Guides for your AI receptionist

How Ahoya works: the whole system

Ahoya is an AI voice receptionist for your business. It answers the phone, understands what each caller wants, books appointments, reminds customers, and tells your team — and you can have it answer every call or only the ones you miss.

4 min read

Answering modes: Full AI, AI Backup, and Ring Me First

Decide when Ahoya picks up. AI Backup answers only the calls you miss, Full AI answers every call 24/7, and Ring Me First rings your cell first and lets the AI catch the rest — all set by forwarding your number, with no porting.

4 min read

Industry templates: how your vertical tunes the AI

Picking your industry loads a template built for that trade — it shapes the greeting, what the receptionist captures, and what it treats as urgent — so the AI sounds like it works at your business, not a generic bot.

3 min read

Sign up and verify your email

Create your Ahoya account with an email and password or with Google, then confirm your email address to unlock onboarding.

2 min read

Onboarding: paste your website, go live in ~5 minutes

Ahoya reads your website to draft your receptionist, you review the details and pick a voice, and we provision a real phone number — end to end in about five minutes.

5 min read

Get a number, or forward your existing one

Use the number Ahoya provisions during onboarding, keep the number your callers already dial by forwarding it, or buy a new local number — whichever fits your setup.

5 min read

Review calls: transcripts, summaries, and intents

Every call is transcribed and recorded, summarised, and tagged with what the caller wanted — so you can see exactly what happened without listening to a voicemail.

3 min read

Manage bookings: confirm, edit, and archive

When a caller books, it lands in your Bookings inbox. Confirm it to lock it in (and schedule a reminder), edit the details, or archive it — all without leaving the dashboard.

3 min read

SMS appointment reminders

Once you confirm a booking, Ahoya texts the customer a reminder an hour before the appointment and tracks whether it was delivered — so fewer people no-show.

3 min read

Team members and per-intent call routing

Add the people who should hear about calls, and route each type of call to the right person — so an emergency reaches your on-call tech while a routine booking goes to the front desk.

4 min read

Customize your receptionist (the assistant editor)

The assistant editor is where you shape everything the AI knows and how it sounds — business info, hours, services, FAQs, voice, language, personality, and, on paid plans, the AI model and custom instructions. Changes sync to your live receptionist.

5 min read

Missed-call text-back

Automatically text callers you miss so the lead isn't lost. When a call goes unanswered or to voicemail, Ahoya sends the caller a short SMS from your own number — separate from appointment reminders.

3 min read

See your numbers: the analytics dashboard

The analytics dashboard shows how your phone is really performing — calls per day, how many turn into captured bookings or messages, the mix of outcomes, and when calls come in — over the last 30 days.

2 min read

Integrations: calendar, webhooks, and Zapier

Send bookings and call data into the tools you already use — a native Cal.com connection, a signed outbound webhook to your own systems, and Zapier for everything else.

5 min read

Billing and plans

Start free, then move to a paid plan when you're ready. Manage your subscription, payment method, and invoices from the billing portal in your dashboard.

3 min read

Refer a business, earn account credit

Share your referral link. A business you refer gets 50% off their first two months, and once they've stayed and paid for two months you earn a $49 credit on your own account.

2 min read

Recording, consent, and data privacy

Every call is recorded and transcribed so you have a full record. Ahoya plays a consent disclosure where two-party-consent law requires it, the AI answers honestly if asked whether it's a bot, and data you send onward is signed and verifiable.

3 min read