Business portal

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Manage your receptionist, business knowledge, and appointments.

Business portal

Business Name

Test the receptionist, manage leads, and keep business details up to date.

Idle

Ready to test the receptionist

Start a browser call to test how the agent answers customers.

Mic chunks: 0 | Agent audio chunks: 0 | Audio seconds: 0.0

Business tools

Manage business

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Business information

These details tell the receptionist what the business does, where it works, and how customers can book.

Agent basics

Choose the public-facing name, voice, and language for this business receptionist.

Timezone and follow-up hours

Set the business timezone and the hours automated follow-up texts are allowed to send.

Spam protection

Block repeat spam callers before the receptionist answers, so obvious abuse does not start an AI call session. Use 0 to disable a numeric rule.

Questions to ask

Fields the receptionist should collect from callers and form leads.

Knowledge base

Answers the receptionist can use when customers ask common questions.

Columns: question, answer, category

Prices

Service prices or pricing rules the receptionist can explain.

Columns: item, description, price, price_type, currency, category

Call transfers

Add departments or people the receptionist can offer when a caller needs a human or asks something outside the configured answers.

Calendar

Set appointment rules and see booked or requested times.

Booking system

Use RingPort's internal calendar or connect an external booking system.

Vagaro is not connected.

Book or edit an appointment

Choose an open time from the schedule or enter a time manually.

Schedule

Available Booked Requested

Booked and requested

CRM

Inbound call leads, outbound ad/form leads, follow-up rules, and customer history.

Inbound leads

Incoming call leads and post-call follow-up status.

Incoming call rules

Global behavior the receptionist follows during live inbound calls.

Inbound follow-up messages

Templates for missed-call follow-up and appointment reminder texts.

Booking follow-up sequence

Texts for customers who received a booking link but have not completed the booking yet.

Trigger Booking link sent

Agent sends the tracked Vagaro booking link to the caller.

Tracked per lead
Customer action
If not clicked
If clicked, not booked
Final reminder
Stop rules
Customer replies: mark lead as Needs reply. Vagaro webhook matches: mark as Booked.
Variables: {{business_name}}, {{customer_name}}, {{customer_phone}}, {{booking_link}}, {{service}}, {{professional}}, {{requested_time}}

Smart review and complaint recovery

Ask satisfied customers for reviews and route unhappy customers to management.

Review recovery sequence

The agent routes happy customers to reviews and unhappy customers to management.

Trigger Service completed

Agent asks whether the customer is happy with the service.

Customer sentiment
If happy
If not happy
Review page
Review service buttons

Customers choose where to leave the review.

Management
Happy customer: send review page. Unhappy customer: notify manager and keep lead as Needs reply.

Outbound qualification agent

Rules for calling ad/form leads, retrying no-answer calls, and updating CRM outcomes.

Lead webhook

Receive website, ad, and form leads into CRM, then test or audit the intake activity.

Webhook URL

Post new website, ad, or form leads to this URL. Rotating the URL disables the old one.

API docs
Accepted fields: name, phone, email, service, source, notes.

Webhook activity

Latest accepted, duplicate, rejected, and failed form submissions.

Webhook test

Send a sample form payload through the same intake path used by the public webhook.

Messages

Customer text threads, review requests, complaint escalations, setup links, and reminders.

Billing and credits

Call minutes, messages, credit deductions, and low-balance visibility.

Billing

Loading billing status.