Loading ServiceTooly
AI & Integrations | Workspace

Use the AI Office Manager

Set up the assistant, give it approved business knowledge, and use it for calls, customers, scheduling, quotes, follow-up, and office work.

Sign in to your company workspace to use the related controls.

Open related section
Feature-specific ServiceTooly wireframe for Use the AI Office Manager
This wireframe is generated from the feature names and steps in this guide, so it stays aligned with the instructions even when labels vary by role or plan.

What this section includes

  • Open the correct AI workspace
  • Add the facts the assistant may use
  • Choose permissions and approval rules
  • Ask for a clear result
  • Answer the follow-up questions
  • Review, confirm, and verify
  • Choose English, Spanish, or automatic detection
  • Understand payment and minutes
  • Monitor activity and usage

Start-to-finish instructions

  1. Open the correct AI workspace

    Launch from ServiceTooly for secure SSO, or use the direct AI login for an AI-only account. Check the company name before doing any work.

  2. Add the facts the assistant may use

    Publish your hours, service area, services, prices, policies, common questions, transfer contacts, and booking rules in Business Knowledge. Do not add passwords or payment details.

  3. Choose permissions and approval rules

    Decide which users may view, draft, create, send, call, or change records. Require a person to confirm customer-facing, billable, or destructive actions.

  4. Ask for a clear result

    Use plain language such as “find this customer,” “show tomorrow’s schedule,” “draft a quote,” “book this approved time,” or “prepare follow-up for this lead.”

  5. Answer the follow-up questions

    Provide the customer, address, service, time, price, communication channel, and consent details the assistant still needs. The assistant should not guess.

  6. Review, confirm, and verify

    Check names, dates, totals, recipients, wording, and the exact record that will change. Confirm only when correct, then open the resulting ServiceTooly record.

  7. Choose English, Spanish, or automatic detection

    The AI receptionist can work in English, Spanish, or begin bilingually and continue in the caller’s preferred language. Save the language in AI Workspace Setup and verify both languages with test calls.

  8. Understand payment and minutes

    AI plans and AI add-ons use payment-first checkout with no free trial. Billing & Usage shows included voice minutes, 50/75/90/100 percent notices, the hard stop, and optional metered overage.

  9. Monitor activity and usage

    Review conversations, call results, audit events, synchronization status, errors, and usage charges. Correct business knowledge or permissions when the assistant repeatedly needs the same clarification.

Helpful tip: The AI follows the signed-in user’s permissions and company context. It should request confirmation before customer-facing, sensitive, billable, or destructive actions.

What success looks like

  • The record is saved, the status is correct, and the next person can see what to do without asking for missing details.

Common problems

  • If a button or page is unavailable, confirm your company, plan, role, and the status shown on the page before retrying.
← Back to AI & Integrations