive, Neutral, or Negative |
| Overage | Extra minutes used beyond your plan’s monthly allowance, billed at a per-minute rate |
| Provisioning | The process of getting a new phone number assigned to your account (happens automatically during signup) |
| Sync | Pushing your latest settings, Knowledge Base, and configuration to the AI so it uses up-to-date information on calls |
CloseTheCall — AI Receptionist for Local Businesses · Built by Quantum AI WebApps Digital LLC · Dashboard · Support · © 2026