How do I set up an AI receptionist that rings the business first and only answers if nobody picks up?

This is a very common setup. Many businesses keep their human receptionist, and the AI takes only the calls they cannot answer: lunch breaks, two calls at the same time, and after hours. It is the lowest-risk first step to AI answering, because those calls would otherwise be lost. Calls handled this way can still be recorded because they are routed through Votel. The snapshot library has a ready-made example.

Connecting the business's number. Either port the business number in, so you control what happens when it is called, or, if the owner does not want to port, set up call forwarding with their phone carrier (for example T-Mobile or AT&T) to the number you bought for the agent.

Building the workflow:

1. Go to Agents and click Start from scratch (or start from the client's website to have the system prompt drafted). Create a workflow, for example Call answered workflow.
2. Trigger: Conversation started. Agents are omnichannel, so this covers phone, SMS, email and every other channel. Use the Inbound call trigger if you only want calls.
3. Add a Conversation node with a holding line, such as "Thank you for calling. One moment please while I connect your call to a representative." Delete its routes and turn on Auto continue, because you are not waiting for the caller to answer.
4. Add a Call forwarding step. Set the business hours (for example Monday to Friday, nine to five), the number you call from (outbound caller ID), an optional whisper message the business owner hears, and the number you forward to. The confirm key is on by default. Click Apply.
5. If the business answers, the workflow is done. Route the No answer and Outside hours branches to another Conversation node, such as "All of our representatives are busy, but I can help. I just want to ask you a few quick questions." You can use a different message for after hours.
6. Add an Ask and Save step to capture name, email, phone and custom questions such as what the issue is.
7. Optionally add a Conversation node with routes for what the caller needs (book an appointment, ask a question, request a callback). An appointment route goes to a Booking service node. A callback route can tag the contact and send an email or SMS to the business owner, for example a New Lead Alert with the collected details (use the plus button to insert variables).
8. Optionally end with a Hang up node with a closing line.

You do not have to map out the whole conversation. If a branch ends with nothing connected, the call does not end: the AI stays on the line and the agent's system prompt takes over. Use variables such as the company name in the spoken text, and the auto layout button keeps the canvas organized.

To test, click Test. You can test by voice or by chat (which simulates SMS). Use your own cell number as the forwarding number while testing, not the business owner's, so you do not call them repeatedly.