Build your first AI Receptionist: Schedules Meetings and Answers Questions (VAPI, 2024)

Introduction

In recent weeks, I've explored the capabilities of voice assistants and spoke with several clients whose front desk receptionists were struggling to keep up with phone calls. These calls involved booking appointments and addressing various inquiries about the business. To address this challenge, I devised an AI voice assistant specifically designed to handle these tasks. This voice assistant can book appointments on Google Calendar, respond to inquiries based on a knowledge base, and record relevant information in a Google Sheets tracker.

What We Are Building

Today, we're building a voice assistant for a dental clinic. This assistant will perform several key functions:

• Check the current date and time.
• Review appointments on Google Calendar.
• Identify available time slots for callers.
• Book appointments in Google Calendar.
• Answer any questions from a predefined knowledge base.
• Log caller information in a Google Sheets tracker.

VAPI Functionality Overview

VAPI allows for two main methods to build voice bots: a coded approach that requires an external server and a no-code option that utilizes the VAPI UI. Today, we'll utilize the VAPI UI.

How VAPI Works

The call is processed through a VAPI server. While the call is active, the audio is converted to text, which is then fed to a language model that generates a response. This response is converted back into audio for the caller to hear.

Understanding VAPI Tools

VAPI calls various tools to perform actions:

1. Functions: Connect to external servers (like make.com) to manage appointments and other tasks.
2. Knowledge Base: Upload and retrieve documents that the assistant uses to answer questions.
3. Call Analysis: This is triggered after a call to send information like transcripts and summaries to a specific URL.

Creating Your VOICE Assistant

1. Create a VAPI Account: If you don’t already have one, you can create your account and add a phone number to handle incoming calls.
2. Setting Up the Assistant:
   • Configure the model with a system prompt and set the settings for the language model.
   • Upload a knowledge base PDF containing relevant business information.
   • Ensure audio transcription has been configured to convert phone call audio to text efficiently.

Configuring Functions

We will set up several functions for the assistant. For instance, the Get Current Date/Time function ensures the assistant has access to real-time data—a critical component for scheduling. You will create webhooks on make.com to facilitate communication between the voice assistant and Google Calendar.

Testing Your Assistant

Once all configurations are complete, you'll want to test your assistant thoroughly. This includes checking its ability to find available time slots and book appointments. Make sure to test the knowledge base as well to ensure it can answer inquiries accurately.

Error Handling and Improvements

Remember that while the language model can effectively handle many tasks, it may also generate errors or "hallucinate" information. Properly structuring prompts and continually refining your setup can help mitigate these issues.

Voice Assistant vs. Other Services

Current voice assistant solutions like VAPI and Bland AI offer different pricing models that can affect your choice of service. For example, VAPI has a variable pricing structure based on usage, while Bland AI offers a fixed rate.

By understanding these tools and their functionalities, you can create an efficient AI receptionist that significantly enhances your business's customer service capabilities.

Keywords

• AI Receptionist
• VAPI
• Voice Assistant
• Appointment Booking
• Google Calendar
• Knowledge Base
• Call Analysis
• Automation
• Functions
• Scheduling

FAQ

Q1: What is VAPI?
A1: VAPI is a platform that allows users to build voice assistants that can handle phone calls, schedule appointments, and answer questions.

Q2: How do I set up the AI receptionist?
A2: You need to create a VAPI account, configure your assistant’s settings, and set up functions to handle appointments and inquiries.

Q3: Can the AI assistant answer customer questions?
A3: Yes, the assistant can answer questions based on a knowledge base that you upload to the system.

Q4: What tools does VAPI provide for building voice assistants?
A4: VAPI provides functions for external API calls, a knowledge base for document retrieval, and call analysis tools for post-call data management.

Q5: What if the assistant makes an error?
A5: Continuous refinement of prompts and configurations can help reduce errors, but it's essential to understand that language models may generate incorrect information occasionally.