AI Receptionist Overview

Yeastar P-Series Software Edition provides an AI receptionist feature, which functions as a lifelike front-desk assistant. It automatically answers calls, greets callers, answers questions based on your custom knowledge base, and intelligently routes calls to the appropriate destinations, helping minimize repetitive call handling while ensuring consistent service delivery.

Requirements

To use the AI receptionist feature, make sure the following requirements are met on the PBX:
Firmware
The firmware of Yeastar P-Series Software Edition is 83.22.0.134 or later.
Subscription
The AI Receptionist feature includes 60 one-time free minutes with your plan subscription. To expand AI receptionist minutes, subscribe to the following add-on service(s) (Path: Plan > Add-on Subscription).
  • AI Receptionist (One-Time Capacity): One-time receptionist minutes. When used up, you need to purchase additional capacity.
  • AI Receptionist (Monthly Quota Pack): Monthly subscription pack with a fixed quota of 200 minutes that resets each month; unused minutes do not roll over to the next month.
Note: If both services are subscribed, minutes are deducted from the monthly quota pack first.
Network
  • The PBX is able to access the Internet.
  • The PBX is accessible via a domain name, either through Yeastar FQDN or a NAT-mapped domain (Yeastar Domain or External Host). The requirements vary by domain type, as listed below.
    Domain Type Requirement
    Yeastar FQDN The SIP access feature should be enabled (Path: System > Network > Yeastar FQDN > Features > SIP Access).
    NAT-mapped domain
    • The PBX has installed a valid domain certificate issued by a trusted CA (uploaded on Security > Security Settings > Certificates).

    • If the Allowed Country/Region IP Access Protection feature is enabled on the PBX (Path: Security > Security Settings > Allowed Country IPs), allow the access of the following countries based on the PBX's location:
      • Germany (DE) - for PBX in Europe
      • United States of America (US) - for PBX in other regions
    • If your company has multiple public IP addresses, ensure the PBX domain name is resolved to the specific public IP address that the PBX uses for outbound SIP and RTP traffic to prevent one-way audio call issue.
SIP Settings
The SIP TCP port is enabled to ensure AI receptionist call connectivity (Path: PBX Settings > SIP Settings > General > Basic).
Note: A system reboot is required after enabling this setting for the change to take effect.

Highlights

24/7 Always-on Receptionist
AI receptionists operate 24/7 to answer incoming calls instantly. Each receptionist supports up to 10 concurrent calls, ensuring callers receive immediate attention even during peak periods.
Multi-language Support
AI receptionists can communicate with callers in multiple languages. They can identify the language a caller is speaking and automatically respond in that language, providing a seamless experience for multilingual callers.
Customizable Personality and Skills
You can customize voice profiles, languages, and greetings to align with your brand. Enable or disable individual skills, including intent-based transfer, dial-by-name, and knowledge base access, to tailor the AI's capabilities to your specific requirements.
Knowledge-based Automatic Replies
Upload FAQs, product documentation, or other guides to the knowledge base and assign them to desired AI receptionists. The AI receptionist retrieves relevant information in real time to answer common questions and handle routine inquiries, reducing the workload on your team.
Intent-based Call Routing
AI receptionist identifies caller intent from natural conversation and instantly transfers the call to the right department or extension based on names, keywords, or other custom routing rules. This ensures callers are connected to the right person or team on the first attempt, reducing misdirected calls and improving first-call resolution.

Guidances

Set up AI receptionist
Follow these steps to get your AI receptionist up and running.
  1. Create an AI Receptionist

    Set up a new AI receptionist and configure basic settings, such as name, receptionist number, language, voice profile, company information, greetings, etc.

    For more information, see Create an AI Receptionist.

  2. Upload knowledges

    Add well-organized contents to the knowledge base, such as frequently asked questions with detailed answers, documents, or website URLs. Regularly review and update the contents to keep information accurate and relevant. The AI receptionist will search the knowledge base in real-time during calls to provide accurate information.

    For more information, see Add Contents to Knowledge Base.

  3. Manage skills for an AI receptionist

    Enable or disable capabilities such as greeting, knowledge base access, dial by name, or intent-based transfer to tailor the AI to your needs.

    For more information, see Manage Skills for an AI Receptionist.

  4. Test an AI receptionist online

    Make test calls or send chat messages to simulate customer scenarios, and verify response accuracy and overall performance.

    For more information, see Test an AI Receptionist.

  5. Adjust the AI receptionist

    Adjust language, voice, speech rate, or call settings based on test results or changing business requirements. Update company information as needed so that the AI receptionist can provide callers with the latest information about your company.

    For more information, see Update Settings of an AI Receptionist and Update Company Information for an AI Receptionist.

  6. Use the AI receptionist for live calls

    After configuration and testing, you can make the AI receptionist available to handle real customer calls. The AI receptionist can be reached using the following methods:

    Method Description
    Direct access Users can reach the AI receptionist by dialing its number directly:
    Call routing destination You can add the AI receptionist as a destination for the following features to route calls to the AI receptionist.
    • Inbound route
    • IVR
    • Call Flow transfer component
    • Service number in the Hotel Management Module
Monitor usage and call performance
Monitor your AI receptionist's usage and call statistics to ensure optimal performance.
Item Description
Track usage capacity
  • You can view the AI receptionist usage from the following location:
    • Dashboard

    • Add-on Subscription

  • The system automatically tracks usage and triggers the following events when specific thresholds are reached:
    • Your AI Receptionist Usage is Reaching the Capacity Limit: Triggered when the used capacity of either one-time capacity or monthly quota pack has reached pre-configured capacity thresholds.
    • AI Receptionist Limit Reached: Triggered when the used capacity of both one-time capacity and monthly quota pack has reached the capacity limit.

    For more information, see Event Notification Overview.
Review call performance
  • Check the call details and transcripts in CDR (Path: Reports and Recordings > CDR (Advanced) > Details).

    You can view the entire process of the call, and access full conversation transcripts and summary to review exactly what was discussed, or listen to call recordings to evaluate interaction quality.

  • Review the call report for the AI receptionist (Path: Reports and Recordings > Call Reports > Default Reports > AI Reports).

    You can access the AI receptionist's call statistics from an AI Receptionist Call Activity call report. Key metrics include call volume, transfer rates, and call duration, etc.

    For more information about the report, see Access AI Receptionist Call Activity Report.