Business basics
- Business name and website
- Owner or manager contact
- Primary business phone number
- Phone provider, if known
- Alert email and alert phone
Client onboarding
The information needed to launch a clean pilot.
This page shows the setup requirements for paid launch partners. It makes the pilot feel concrete, low-risk, and operationally serious.
Setup checklist
We collect the rules before the AI ever answers live callers.
The strongest launches are narrow and specific. These details help Softstream collect the right information, avoid risky promises, and route urgent leads to the right person.
Send onboarding detailsService rules
- Service area and excluded cities
- Services offered
- Business hours and after-hours rules
- Emergency definitions
- Diagnostic or service call fee language
Call handling
- What counts as urgent
- When to route to owner or dispatcher
- When to only take a message
- What to do with existing customers
- What the AI should never promise
Testing scenarios
- Normal AC repair request
- Urgent no-cool after-hours call
- Out-of-area caller
- Warranty or existing customer
- Caller asks for a human
Launch plan
A narrow pilot should be live in days, not weeks.
The first build is focused on the highest-value call gap: missed, busy, after-hours, and urgent no-cool calls that need a fast handoff.
Collect rules
Confirm hours, service area, urgent-call definitions, call scope, and who receives alerts.
Build flow
Create the greeting, required questions, safe language, routing rules, and lead summary format.
Test calls
Run normal repair, urgent no-cool, out-of-area, warranty, and human-request scenarios.
Review
Approve transcripts, summaries, urgency labels, and what the receptionist should never promise.
Launch
Turn on forwarding for the approved call window and monitor the first answered calls closely.
Reporting rhythm
The first calls decide what gets improved.
Reporting stays practical: what was answered, what was qualified, what was urgent, and whether the handoff helped the team respond faster.
First 3 days
Daily checks on answered calls, qualified leads, missed questions, routing issues, and client feedback.
Weekly review
Calls answered, qualified HVAC leads, urgent alerts, common issues, and tuning recommendations.
Month-end review
Look at captured opportunities, booked jobs if reported by the client, and whether to expand scope.
Client responsibility
The system can capture and route the lead. The business still needs fast follow-up to win the job.
Before payment
Demos, sample flows, pilot scope, and onboarding requirements can be reviewed before a paid setup starts.
After payment
The custom production setup is built around the approved call rules, routing preferences, and test scenarios.
Guardrails
No revenue guarantee, no unapproved pricing promises, and no claim that the receptionist replaces staff.
Retention
The pilot should prove captured opportunities, useful summaries, and a follow-up process worth keeping.
Before payment
Use the demo to confirm the pilot scope.
Production setup starts after a launch partner approves the pilot scope and the agreed setup terms.