Free guide · 28-page PDF
The AI receptionist setup guide.
Answer routine calls.
Book genuine appointments.
Keep a human route.
A practical first pilot for clinics, spas and appointment-based businesses. From your first business rule to your final test call.
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A CONSIDERED FIRST STEP.
pages of practical guidance
a two-part receptionist prompt
test scenarios before launch
A LOOK INSIDE
From first idea
to a tested pilot.
Real pages. Practical steps.
Here is what you will work through.
01THE FOUNDATION
Your business rules. Written down first.
Give the receptionist a clear brief before you give it a voice. Start with one service, one calendar and the answers your team has approved.
- A fill-in workbook for hours, services and booking rules
- A worked route using Retell AI, Cal.com and Twilio
- Calendar conflict checks and a UK number setup walkthrough
From the guide · Page 05 of 28 02THE CONVERSATION
A useful prompt. With clear boundaries.
Adapt the two-part prompt to your business. Connect real availability and booking tools, then check what happens in the calendar, not just what the assistant says.
- A copy-and-paste prompt with placeholders to make it yours
- Steps for checking availability and confirming a booking
- A tested exit route when the caller needs a person
From the guide · Page 10 of 28 03THE REAL-WORLD CHECK
Test the calls you hope not to get.
A natural-sounding conversation is only the start. Test the awkward dates, unavailable slots and failed transfers before your customers depend on it.
- 20 scenarios covering bookings, failures and handover
- Privacy, retention and supplier checks before launch
- A staged pilot, rollback plan and final sign-off checklist
From the guide · Page 21 of 28
YOUR NEXT STEP
Start small.
Build with confidence.
Take the workbook, the prompt and the test plan. Work through them at your own pace, with a clear route back to a person.
28 pages. Yours to work through.
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BEFORE YOU START
A few things
worth knowing.
A clear scope makes a better first step.
What tools does the guide use?
The worked pilot uses Retell AI for the conversation, Cal.com for appointment rules and bookings, and Twilio for a UK telephone connection. Begin with one location, one practitioner or resource, one appointment type and one language. The PDF includes links to the primary documentation checked on 12 October 2026.
Can I keep my existing booking system?
Your existing booking platform should remain the authoritative appointment record. Check that a supported integration can both read availability and create the right booking. Where that is not available, start with approved FAQs and a human handover. FSS can help assess workflow automation and integrations.
Is the whole setup free?
The guide is free. Voice usage, telephone numbers, scheduling features, messages and operational support can have separate costs. The guide explains the cost layers and includes an illustrative budget, not a quote. Verify supplier plans and prices before purchasing.
Is this suitable for a clinic?
The starter scope is administrative: routine information, new bookings and a route to a person. It is not clinical advice, diagnosis or triage. Begin with fictional callers and appointments. Complete the relevant clinical, privacy and vendor checks before handling real patient calls. The guide does not certify a system as compliant.
Who wrote it, and where can I get help?
The guide is by Jean-Fidele Ntagengwa, founder of FSS. It is a practical setup and testing guide, not a hosted receptionist service. If you would prefer help with implementation, tell FSS about your business and booking system. Please do not send patient or customer records.
THE NEXT CALL IS A PLACE TO START.