Set Up Your AI Phone Agent

Overview

FluteOS's AI Phone Agent handles inbound calls to your venue using a natural-sounding voice powered by ElevenLabs. It can answer FAQs, quote hours and location, take reservation requests, and route complex calls to a live staff member. This guide walks through configuring the agent for your venue.

Prerequisites

• A provisioned FluteOS SMS/voice phone number (go to Settings > Communications — your number should show as Active)
• Your venue hours, address, reservation policy, and a list of common guest questions
• (Optional) A reservation system connected to FluteOS (OpenTable, Resy, or manual calendar)

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Steps

1. Open the AI Phone Agent settings

Go to Settings > AI Phone Agent. If you don't see this menu item, your plan may not include the AI Phone Agent feature — contact support@getfluteos.com to enable it.

2. Choose a voice

Click Select Voice and preview the available voice options. FluteOS provides 6 hospitality-tuned voices (3 male, 3 female) in various tones (warm, professional, casual). Click a voice name to hear a 10-second sample, then click Use this voice.

Tip: Choose a voice that matches your brand personality. A premium cocktail bar typically does better with a warm, lower-register voice. A family restaurant might prefer something brighter and more casual.

3. Set your venue knowledge

Click Venue Knowledge and fill in:

Field	Example
Venue name	The Copper Vine
Address	123 Main St, New Orleans, LA 70130
Hours	Mon–Thu 4pm–12am, Fri–Sat 4pm–2am, Closed Sunday
Reservation policy	Reservations accepted for groups of 6+, walk-ins welcome
Parking	Valet available Fri–Sat, street parking adjacent
Dress code	Smart casual

This information is loaded into the agent's knowledge base. When a guest asks "Are you open on Sundays?" the agent answers from this data.

4. Add an FAQ list

Click Add FAQ and enter question-answer pairs for the most common inbound inquiries:

• "Do you have a happy hour?" → "Yes, Monday through Friday from 4pm to 7pm with $2 off all cocktails."
• "Is parking available?" → "We offer valet on Friday and Saturday evenings starting at 6pm. Street parking is available on Main St and adjacent side streets."
• "Can I rent out the space for a private event?" → "We do offer private event bookings. I can connect you with our events team — would you like me to take your name and number?"

Add as many FAQs as needed. The AI uses these verbatim when it detects a matching question.

5. Configure call routing

Under Call Routing, set what happens when the agent can't answer a question or the guest requests a human:

• Transfer to staff — Enter a staff phone number to route calls live
• Take a message — The agent collects name, number, and reason for call, then notifies you via SMS or email
• Voicemail — Route to your existing voicemail

Tip: Use Take a message during off-hours and Transfer to staff during service hours. Set up time-based routing under Advanced > Routing Schedule.

6. Configure reservation handling

If you have a reservation integration enabled:

• Select your reservation system under Reservations > System.
• Toggle Allow agent to check availability to let the agent look up open slots in real time.
• Toggle Allow agent to book reservations to let the agent complete bookings on the call.

Without an integration, the agent will collect the reservation request details and send them to you as a task.

7. Save and activate

Click Save Configuration, then toggle the agent status to Active. All inbound calls to your FluteOS phone number are now handled by the AI agent.

8. Test the agent

Call your FluteOS number from a personal phone. Verify:

• The agent answers with your venue name
• It correctly answers an FAQ you configured
• It handles a "speak to someone" request and routes appropriately

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What's Next

• Build Your First Automation
• Manage Reviews Across Platforms
• Team Management