Reece

Implementation worksheet library

Implement an AI receptionist as a bounded call system.

The fastest safe implementation is not the one with the fewest settings. It is the one with a small explicit scope, reviewed knowledge, truthful handoffs, reproducible tests, a rollback path, and a person who owns the evidence after calls begin.

Written by Reece Editorial · Reviewed against Reece product truth · Updated 2026-08-14

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Current Reece product assurances

  • Keep your business number: Use your provider's forwarding instructions for all calls or missed calls only.
  • Cover configured calls 24/7: Answers configured business calls 24/7, including after-hours and overflow calls.
  • Review call results: The web dashboard keeps call recordings, transcripts, AI summaries, caller details, and outcomes together.
  • Test without a card: 7 days and 60 call minutes are included.

Define the first release scope

Choose all calls, after-hours, or no-answer overflow. Name the call intents included, excluded, and always escalated. Start with a narrow group whose questions and next steps are repeatable; add complexity only after the saved evidence is useful.

Build knowledge and boundaries

Review hours, services, areas, policies, prices, preparation, and frequently asked questions. Mark source owner and review date. Write what the receptionist must never infer: diagnosis, dispatch, legal or medical advice, unsupported availability, refunds, guarantees, or exception approval.

Configure the phone path

Document the published number, forwarding mode, ring delay, Reece number, carrier controls, voicemail fallback, loop prevention, caller ID behavior, and rollback steps. Test from more than one carrier and with the business line already busy.

Configure actions separately

For each transfer, appointment-request type, spam rule, and language, document eligibility, success evidence, failure state, and fallback. Appointment requests remain unconfirmed for staff follow-up. A transfer is completed only when the handoff state supports that claim.

Pilot with stop conditions

Use representative and difficult calls, then pilot a bounded time window or call class. Stop for unsafe advice, fabricated facts, false confirmation, lost corrections, routing loops, material summary errors, or an unowned unresolved queue.

Review production evidence

Assign daily and weekly owners for recordings, transcripts, summaries, outcomes, unresolved calls, false spam classifications, transfer results, booking results, knowledge gaps, and usage. Track the corrective action and retest affected calls after every material change.

Decide fit and non-fit explicitly

A strong fit has repeatable caller jobs, current approved facts, bounded actions, reviewable evidence, and employees who can maintain the flow. A weaker fit has constantly changing rules, frequent negotiation, complex identity or eligibility decisions, high-stakes professional judgment, or no reliable owner for exceptions. Write both lists before trial. Where only part of the workload fits, use Reece for a narrow after-hours, overflow, or routine-intake path and preserve a human route for the rest. The product-led trial is evidence-gathering time, not proof that every call type should be automated.

Create a decision record another employee can audit

At the end of evaluation, record the canonical query, intended audience, covered call types, excluded call types, knowledge sources, plan requirements, destinations, provider dependencies, acceptance results, open defects, owner approvals, analytics events, and next review date. Link the call samples used for the decision without placing caller personal data in marketing analytics. The record should explain why this page and workflow exist separately from adjacent topics and which page owns overlapping queries. That makes future consolidation, refresh, or retirement a controlled decision instead of a guess based on traffic alone.

Review after launch and retire what does not earn its place

Inspect early production evidence frequently, then perform a structured 30-day review once enough finalized search and call data exists. Check indexability, canonical selection, inbound links, query ownership, page engagement, signup starts, activation events, call outcomes, and product-truth drift. Low impressions alone do not prove a page should be deleted when Google has barely crawled it; likewise, traffic does not excuse inaccurate claims. Improve, consolidate, redirect, noindex, or retire a page only with an owner, a recorded rationale, and a destination that preserves the user's intent. Keep /resources/ai-receptionist-implementation-checklist live only while its distinct decision value remains accurate and useful.

Use this page as a route, not a dead end

Implement an AI receptionist as a bounded call system. should answer its own decision completely and then move readers to the next genuine question. The maintained next steps are /resources/implementation, /resources/ai-receptionist-test-checklist, /resources/after-hours-call-playbook. Link only when the destination adds a different workflow, evidence set, calculator, comparison, or buying decision; do not repeat a keyword merely to create another crawl path. The page's parent hub supplies discovery, while sibling links help a reader compare adjacent intents. This structure gives every acquisition URL multiple contextual inbound links and a short path from the homepage without turning the footer into an indiscriminate directory. Review link labels when titles or query ownership change so both people and crawlers receive an accurate description of the destination.

How Reece handles the call

  1. Forward the calls you choose. Keep the number customers already know, then use your phone provider's instructions to forward all calls or missed calls only to Reece.
  2. Reece answers with approved knowledge. Reece answers the configured call and uses business knowledge the owner has reviewed before it becomes active.
  3. The caller explains what they need. Reece answers approved FAQs and gathers the caller, request, and intake details needed for a clear next step.
  4. A supported handoff happens. Eligible Scale and Growth setups can use configured direct or warm transfers. Otherwise, Reece records details or an appointment request for staff follow-up.
  5. Your team reviews the result. The recording, transcript, summary, caller details, and outcome stay together in the responsive web dashboard.

Your team stays in control. Reece handles approved call intake and configured routing. Your team still owns diagnosis, safety decisions, pricing, dispatch, appointment confirmation, and any follow-up that needs a person.

See how Reece works

AI receptionist setup checklist

Use the note fields to record the owner, source, date, test evidence, and rollback instruction. Nothing is uploaded.

Scope and ownership

Define a small operating contract.

  • Coverage mode and launch window
  • Included, excluded, and always-human call intents
  • Business owner, technical owner, and evidence-review owner

Knowledge and policy

Every material answer has an approved source.

  • Hours, services, areas, prices, policies, and preparation
  • Sensitive-data and professional-advice boundaries
  • Source owner and freshness date

Phone and action paths

Document success and failure.

  • Forwarding, ring delay, caller ID, voicemail, and rollback
  • Transfer eligibility, timeout, and fallback
  • Appointment type, provider confirmation, and request fallback

Qualification

Prove the system before relying on it.

  • Routine, unsupported, correction, noise, and interruption calls
  • Transfer and booking failure tests
  • Stop conditions and repair/retest owner

Ongoing review

Launch creates a maintenance obligation.

  • Daily unresolved-call review
  • Weekly error and false-positive review
  • Change-triggered retest and quarterly rollback drill

References and retrieval dates

Know the handoff before you forward a call

Can I keep my current number?

Plans include 1, 3, or 10 Reece phone numbers. Businesses can keep an existing number and forward selected calls to Reece.

Can Reece take missed calls only?

Yes. Choose missed-call forwarding when staff should have the first chance to answer, or forward all calls when Reece should answer first. Your provider controls forwarding behavior.

What if the caller needs a person?

Scale and Growth support owner-configured direct and warm transfers. Reece does not include a staffed human fallback, so the team must define the follow-up path for calls that are not transferred.

Does an appointment request mean booked?

Reece can capture appointment requests, preferred times, caller details, and approved intake answers for staff follow-up. The current production UI does not offer customer-configurable calendar connections or direct provider-backed booking, so Reece does not report an appointment as confirmed.

Setup is guided, but completion time varies with business rules, transfer routing, testing, and carrier forwarding. Call results are available in the web dashboard. Production email delivery and SMS notifications are not currently offered.

Privacy and sensitive calls. Review the current Privacy Policy and Terms before forwarding calls that may include sensitive information. Reece does not claim HIPAA compliance; medical, legal, emergency, financial, and other consequential calls may require a qualified person. Privacy Policy · Terms

Questions, answered

How long does implementation take?

There is no guaranteed setup time. It varies with knowledge quality, call rules, carrier forwarding, transfer and calendar configuration, testing, and approvals.

Should I forward every call first?

Usually start with the smallest meaningful scope—such as after-hours or no-answer overflow—unless the full-time flow has already been qualified.

Does this worksheet send or save my answers?

No. The checklist and notes stay in the current browser page. Printing uses the browser's print dialog; this page has no lead form, email action, or gated download.

Does a completed worksheet mean the call flow is ready?

No. Completion means the decisions were documented. Run realistic calls, review the actual record, and obtain any legal, safety, or professional approval the workflow requires before relying on it.