Your AI Front Desk youraifrontdesk.com

Phone system integration form

Tell us about your phone system and how you want calls handled. Our engineers use your answers to connect your PBX to your AI receptionist.

About 5 minutes Confidential

Your information is kept strictly confidential. It is used only to plan and configure the integration with your phone system, is accessible to our integration team alone, and is never shared with third parties. Please don't enter passwords or SIP credentials; we'll arrange a secure exchange for those.

Business & Contact

Who we'll work with during setup.

Enter your business name.
Enter a contact name.
Enter a valid email address.
Enter a phone number.

Departments

Tell us which departments callers can be transferred to. Each department becomes a destination the AI agent can route calls to. You'll use this list in the next steps.

Enter a number from 1 to 20.

Department details

Add one department per card. Give it a name and the words callers say to the AI agent when they ask for it. If the same department operates at more than one location, add it once for each location and fill in its location.

Call Handling

Choose what callers experience when they dial in, and when you're open.

How should incoming calls be handled?*
Choose how calls should be handled.

IVR menu options

Assign each menu key to one of the departments you added.

Complete every menu option: choose a department, how its calls are handled, and the extension number if you select Extension.

Business hours

Set the days and times your team is available to take transferred calls.

All opening hours below use this time zone.
Weekly schedule*
Turn a day off if you're closed. Hours are the same every week.
Open at least one day.

Your Phone System

Technical details about the phone system your business uses today.

Your IT team or phone provider can help with these.This step asks for technical details about your phone system. Share it with whoever manages your phones so every answer is accurate.

The phone system your business uses today.
Enter your PBX brand and model.
Who provides your phone numbers (DIDs).
Where is your PBX hosted?*
Choose where your PBX is hosted.
Who manages your PBX?*
Choose who manages your PBX.
Calls your system can handle at once.
A rough estimate is fine.

Numbers & Transfers

How calls reach your AI agent, and how the AI agent reaches your departments.

Your IT team or phone provider can help with these.Call forwarding and transfer details are set up in your phone system or with your carrier. Share this step with whoever manages your phones.

Why we need your main business number: This is the number your customers already call. Calls will be forwarded to your dedicated Your AI Front Desk number so the AI agent can answer them. We use it to configure your agent and test forwarding before go-live. Your customers keep using the same number. Forwarding is configured on your side (through your PBX or carrier); we'll provide the destination number once it's ready.

The number on your website, Google listing and signage. Its calls will be forwarded to Your AI Front Desk.
Enter your main business number.

Transfer method

How the AI agent connects a caller to each of your departments.

Choose a transfer method.

Transfer details

SIP connection

Shared settings for all departments: how your PBX accepts SIP transfers.

Needed if you entered extensions only, so we know where to send them.
Transport & port
Authentication

Don't enter SIP usernames or passwords here. If credentials are required, we'll share a secure method to exchange them.

If no one answers a transfer

What should happen when the department doesn't pick up?

Enter a backup number.

Continuity Number

A second line on your phone system that keeps your service available 24/7. Calls stay on the AI route as usual; if one ever can't be delivered to the AI agent, for example during carrier or network maintenance, it passes automatically to this number. Callers are connected as normal and never hear a busy tone or silence.

Your IT team or phone provider can help with this.The continuity number is set up in your phone system or with your carrier. Share this step with whoever manages your phones.

How your two numbers are set up

Your main business number is forwarded to the AI agent. Your continuity number is never forwarded: it goes straight to the IVR menu your main business number uses today, so callers always reach your team.

Main business numberThe number customers call Forwarded to the AI Your AI Front Desk numberThe AI agent answers Same settings Continuity numberBackup line on your phone system Goes straight to your IVR Never forwarded to the AI Your current IVR menuSame menu callers hear today Main business numberThe number customers call Forwarded to the AI Your AI Front Desk numberThe AI agent answers Continuity numberSame settings as your main business number Goes straight to your IVR Never forwarded to the AI Your current IVR menuSame menu callers hear today

Set it up exactly like your main business number:

  • Same IVR menu and greeting callers hear on your main business number today
  • Same ring groups and departments, with the same business hours and after-hours handling
  • Not forwarded to Your AI Front Desk; calls stay on your own phone system
  • A different number from your main business number
Do you have a number ready for this?*
Choose an option.
Customers never dial this number. It's used only behind the scenes.
Enter your continuity number.
Please confirm the number is set up like your main business number.

No problem. Our integration team will work with you or your phone provider to set one up before go-live.

Final Details

A few last points, then send.

Scheduling, EHR, CRM, etc.
Should AI calls be recorded?
Please confirm to continue.
Step 1 of 7

Integration details sent

Thank you. A copy of your answers has been emailed to you. Our integration team will review your phone system details and contact you shortly to schedule the next steps.

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