AI Receptionist Phone Service

Overview

AI Receptionist is an AI-enabled, always-on phone assistant that answers calls for your shop, helps customers get information, and routes important calls back to you when needed.

BloomNation will help you get AI Receptionist set up, but once you’re live, you have full access to customize how it works — from your greeting message to how calls are handled, transferred, or followed up.

This guide walks through the most important settings so you can confidently manage and adjust your AI Receptionist anytime.

How AI Receptionist Works

Your existing shop phone number is forwarded to AI Receptionist
AI Receptionist answers calls using your shop’s information
Calls can be answered, routed, or transferred based on your preferences

If you ever decide to stop using AI Receptionist, simply turn off call forwarding — no permanent changes required.

Accessing Your AI Receptionist Settings

To login, go to: phone.bloomnation.com.

From your dashboard, you can:

Update your greeting
Adjust how the AI responds to callers
Add or edit call workflows
Review call history and interactions

Navigating Your AI Receptionist Dashboard

When you log in to your AI Receptionist account, you’ll land on your dashboard. This is your control center for everything your AI Receptionist can do.

On the left-hand side, you’ll see a navigation menu with options like:

Edit Receptionist
Customers (CRM)
Call Log Inbox
Voice Library
Tickets and Analytics
Settings and Subscription details

To make changes to how your AI answers calls, always start by clicking Edit Receptionist.

At the top of the Edit Receptionist page, you’ll see an Overview section. This gives you a quick snapshot of what’s already set up.

Think of this overview as a summary. If you scroll down the page, you’ll find the full settings where you can edit and fine-tune each section in detail.

Greeting Phrase

Your greeting is what callers hear when the AI answers the phone. You can edit this message at any time.

Helpful tips:

Keep it short and friendly
Make it sound natural — like someone answering your shop phone
Avoid long explanations

Custom Commands: Teaching Your AI How to Behave

Custom commands are one of the most important settings. This is where you describe how you want your AI Receptionist to act — using plain language.

You can include:

The tone you want (friendly, professional, warm, etc.)
What the AI should help with
What the AI should not do

Examples:

“Be friendly and professional when helping customers with flower orders and delivery questions.”
“Do not share our physical address.”
“If it’s after hours, let callers know and ask them to leave a message.”

If something doesn’t sound quite right, you can update your custom commands at any time.

Business Information & Website Content

AI Receptionist automatically pulls information from your website to help answer customer questions accurately.

This may include:

Product pricing
Subscription details
Custom arrangement forms
FAQ pages

If you recently added or updated content on your website, it’s a good idea to review this section to make sure the AI has the latest information.

Uploading Documents or Additional Context

You can add extra context to help your AI answer questions more accurately by uploading documents or entering text.

Examples include:

Pricing sheets
Wedding or event details
Menus or service descriptions

The more helpful information you provide, the better the AI can support your callers.

Languages & Voice Options

AI Receptionist supports multiple languages and voice styles.

Keep in mind:

Using multiple languages requires callers to select an option (for example, “Press 1 for English”)
Most shops prefer a single language to keep the experience more personal
You can choose from different voice styles and accents

Call Workflows

Workflows control what happens during specific call situations. You can add as many workflows as you like.

Recommended Call Transfers:

Transfer upset or frustrated callers

If a caller sounds angry, upset, or asks to speak to a person, the call can be transferred immediately. This helps prevent frustration and allows you to step in when it matters most.

Transfer callers who won’t use texts or forms

If a caller can’t receive texts or prefers to speak with someone directly, the call can be transferred so you don’t lose the customer.

Sending Order Links by Text

When a caller asks how to place an order, AI Receptionist can send a text with a direct link to your website.

This makes ordering easier by:

Eliminating the need to spell out long URLs
Letting customers tap the link instantly
Reducing friction during the ordering process

If a caller declines to receive a text, the call can be transferred instead.

Intake Forms

Intake forms allow AI Receptionist to collect information from callers and send it to your shop.

Common use cases include:

Wedding inquiries
Questions about existing orders
Special requests

Collected details are emailed to your shop and saved as a ticket in your dashboard so you can follow up when it’s convenient.

Call Logs & Reviewing Conversations

Your dashboard includes a call log where you can review every interaction.

This is helpful for:

Seeing how the AI responds to callers
Spotting gaps in information
Improving custom commands and workflows

Advanced Settings

Optional advanced settings include:

Background audio to avoid silence while the AI processes responses
Spam and robocall detection
Maximum call duration
Pronunciation guides for your shop name
Call memory for repeat callers

Call Forwarding: Important Setup Notes

AI Receptionist does not replace your existing phone number. Instead, calls are forwarded.

BloomNation provides you with an AI Receptionist phone number
You forward your existing shop number to that number
AI Receptionist answers incoming calls
Calls transfer back to a different number (such as a cell phone or second line)

Important: Do not transfer calls back to the same number you forwarded, as this will create a call loop.

If you stop using AI Receptionist, simply turn off call forwarding.

Need Help?

BloomNation will help you get started, and our support team is always here if you have questions or want help fine-tuning your setup.

AI Receptionist Phone Service