Knowledge · phone

Setting up an AI phone assistant: ready to go in 5 steps

How to set up an AI phone assistant: define the greeting, add knowledge, set up transfers, test it – explained step by step.

Setting up an AI phone assistant no longer takes days, but minutes: you define a name and a greeting, get your own phone number, and then add knowledge, transfers and a calendar. You don't need a phone system or technical know-how.

Step 1: Create an account and create an agent

With webRichtung phone you sign in with your email address and a one-time code – the account costs 0 euros. Under "My Phone Agents" you create your first assistant. To get started you need exactly two things: a name (e.g. "Reception") and the greeting for the first call – the sentence with which your assistant answers. Phrase it the way your team would answer the phone.

Step 2: Note down the phone number

Your active assistant is immediately reachable under its own phone number – you'll find it on its card. This gives you two options: you hand out the number directly (for example as a service number), or you forward your existing company number to it – for example only when busy, after several rings, or outside business hours.

Step 3: Add knowledge

In the Knowledge Base you store what your assistant should know about your company: opening hours, services, prices, directions, frequently asked questions along with the desired answers. This is the most important lever for quality: the more specific the knowledge, the better the answers. Start with the ten questions your team answers most often on the phone. A proven exercise for this: have everyone on the team write down three questions they answered on the phone this week – together that forms the foundation of your Knowledge Base.

Step 4: Define transfers and behavior

Some matters belong to a human. Under Transfers you define rules: in which cases does the assistant hand over the conversation to which number – for example urgent matters to your mobile phone. You adjust the conversational behavior not via raw configuration, but through an AI assistant: you describe in normal language what should run differently ("Ask for the callback number at the end"), and the instruction is adapted safely and in a structured way. If you like, you can additionally connect a calendar so the assistant can arrange appointments with callers.

Step 5: Make a test call and check the log

Call your assistant yourself. Does it greet you as configured? Does it answer your test questions correctly? Then open the Conversations section: there you'll find your test call with date, duration and an AI summary. This is exactly how you'll be able to follow up on every answered call in the future, without listening to it. On this basis, correct knowledge and behavior – two or three test rounds are usually enough for a clean start.

Costs and trial period

Billing is based on usage via a Credit balance (1 Credit = 1 euro net); the account and users are free. To try it out, you get 15 conversation minutes for free during a 7-day trial period. You'll find the detailed guide with all settings in the documentation – and what an assistant costs in continuous operation in the article AI phone assistant: costs.

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