How to Set Up an AI Receptionist for Your Grooming Salon

Quick answer: To set up Teddy's AI receptionist, fill in the training form with your hours, services and policies, tell it clearly that you're appointment-only, give it a few days to learn your business, then forward busy or missed calls to its number. When it picks up a call, it texts the caller a link to your online booking so they can request a time. It doesn't book straight into your calendar. The AI receptionist is only on the Plus plan at $199 a month, which includes online booking.

If you already know you want an AI receptionist, the next question is how to set it up so it fits your shop. This guide walks through it step by step, from the training form to the first week of calls.

New to the idea? Start with the AI receptionist page for what it does. This post is the how-to.

Before you start

You need three things:

• The Plus plan. The AI receptionist is included on Plus at $199 a month.
• Your shop details. Hours, services, prices, the breeds or sizes you take, and your policies.
• Access to your phone settings, so you can forward calls.

Step 1: Fill in the training form

Setup starts with a short training form. Your answers become what the receptionist knows about your business. Be specific, because vague answers lead to vague calls.

• Hours: the days and times you work, plus holidays you're closed.
• Services: what you offer, what each includes, and how long it takes.
• Pricing: your prices or price ranges, and what changes them, like size or coat condition.
• Who you take: any breeds, sizes or temperaments you don't groom.
• Policies: cancellations, late arrivals, matted coats, vaccines.

Step 2: Tell it you're appointment-only

This is the step most shops skip, and it's the one callers ask about most. If you don't take walk-ins, say so plainly in your policies:

"We are appointment-only. We don't take walk-ins. Every dog needs a booked appointment before drop-off."

Then add the details a caller will want next:

• How to get an appointment
• How far ahead you usually book
• What happens if someone shows up without one

Write it the way you'd say it at the counter. Clear, friendly and short works best.

Step 3: Give it time to learn

After you submit the form, Teddy's AI spends a few days studying your business before it starts taking calls. Use that time to set up forwarding and tell your team what to expect.

Step 4: Forward busy and missed calls

You don't change your number. The receptionist has its own number, and you forward calls to it, for example when you're busy, after hours, or when nobody picks up. Your clients keep calling the number they already know.

Step 5: Know what happens on a call

When someone calls and you can't pick up, the receptionist texts them a link to your online booking. They choose a service and request a time, and the request lands in Teddy for you to review. It doesn't book anything straight into your calendar, so nothing is added until you confirm it.

That's why it needs online booking, which comes with Core and up and is included in Plus. You can't add the AI receptionist on Budget or Core. It's a Plus feature.

It's built for overflow and after-hours calls. It doesn't replace you or your front desk. It catches the calls you can't take.

Step 6: Review the first week of calls

Call logs are available right away in the app. In the first week, read them closely:

• Did it explain appointment-only clearly?
• Did it get your prices and services right?
• Were there questions it couldn't answer?

When you spot a gap, update your answers so the next caller gets it right.

Setup checklist

1. Plus plan active.
2. Training form filled in with hours, services, pricing and policies.
3. Appointment-only rule written plainly, with how to book.
4. A few days for the AI to learn your business.
5. Call forwarding on for busy, after-hours or missed calls.
6. First week of call logs reviewed and answers updated.

How it fits with the rest of Teddy

The receptionist handles the phone. The rest of Teddy handles the book: the calendar, client records, unlimited two-way texting and Ask Teddy are on every plan, and Plus adds the AI receptionist, review boosting, unlimited groomers, multi-location support and priority support. Compare plans on the pricing page.

Ready to catch the calls you miss? Get started for free.

Frequently Asked Questions

Which Teddy plan includes the AI receptionist?

The AI receptionist is included on the Plus plan at $199 a month.

How do I tell the AI receptionist I'm appointment-only?

Write it plainly in the policies part of the training form, like "We are appointment-only and don't take walk-ins." Add how clients can get an appointment and how far ahead you usually book.

Do I have to change my phone number?

No. The AI receptionist has its own number, and you forward busy or missed calls to it. Clients keep calling your usual number.

How long does setup take?

The training form is short. After you submit it, Teddy's AI spends a few days learning your business before it starts handling calls.

Can I see what the AI receptionist said?

Yes. Call logs are available in the app, so you can check how calls went and update your training details.