Adding Your Company Overview

The Overview stage is the fifth step in Receptionist Setup.

This stage provides Cognivox with a clear description of your business.

The information helps your AI receptionist understand what your organisation does and provides important background knowledge when answering customer enquiries.

What is the Company Overview?

The Company Overview is a general description of your organisation.

It should give the receptionist enough information to understand the nature and purpose of your business without trying to describe every individual product, service or policy.

More detailed information will be added in the later FAQs, Services and Additional stages.

What information should I provide?

Useful information can include:

• Your company name
• What your business does
• The type of customers you serve
• Your main areas of business
• The industries or markets you operate in
• Important characteristics of your organisation
• Who operates or owns the service where relevant
• The general purpose of your business

Focus on information that would help a receptionist understand and explain your business to a customer.

Describe what your business does

Start with a clear explanation of your organisation.

For example:

We provide professional accountancy services to individuals and businesses, including bookkeeping, annual accounts, payroll and tax services.

or:

We are a dental practice providing general and private dental treatment, examinations and appointments for patients.

The description does not need to use marketing language.

Clear factual information is usually more useful to the AI receptionist.

Describe your customers

Where relevant, explain who normally uses your products or services.

For example:

• Individuals
• Small businesses
• Large organisations
• Existing customers
• Healthcare patients
• Property owners
• Tenants
• Professional organisations
• Members of the public

This can help Cognivox understand the context of customer enquiries.

Include important background information

You can include useful background information that helps explain your organisation.

For example:

• The organisation that operates the business
• Whether you provide services nationally or locally
• Your primary business sector
• Your main purpose
• Important characteristics of the service

Only include information that is relevant to customer enquiries.

Avoid unnecessary detail

The Company Overview should provide context rather than contain every piece of information about your business.

Detailed information about specific products and services should be added during the Services stage.

Common customer questions and answers should be added during the FAQs stage.

Special rules or operational information may be more appropriate in Receptionist Instructions or Additional Information.

Keep the information factual

The Company Overview becomes part of the business knowledge available to your Cognivox receptionist.

Make sure the information is accurate.

Avoid including:

• Services you do not currently provide
• Planned features presented as currently available
• Unsupported claims
• Unverified information
• Guarantees you cannot make
• Outdated company information

If information changes, update your Cognivox configuration so the receptionist continues to provide accurate answers.

Your Information

Enter information about your business into the Your Information area.

You do not need to write the final Company Overview yourself.

Provide the important facts and information you want Cognivox to understand.

Cognivox can then structure this information into a suitable Company Overview.

Generate with AI

When you have provided the relevant company information, select Generate with AI.

Cognivox will analyse the information you supplied and create a structured Company Overview.

The result will appear in Generated Content.

Generated Content

The Generated Content is the final Company Overview that will be saved as part of your company knowledge.

Read the generated content carefully before continuing.

Check that it correctly describes:

• Who your organisation is
• What your organisation does
• Who your customers are
• Your main areas of business
• Any important background information you supplied

You can edit the Generated Content directly if anything needs to be corrected or clarified.

Your Information versus Generated Content

The two areas have different purposes.

Your Information

This contains the source information you provide to Cognivox.

It is used by Generate with AI to create the Company Overview.

Generated Content

This contains the final structured Company Overview.

The Generated Content is the information saved for use by your Cognivox receptionist.

Always review the Generated Content before continuing.

Avoid duplication

You do not need to include detailed answers to every possible customer question in the Company Overview.

The remaining setup stages provide dedicated areas for:

Frequently Asked Questions

Common customer questions and their correct answers.

Products and Services

Detailed information about what your business provides.

Additional Information

Useful information that does not naturally belong in the other sections.

Keeping information in the appropriate section makes your company knowledge easier to maintain.

How Cognivox uses the Company Overview

The Company Overview becomes part of the company knowledge available to your AI receptionist.

It can help Cognivox answer general questions such as:

• What does your company do?
• What type of business are you?
• Who do you provide services to?
• What does your organisation specialise in?
• Can you tell me about the company?

The receptionist should use the information you have supplied rather than inventing facts that are not available.

Review your Company Overview

Before continuing, check:

• The company name is correct.
• The description accurately explains what your business does.
• Important areas of business are represented correctly.
• Customer types are accurate where included.
• There are no invented products or services.
• There are no outdated claims.
• The Generated Content contains the final information you want the receptionist to use.

Continue to the next stage

When you are satisfied with the Generated Content, select Continue.

Your Company Overview will be saved and you can proceed to the FAQs stage, where you will provide answers to common customer questions.