AMAZING AI Voice Assistant For Your Business! [Beginners Guide]

Science & Technology

Introduction

In this article, we will walk you through building a friendly AI voice assistant tailored for your business needs. This assistant will help in efficiently managing new leads by contacting them immediately after they're generated. The assistant can inquire if the lead is ready to talk or collect their preferred time for a callback, handling everything seamlessly.

Overview of Tools Used

For this project, we'll utilize the following tools:

  1. Vapy: This platform will host our AI voice assistant.
  2. Airtable: A database tool where we'll store all our lead information and callback requests.
  3. Make.com: This automation tool will help trigger calls when a lead is generated.
  4. ChatGPT: To enrich the data collection process with natural language processing.

Templates for Make.com and Airtable will be provided in the description, which can be used as a starting point.

Functionality Demo

To demonstrate how this assistant functions, let's go over a quick scenario:

After a lead fills out a form on our website, the AI assistant will make an outbound call. The assistant starts the call by introducing itself and asking for the lead's preferences for discussing their inquiry. If the lead is unavailable, the assistant will collect their name and preferred callback time.

Once the interaction is done, all details are logged automatically in Airtable, making it easy for your team to manage and follow up on leads.

Step 1: Setting Up Airtable

  1. Create Database: Open Airtable and create a new base titled "Inbound Call Lead System" with a table named "Leads".
  2. Define Fields: The "Leads" table will consist of fields such as Name, Email, Phone, and Status (with options like New Lead, Contacted, Booked, Not Interested).
  3. AI Calls Table: Create a second table named "AI Calls" which will link back to leads. Include fields for Call Time, Lead, Phone (this will be a lookup field from leads), Recording Link, Summary, Transcript, and Call Duration.

Step 2: Creating a Lead Form

Your lead form can be customized to collect the necessary ‘Name’, ‘Email’, and ‘Phone’ from potential customers. Publish this form online so leads can easily submit their information directly to Airtable.

Step 3: Setting Up Vapy

  1. Phone Number Setup: In Vapy, you’ll need to register a phone number. If you’re in the US, you can purchase a number directly; otherwise, you may need to connect your Twilio account.
  2. Create Assistant: Navigate to "Create an Assistant" in Vapy, input your introductory message, and set the initial prompt for the assistant.
  3. Advanced Options: Configure advanced features to allow the assistant to forward calls or handle conversations more intelligently.

Step 4: Connecting Make.com

  1. Trigger Setup: Use Make.com to create a scenario that watches for new responses in Airtable, prompting an outbound call via Vapy.
  2. Format Phone Numbers: Ensure that the phone numbers are formatted correctly with country codes to avoid call failures.
  3. Phone Call Execution: Link the outputs from the Vapy call back to the appropriate fields in your Airtable database.

Step 5: Managing Call Data

Set up another scenario in Make.com to handle the end-of-call report from Vapy. This includes extracting the details from the call, such as whether a callback was requested and logging this data in the database appropriately.

  1. Data Extraction Tool: You can utilize OpenAI's ChatGPT to analyze the call transcript and determine if a callback was requested.
  2. Create a Callback Table: Finally, create a table to store callback requests, linking them to respective leads for easier follow-up.

Step 6: Notifications

Integrate notifications using Airtable’s automation to alert your team whenever a new callback request is created.

Conclusion

That’s it! You’ve successfully set up an AI voice assistant that can handle lead inquiries and follow-up requests efficiently.

Keyword

AI voice assistant, Vapy, Airtable, Make.com, ChatGPT, automation, callbacks, lead management, beginners guide.

FAQ

Q1: What is Vapy?
A1: Vapy is a platform that provides tools to create AI voice assistants capable of handling phone calls and interactions.

Q2: How does the lead form work?
A2: The lead form collects potential customer information and submits it directly to your Airtable database for management.

Q3: What tools do I need to build this assistant?
A3: You need Vapy for the voice assistant, Airtable for data management, Make.com for automation, and OpenAI’s ChatGPT for data processing.

Q4: Can I customize the voice of the assistant?
A4: Yes, Vapy allows you to choose from different voice profiles, including gender and accent preferences.

Q5: Is this solution scalable for larger businesses?
A5: Absolutely, this setup can be expanded and integrated with other tools to support more complex workflows as needed.