GemVoice User Guide

GemVoice is an AI receptionist for your business phone. It answers calls

the way a good front-desk person would: it greets callers, answers

questions about your business, takes messages, and passes important

calls to you. This guide is written for business owners — no technical

background needed.

When someone calls, your receptionist answers right away — it never

puts anyone on hold and never misses a call, including nights and

weekends. It can:

• Answer questions about your hours, prices, services, and

location, using information you give it. If it doesn't know

something, it says so and offers to take a message — it never makes

things up.

• Take messages with the caller's name, number, and what they

need. Messages appear in your call history the moment the call ends.

• Transfer calls to you when a caller needs the real you. You

choose the number it transfers to.

• Keep a written record of every call, so you can read what

happened in less time than listening to a voicemail.

From Voice agents, choose New agent and pick your type of

business — dental office, home services, salon, law office,

restaurant, or start from scratch. The template fills in a sensible

personality and greeting for that kind of business.

You land in the editor, where everything is changeable:

• Greeting — the first thing callers hear. Keep it short and warm.
• Voice — pick from the voice menu. Save, then restart your test

call to hear the difference.

• Persona — a plain-language description of who your receptionist

is and how it should behave. Write it like instructions to a new

hire: "You're the receptionist for Baxter Dental. Be warm and brief.

New patients should be offered a Tuesday or Thursday slot."

Open the Knowledge section and give your receptionist the facts it

should answer from: paste your price list, hours, and policies, or

import a page straight from your website (your FAQ page is perfect).

Short facts are fine — "Parking: free lot behind the building" is a

perfectly good entry. Give each pasted note a label like "Pricing" or

"Parking" so the receptionist knows what it's about.

Your receptionist only answers from what you've given it. If a caller

asks something outside its knowledge, it says it's not sure and offers

to take a message.

The Test call panel sits beside the editor. Press Start call,

allow microphone access (headphones are best), and talk to your

receptionist exactly like a caller would. Ask about prices. Try to

leave a message. Interrupt it mid-sentence — it stops and listens,

like a person.

Made a change in the editor? Save, then restart the test call to hear

it. Test calls are free on every plan.

Call history lists every call — test calls and real ones — with

the full written conversation. When a caller leaves a message, you'll

see it in the transcript with their name and number. Each call also

shows how long it lasted.

In the editor's Actions section, enter your cell (or any number)

under "Transfer to a human." From then on, when a caller asks for a

person — or asks for something only you can handle — the receptionist

says it's transferring them and connects the call to your phone.

Leave the field empty and the receptionist takes messages instead.

Test calls in the browser work on every plan, with no phone number

needed. Real phone numbers are included with paid plans — number

setup from your dashboard is rolling out now; if you don't see it yet,

it's coming to your account shortly.

Plans include a monthly allowance of talk minutes; the plans differ

only in minutes, phone numbers, and how many calls can happen at

once. If you run low, you can add more minutes any time as a one-time

top-up — there are no surprise overage charges, ever. Unused minutes

roll over month to month, up to one month's worth.

Will callers know it's an AI? Callers hear a natural voice that

responds instantly and handles interruptions. We recommend being

upfront — many businesses add "I'm the automated assistant" to their

greeting. It builds trust and callers rarely mind.

What if it can't answer something? It says so, politely, and

offers to take a message or transfer the call. It never invents

answers.

Can I have different receptionists for different lines? Yes —

create as many agents as you like and give each its own number,

personality, and knowledge.

Is my call data private? Transcripts belong to your account and

are never shared. You can delete an agent and its history at any time.