Sample Prompts for Receptionist Setup

If you are unsure what to enter into Your Information, the examples below provide a useful starting point.

Copy the example for the section you are completing, replace the information in brackets with details about your own business, and add or remove anything that does not apply.

You do not need to write perfectly formatted content.

Provide the important facts about your business and then select Generate with AI to create the final structured content.

Receptionist Instructions

Use this section to explain how you want your receptionist to handle callers and different types of enquiries.

Sample Prompt

Our business is [Company Name].

When someone calls, establish their name and the reason for their call.

For new customer enquiries, find out what service they are interested in and collect appropriate contact details.

For existing customers, establish what they need help with and collect enough information for the enquiry to be handled appropriately.

If the caller wants an appointment, check availability before offering or confirming a time.

If the caller asks to speak with an employee who is unavailable, offer to take a message where appropriate.

For urgent enquiries, collect the caller's name, telephone number and a brief explanation of the problem for follow-up.

Do not invent information, prices, availability, policies or response times.

Never ask callers for passwords, authentication codes, API keys, secret keys or complete payment-card information.

Keep conversations professional, helpful and concise, and avoid asking for information the caller has already provided.

Company Overview

Use this section to explain what your organisation does.

Sample Prompt

Our company is [Company Name].

We are a [type of business] based in [location or service area].

We provide [brief description of the main purpose of the business].

Our customers include [types of customers].

Our main areas of business are [main areas of work].

We serve customers in [locations or geographical areas, if relevant].

The business was established in [year, if relevant] and is [any useful background information].

Our aim is to [brief description of the purpose or customer benefit of the business].

Only describe services and capabilities that we currently provide.

Frequently Asked Questions

Use this section to provide common questions customers ask and the correct answers.

Sample Prompt

Create FAQs using the following information.

What does your company do? [Answer]

What are your opening hours? [Answer]

Where are you located? [Answer]

What areas do you cover? [Answer]

Do I need an appointment? [Answer]

How do I make an appointment? [Answer]

Can I change or cancel an appointment? [Answer]

How can I speak with a member of staff? [Answer]

What services do you provide? [Answer]

How can I get a quotation? [Answer]

What payment methods do you accept? [Answer]

What should I do if I need help? [Answer]

Add any other common customer questions relevant to our business.

Do not create answers where the required information has not been provided.

Products and Services

Use this section to describe the products and services your business currently provides.

Sample Prompt

Our business currently provides the following products and services:

[Product or Service 1] Description: [What it is and what it provides] Suitable for: [Who it is intended for] Appointment required: [Yes/No] Important information: [Any conditions or limitations]

[Product or Service 2] Description: [What it is and what it provides] Suitable for: [Who it is intended for] Appointment required: [Yes/No] Important information: [Any conditions or limitations]

[Product or Service 3] Description: [What it is and what it provides] Suitable for: [Who it is intended for] Appointment required: [Yes/No] Important information: [Any conditions or limitations]

Customers interested in a service should [explain the appropriate next step].

Pricing information: [provide pricing information or explain how pricing is obtained].

Only include products and services we currently provide.

Do not invent prices, availability, guarantees, features or services.

Additional Information

Use this section for important business information that does not naturally belong in the other sections.

Sample Prompt

The following additional information applies to our business:

Our normal operating arrangements are: [Provide relevant information]

Important customer-handling rules: [Provide relevant rules]

Appointment requirements: [Provide any special appointment rules]

Cancellation or rescheduling information: [Provide relevant information]

Important security requirements: [Provide relevant information]

Human follow-up should be arranged when: [Describe relevant situations]

Special instructions for out-of-hours enquiries: [Provide relevant information]

Important service limitations: [Provide relevant information]

Other information the receptionist should know: [Provide anything else that may help]

Do not invent information when the required details are unavailable.

Do not quote prices, guarantees, response times or contractual terms unless they have been explicitly provided.

Never request passwords, authentication codes, API keys, secret keys or complete payment-card information.

Tips for writing Your Information

You do not need to write instructions like an AI prompt.

Write naturally and provide the facts Cognivox needs.

For example:

We are a plumbing company covering Glasgow and Lanarkshire. We provide emergency plumbing, boiler repairs and bathroom installations. Emergency calls should collect the caller's name, telephone number, postcode and a brief description of the problem.

This is more useful than trying to create complicated AI instructions yourself.

Be specific

The more accurate your source information is, the more useful the Generated Content can be.

Instead of:

We provide lots of different services.

write:

We provide domestic plumbing repairs, boiler servicing, boiler installation, bathroom installation and emergency plumbing.

Leave unknown information out

You do not need to provide an answer for everything.

If you do not know something or it varies according to circumstances, say so.

For example:

Prices depend on the work required and should not be quoted without an assessment.

This is preferable to providing information that may be inaccurate.

Review Generated Content

After entering your information, select Generate with AI.

Cognivox will create the final structured content for the section.

Always review the Generated Content before continuing.

Correct or remove anything that:

• Is inaccurate
• Does not apply to your business
• Has been assumed
• Describes a service you do not provide
• Contains an incorrect price
• Makes an unsupported promise

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