How to Set Up an AI Phone Agent (Step-by-Step)
A practical guide to setting up your first AI phone agent. From account creation to live call handling in under 30 minutes.
Setting up an AI phone agent involves creating an agent, configuring its behavior (greeting, knowledge base, tools), connecting your phone number, and testing. Most platforms require no technical skills and can be completed in under 30 minutes.
Before You Start
Before setting up your AI phone agent, gather: your business phone number (or get a new one from your provider), your business information (hours, services, location, policies), common questions callers ask and their answers, your calendar system credentials (Google or Microsoft) if you want appointment booking, and the phone numbers of team members for call transfer.
Step 1: Create Your AI Agent
Sign up for your AI phone agent platform (like Arbol). Create a new agent and give it a name. Write your agent's instructions in plain language: who it is, what business it represents, how it should behave, and what it should do when different types of calls come in. Think of this as training a new receptionist—explain your business, your preferences, and your expectations.
Step 2: Add Your Knowledge Base
Upload the information your AI needs to answer caller questions: business hours and locations, services and pricing, frequently asked questions, policies (cancellation, refunds, etc.), and any other info callers commonly ask about. You can type this in directly or upload documents. The AI uses this knowledge to answer questions accurately during calls.
Step 3: Connect Your Calendar
If you want your AI to book appointments, connect your Google Calendar or Microsoft 365 account. Set your availability, appointment types (consultation, service, follow-up), appointment durations, buffer times between appointments, and how far in advance callers can book. The AI will check real-time availability and book directly into your calendar.
Step 4: Configure Call Routing
Set up how calls should be handled: define business hours and after-hours behavior, set transfer destinations for different types of calls, configure fallback options (message taking, callback scheduling), and set up emergency routing if needed. Test each routing path by making test calls.
Step 5: Test and Go Live
Before going live, test thoroughly: call your AI and try different scenarios, test appointment booking, call transfers, and FAQ answers. Check edge cases—what happens with unusual requests? Once satisfied, forward your business phone number to your AI. Monitor the first few days of calls closely, reviewing transcripts and adjusting your agent's instructions or knowledge base as needed.
Key Takeaways
- Setup takes under 30 minutes with no technical skills required
- Gather your business info, FAQs, and calendar credentials before starting
- Write agent instructions in plain language—like training a new employee
- Test thoroughly before going live, especially appointment booking and transfers
- Monitor and adjust during the first week based on real call transcripts
Continue reading
Frequently Asked Questions
No. AI phone agent platforms like Arbol are designed for non-technical users. You configure everything through a dashboard using plain language.
Yes. You can update your agent's instructions, knowledge base, calendar settings, and routing rules at any time. Changes take effect immediately.
Review the call transcript, identify what went wrong, and update your agent's instructions or knowledge base. Most issues are solved by adding more context to the knowledge base.
Try Arbol free
See AI phone agents in action with a free demo call.