Hello22 AI Documentation

Hello22 AI is your 24/7 AI receptionist that answers calls, captures leads, books appointments, and helps your business grow.

What is Hello22 AI?
Hello22 AI is an advanced AI voice assistant designed to handle incoming calls just like a human receptionist. It engages with callers, answers questions, qualifies leads, books appointments, and seamlessly transfers important calls.

Key Capabilities

• 24/7 Call Answering
  Never miss a call. Hello22 AI answers every call, anytime.
• Lead Capture
  Capture caller information and qualify leads automatically.
• Appointment Booking
  Book appointments and manage schedules seamlessly.
• Smart Call Routing
  Transfer calls to the right person at the right time.
• SMS & Email Follow-ups
  Automatically send follow-ups via SMS and email.
• Call Summaries
  Get instant summaries and insights for every call.

How it fits your business

Point your existing business number at Hello22 AI and it starts answering immediately — no new hardware, no line changes, and no change to how customers reach you.

• Works with the phone number your customers already call
• Answers outside business hours, on weekends and during holidays
• Handles overflow when your team is already on another call
• Every call is logged with a recording, transcript and written summary

Next Steps

Continue with Quick Start Guide.

Get your AI receptionist answering calls in about 3 to 5 minutes. Four steps take you from signup to your first live call.

Before you start
Have three things ready: your business phone number, your opening hours, and a short list of the questions customers ask most often.

Set up in four steps

1. Connect your number
   Forward your existing business number to Hello22 AI, or use a new number we provide. Nothing changes for your callers — they dial the same number they always have.
2. Train your AI
   Add your services, pricing, locations and FAQs so the agent can answer confidently. Placeholder — replace this with your own onboarding copy.
3. Go live
   Switch the agent on. From that moment every inbound call is answered instantly, 24 hours a day.
4. Monitor and refine
   Review calls, leads and summaries in your dashboard, then tighten your responses based on what callers actually ask. Read – How Do AI Receptionists Work

What happens on your first call

• The AI greets the caller using your business name
• It answers questions from the knowledge you added
• Qualified leads are captured and pushed to your CRM
• You receive an SMS or email summary within seconds

Next Steps

Continue with Account Setup.

Create your Hello22 AI account, pick a plan and get your workspace ready before you configure the receptionist.

7-day free trial
Every plan starts with a 7-day free trial. There are no contracts, and free Nexleon CRM setup is included.

Create your account

1. Sign up
   Register at hello22.ai with your work email and set a password. You will be asked to confirm your email before continuing.
2. Add your business details
   Enter your trading name, industry, timezone and main contact number. The agent uses these when it introduces itself.
3. Invite your team
   Add the people who should receive transferred calls, lead alerts and call summaries. Placeholder — set your own role permissions here.

Choose your plan

We understand that every business has different requirements. Please contact our support team to discuss your specific needs. We can create an affordable custom plan tailored to your requirements, including the features and usage that work best for your business.

Next Steps

Continue with Your Dashboard.

Your dashboard is where every call, lead, booking and summary lands. Here is what each area does. Read – How Hello22 AI Generates More Leads

Dashboard areas

• Overview
  Call volume, answer rate and lead counts at a glance.
• Calls
  Every inbound call with its recording, transcript and summary.
• Leads
  Captured caller details, qualification answers and lead status.
• Appointments
  Bookings the AI made, synced to your connected calendar.
• Messages
  SMS and email follow-ups sent after each call.
• Settings
  Agent configuration, hours, routing rules and integrations.

Reading a call record

1. Open the call
   Click any row in Calls to expand the full record.
2. Check the summary
   A few lines describing what the caller wanted and what the AI did.
3. Scan the transcript
   The full conversation, timestamped, so you can jump to any moment.
4. Take the next action
   Assign the lead, call back, or edit a response so the AI handles it better next time.

Next Steps

Continue with AI Receptionist Setup.

Configure how your receptionist introduces itself, what it knows about your business, and how it behaves on a call.

Tip
The more specific your service and pricing details, the fewer calls the AI needs to transfer to a human.

Configure the agent

1. Set the business profile
   Trading name, what you do, where you operate and who you serve. This is the context behind every answer.
2. Write the greeting
   The first line the caller hears. Keep it short and natural — “Thanks for calling [Business], how can I help?” works well.
3. Build the knowledge base
   Add services, pricing, locations, hours and FAQs. Placeholder — paste your real service list here.
4. Set the fallback behaviour
   Decide what happens when the AI does not know an answer: transfer, take a message, or promise a callback.
5. Test it
   Call your own number and run through a few realistic scenarios before you go live.

What to put in your knowledge base

• Services and what each one costs
• Opening hours, locations and service areas
• The ten questions customers ask most
• Policies — cancellations, deposits, callouts, warranties
• What the AI should never attempt to answer

Next Steps

Continue with Working Hours.

Set when your business is open, when the AI answers, and what happens outside those hours.

Set your hours

1. Pick your timezone
   All hours and bookings follow this timezone. Set it before you add anything else.
2. Add opening hours
   Define open and close times per day. Add split shifts if you close over lunch.
3. Choose after-hours behaviour
   Decide what the AI does once you are closed — see the options below.
4. Add holidays
   Enter public holidays and shutdown periods so the AI does not book appointments you cannot honour.

After-hours options

• Answer 24/7
  The AI keeps answering and booking outside hours. Recommended for most businesses.
• Take a message
  The AI captures details and promises a callback the next business day.
• Route onward
  Send after-hours calls to voicemail or an on-call number.

Timezones
Hours use your business timezone, not the caller’s. If you serve multiple states, set your primary timezone and note the difference in your greeting.

Next Steps

Continue with Call Handling Rules.

Rules decide what the AI does with a call — answer it, qualify it, book it, or pass it to a human. Read – Why Australian Businesses Need After-Hours Call Handling

Create a rule

1. Choose a trigger
   What starts the rule: a keyword, an intent, the time of day, or the caller’s number.
2. Set the condition
   Narrow it further — for example, only during opening hours, or only for new callers.
3. Pick the action
   Answer and qualify, book an appointment, transfer, or take a message.
4. Set the priority
   Rules are checked top to bottom. The first match wins, so put your most specific rules first.
5. Test the rule
   Call in and trigger it deliberately before you rely on it.

Common rule types

• Qualify then book
  Ask your qualifying questions, then offer a time slot if the caller fits.
• Escalate urgent
  Detect urgency keywords and transfer straight to your on-call number.
• Overflow
  Answer only when your team does not pick up within a set number of rings.

Order matters
A broad rule placed above a specific one will swallow it. Keep your catch-all rule last.

Next Steps

Continue with Custom Responses.

Override what the AI says for specific questions, so pricing, policies and promotions come out word-perfect every time.

Add a custom response

1. Identify the question
   Use your call transcripts to find the questions callers actually ask, in their words.
2. Add trigger phrases
   List a few ways people phrase it. The AI matches on meaning, not exact wording.
3. Write the answer
   One or two spoken sentences. Placeholder — drop your approved wording in here.
4. Set a follow-up
   Optionally have the AI ask a question afterwards, such as offering to book a time.

When to use one

• Pricing that must be quoted exactly
• Legal, medical or compliance wording you cannot paraphrase
• Current promotions with an end date
• Anything the AI has previously answered incorrectly

Keep them short
Spoken answers land best under about 30 words. If it needs more, have the AI offer to send the detail by SMS or email instead.

Next Steps

Continue with Voice & Language.

Choose how your receptionist sounds and which languages it can hold a conversation in.

Configure voice

1. Pick a voice
   Preview the available voices and choose one that suits your brand.
2. Set pace and tone
   Adjust speaking speed and warmth. Slower usually sounds more professional on a phone line.
3. Set the language
   English is available on every plan. The multilingual agent is a Premium feature.
4. Record a test call
   Voices sound different over a phone line than in the browser preview — always test on a real call.

• Standard voices
  Clear, natural English voices included on every plan.
• Premium voices
  Higher-fidelity voices, available from the Standard plan up.
• Multilingual
  Hold the whole conversation in another language. Premium plan only.

Multilingual is a Premium feature
The multilingual agent is available as part of our custom plans. Contact our support team to discuss your language requirements and we’ll recommend an affordable plan based on your needs.

Next Steps

Continue with Call Answering.

Hello22 AI answers every inbound call instantly, 24/7 — no queues, no voicemail, no missed revenue.

What happens on a call

1. Instant pickup
   The AI answers on the first ring, day or night.
2. Natural conversation
   It listens, understands intent and responds in a normal back-and-forth.
3. Answers the question
   It draws on your knowledge base for services, pricing, hours and policies.
4. Acts on the outcome
   It books, captures the lead, transfers to a human, or takes a message.
5. Logs everything
   Recording, transcript and written summary land in your dashboard immediately.

Answer behaviour

• Answers unlimited simultaneous calls — no busy signal
• Handles interruptions and mid-sentence corrections
• Repeats or spells out details when the caller asks
• Hands over to a human the moment the caller asks for one

Next Steps

Continue with Lead Capture.

Every caller is qualified and captured as a structured lead — name, contact, intent and the answers you care about.

Set up lead capture

1. Define your qualifying questions
   Three to five is usually enough. Placeholder — add the questions your sales team asks.
2. Choose the required fields
   Decide what the AI must collect before it ends the call.
3. Set the scoring rules
   Mark which answers make a lead hot, warm or unqualified.
4. Connect a destination
   Send leads to Nexleon CRM, your own CRM, or a webhook.

What gets captured

• Contact details
  Name, number, email and preferred contact method.
• Qualification
  Answers to each of your questions, stored as structured fields.
• Context
  Full transcript, recording and the AI’s own summary of intent.

Free Nexleon CRM setup is included with every plan. Custom CRM integrations are available on Premium.

Next Steps

Continue with Appointment Booking.

The AI checks your live availability and books the appointment while the caller is still on the phone.

How booking works

1. Caller asks for a time
   Or the AI offers to book once it has qualified them.
2. The AI checks your calendar
   It reads real availability, respecting buffers and existing bookings.
3. It offers slots
   Two or three options, phrased naturally rather than read as a list.
4. It confirms and writes
   The booking is written to your calendar and read back to the caller.
5. Confirmations go out
   SMS and email confirmations are sent automatically.

Booking rules

• Buffer time
  Add travel or prep time either side of every appointment.
• Service duration
  Set how long each service type takes so slots are sized correctly.
• Double-booking guard
  The AI re-checks availability at the moment it writes the booking.

Confirmations
Every booking triggers an SMS and email confirmation. Reminder timings are configurable — placeholder, set your own defaults.

Next Steps

Continue with Call Transfers.

Some calls need a person. Set the conditions and the AI hands over warmly, with context.

Set up transfers

1. Add transfer destinations
   Numbers or team members the AI can hand a call to.
2. Define transfer triggers
   Keywords, urgency, caller type, or a direct request for a human.
3. Choose the transfer style
   Warm, cold, or take a message — see the options below.
4. Set the fallback
   What happens if nobody picks up. Usually: take a message and send an alert.

Transfer types

• Warm transfer
  The AI briefs your team member before connecting the caller.
• Cold transfer
  The call is passed straight through with no announcement.
• Take a message
  No transfer — the AI captures the detail and alerts your team.

• Transfer immediately when the caller asks for a person
• Escalate emergencies before running qualification
• Route by service type so the right team gets the call
• Fall back to a message rather than dropping the caller

Next Steps

Continue with SMS & Email Follow-ups.

Follow up automatically after every call with a confirmation, a summary, or the link the caller asked for.

Set up a follow-up

1. Pick the trigger
   Booking confirmed, lead captured, call missed, or call completed.
2. Choose the channel
   SMS, email, or both. WhatsApp is available on every plan.
3. Write the template
   Use merge fields for name, time and service. Placeholder — add your approved wording.
4. Set the timing
   Send immediately, or delay it — for example a reminder 24 hours before the appointment.

Follow-up types

• Booking confirmation
  Time, service, location and how to reschedule.
• Call summary
  What was discussed and what happens next.
• Requested info
  The quote, brochure or link the caller asked for.

SMS summaries
SMS call summaries are available with custom plans. Contact our support team to discuss your SMS and call-summary requirements, and we’ll create an affordable plan tailored to your business.

Next Steps

Continue with Call Summaries.

Every call comes back as a short written summary, with the transcript, the recording and a suggested next action.

Using summaries

1. Open the call record
   From Calls in your dashboard, or straight from the SMS or email alert.
2. Read the summary
   A few lines covering who called, what they wanted and what the AI did.
3. Check the next action
   The AI flags whether a callback, quote or follow-up is needed.
4. Share it
   Forward to a team member, or let it sync automatically to your CRM.

What is included

• Written summary
  The short version — intent, outcome and next action.
• Full transcript
  Timestamped, searchable, and quotable.
• Audio recording
  The original call audio for anything the transcript misses.

• Delivered to your dashboard within seconds of hangup
• Emailed to whoever you nominate
• Sent by SMS on Standard and Premium plans
• Synced to your CRM against the matching lead

Next Steps

Continue with CRM Integration.

Push every captured lead straight into your CRM so your team works from one list.

Nexleon CRM is included
Free Nexleon CRM setup comes with every Hello22 AI plan. Custom CRM integrations are available on the Premium plan.

Connect your CRM

1. Open Settings → Integrations
   Find the CRM section and choose your provider.
2. Authorise the connection
   Sign in to your CRM and approve access. Placeholder — add your own auth steps here.
3. Map your fields
   Match Hello22 AI fields to your CRM fields — name, phone, email, service, source.
4. Send a test lead
   Make a test call and confirm the record appears in your CRM correctly.

What syncs

• Contact details captured on the call
• Answers to each of your qualifying questions
• Call summary, transcript link and recording link
• Lead source, score and the time of the call

Next Steps

Continue with Calendar Integration.

Connect a calendar so the AI can read real availability and write bookings straight into it.

Connect a calendar

1. Choose your provider
   Placeholder — list the calendar providers you support here.
2. Authorise access
   Grant read and write permission so the AI can both check and create events.
3. Select the calendar
   Pick which calendar to book into if the account has several.
4. Set availability rules
   Working hours, buffers, minimum notice and maximum bookings per day.
5. Test a booking
   Call in, book a slot, and confirm it appears with the right duration.

Availability rules

• Minimum notice
  Stop callers booking a slot that starts in ten minutes.
• Booking window
  How far ahead people can book — for example, up to 60 days.
• Blackout periods
  Block holidays and shutdowns so nothing lands in them.

Two-way sync
Events you add manually block AI bookings too, so your calendar stays the single source of truth.

Next Steps

Continue with Email Integration.

Send confirmations, summaries and follow-ups from your own business email address.

Connect your email

1. Add your sending address
   The address confirmations should appear to come from.
2. Verify the domain
   Add the SPF and DKIM records we provide to your DNS. Placeholder — insert your real records.
3. Set the reply-to
   Where customer replies should land — usually a monitored inbox.
4. Send a test email
   Confirm it arrives in the inbox and not in spam.

What gets sent

• Booking confirmations and reminders
• Call summaries to your nominated recipients
• Requested information — quotes, brochures, links
• Missed-call and new-lead alerts to your team

Deliverability
Skip domain verification and confirmations will often land in spam. Verify before you go live.

Next Steps

Continue with SMS Integration.

Text callers confirmations, reminders and summaries — sent from your business number.

Set up SMS

1. Enable SMS
   Turn SMS on in Settings → Integrations.
2. Choose a sender
   Use your business number or a registered sender ID. Placeholder — add your registration steps.
3. Write your templates
   Keep them under 160 characters where you can, and include a way to reply.
4. Set opt-out handling
   Honour STOP replies automatically and record the opt-out against the contact.
5. Send a test message
   Confirm the sender name and formatting look right on a real handset.

Message types

• Confirmations
  Sent the moment a booking is made.
• Reminders
  Sent ahead of the appointment on your schedule.
• Call summaries
  Sent to your team after each call. Standard plan and above.

Compliance
Always include an opt-out in marketing messages and keep sending inside permitted hours. Transactional confirmations are treated differently — check your local rules.

Next Steps

Continue with Webhooks & API.

Send Hello22 AI events to any system you run, or pull call and lead data into your own tools.

Set up a webhook

1. Create an endpoint
   A URL on your server that accepts a POST request and returns 200 quickly.
2. Add it in Settings
   Paste the URL under Settings → Integrations → Webhooks.
3. Subscribe to events
   Choose which events should fire. Start with one and expand.
4. Verify the signature
   Check the signing secret on every request so you only accept genuine calls.
5. Handle retries
   Make your endpoint idempotent — the same event may be delivered more than once.

Events you can subscribe to

• call.completed — fired once the call ends and the transcript is ready
• lead.created — fired when a qualified lead is captured
• appointment.booked — fired when a booking is written to your calendar
• transfer.requested — fired when the AI hands the call to a human
• summary.ready — fired when the written summary is available

API access
Placeholder — add your base URL, authentication method and rate limits here before publishing this page.

Next Steps

Continue with Common Issues.

Quick fixes for the problems that come up most often. Open a heading to see the checks in order.

Calls are not being answered

Check three things in order: your number is still forwarding to Hello22 AI, the agent is switched on in Settings, and your plan has call minutes remaining. If all three look right, place a test call and check whether it appears in Calls.

The AI answers outside my opening hours

Your after-hours behaviour is probably set to Answer 24/7. Open Working Hours, confirm your timezone is correct, then change the after-hours option. Timezone is the usual culprit.

Bookings are not appearing in my calendar

Re-authorise the calendar connection — tokens expire. Then confirm you selected the right calendar, and that the booking is not landing in a blackout period.

Leads are not reaching my CRM

Check the integration status, then your field mapping. A required field missing on the CRM side will silently reject the record. Send a test lead to confirm.

The AI gives the wrong price or policy

Add a custom response for that exact question so the wording is fixed. Then remove or correct the conflicting entry in your knowledge base — leaving both in place causes it to reappear.

Transfers go to voicemail

The destination number is not picking up in time. Increase the ring duration, add a second destination, and set the fallback to take a message so no caller is dropped.

Callers say the voice sounds unnatural

Slow the speaking pace slightly and try a premium voice. Browser previews sound different to a real phone line — always judge it on an actual call.

Still stuck?

Send us the call ID from the record that went wrong — it lets us replay exactly what happened.

Next Steps

Continue with FAQs.

Answers to the questions we get asked most about Hello22 AI.

How long does setup take?

Most businesses are live in about 15 minutes. Connect your number, add your services and FAQs, then switch the agent on.

Do I need a new phone number?

No. Forward your existing business number to Hello22 AI and nothing changes for your callers. A new number is available if you prefer one.

How much does Hello22 AI cost?

Our pricing is based on your business requirements, call volume, features, integrations, and usage. We offer affordable custom plans rather than a one-size-fits-all approach. Contact our support team to discuss your requirements, and we’ll help create a plan that fits your business.

Is there a contract?

No contracts. Every plan is month to month and starts with a 7-day free trial.

Which languages are supported?

English is included on every plan. The multilingual agent, which holds the whole conversation in another language, is a Premium feature.

Which CRM do you support?

Free Nexleon CRM setup is included with every plan. Custom CRM integrations are available on Premium.

Can the AI transfer calls to my team?

Yes. Set transfer rules and the AI hands the call over — warm, with a briefing, or cold, straight through.

What happens if I run out of call minutes?

If your usage exceeds the requirements of your current plan, our support team can help adjust your plan based on your actual usage. Contact us to discuss your requirements and available options.

Can I listen back to calls?

Yes. Every call is stored with its recording, full transcript and a written summary.

Still need a hand?

If your question is not covered here, our support team will answer it directly.