An AI Receptionist That Waits for Your OK
Connect a voice-agent platform to FSM Navigator®. It answers the call, checks your open appointment windows and creates a service request. The request waits as Pending until your office confirms it.
Part of the FSM Navigator AI Connector on Enterprise. You bring the voice platform, such as Vapi or Retell.
A card is required at signup · Nothing is charged until the trial ends · No AI usage fees from us
The Call You Missed at 9 p.m. Went to Someone Else
A furnace quits on a cold night. The homeowner calls you, gets voicemail and calls the next shop on the list. You find the message at 7 a.m.
An AI receptionist answers that call, takes the details and gets the request into your queue before the caller hangs up. It doesn't promise a truck. It tells the caller someone will confirm.
What Happens on the Call
- The agent answers, says it is an automated assistant and reads your consent line. FSM Navigator tells the agent to open with that disclosure. Your Owner writes the consent line in Company Settings → AI Connections, for example that the call may be recorded. There's no default, and the field can be left blank, so write one before you go live.
- It asks what's wrong and where. Name, phone number, service address and what's going on. The phone number is required. Email is optional.
- It checks your open windows. The agent looks at the services and arrival windows on your online booking page and offers one.
- It creates a Pending service request. The request lands in the same review queue your office already works from for online booking requests, and your team gets the usual new-request notice.
- Your staff confirm. Someone on your team approves, adjusts or declines it. Nothing is on the schedule until they do.
- A receipt email, only if it's right. If the caller gave an email, the agent reads it back. A receipt goes out only if the caller confirmed it. Otherwise there's no email, and your staff call back.
Answered by the Agent, Confirmed by Your Team
Some AI phone agents book straight onto the schedule. That sounds handy until one books a four-hour install into a 30-minute gap, or promises a Saturday you don't work.
With FSM Navigator, the agent's job ends at a clean, complete request. Your dispatcher decides where it fits, the same way they handle requests from your online booking page.
For what comes after the call, your AI assistant can help with drafting quotes, renewal offers and follow-ups for your team to review and send.
Tell Callers It's an AI, and Tell Them if You Record
This is general information, not legal advice.
- Several states require every party's consent to record a phone call. Examples include California (Penal Code §632.7), Florida (§934.03), Illinois (720 ILCS 5/14-2) and Washington (RCW 9.73.030). Washington treats a recorded announcement as consent.
- Maine requires clear notice when an AI chatbot could lead a consumer to think they're talking to a person (10 M.R.S. §1500-Y).
- The FCC ruled that AI-generated voices count as "artificial or prerecorded voice" under the TCPA (FCC 24-17). That mainly affects calls and texts you make, such as AI callbacks, not calls customers make to you.
The simple habit that covers most of this: say it's an AI and say the call may be recorded, in the first few seconds. That's why FSM Navigator tells the agent to say it is an automated assistant up front, and why it reads your consent line before anything else. Check your own state's rules with your lawyer. The full guide to AI answering rules goes further.
What You Need
An Enterprise Account
The AI Connector, including the receptionist, is on Enterprise and in the 14-day Enterprise trial. It's on unless your company's Owner turns it off in Company Settings.
A Live Booking Page
Your online booking page, published and taking requests. The agent offers its services and arrival windows.
A Voice Platform
An account with a voice-agent platform such as Vapi or Retell, and a phone number through it. That's billed by the platform, not by us.
A Receptionist Key
Your Owner creates it in Company Settings → API Keys by choosing the AI receptionist option. It can only look up your bookable services, open windows and consent line, and create a Pending service request. It can't read your customer list or draft quotes.
Your Consent Line
A short opening the agent reads on every call, written by your Owner in Company Settings → AI Connections, plus the questions you want the voice platform to ask.
An Emergency Transfer
We recommend setting the voice agent to transfer urgent calls, such as a gas leak, no heat or flooding, to a person, using the voice platform's own transfer feature.
From First Call to Finished Job
Once your team confirms the request, it's a normal job. Intelligent dispatch matches the right technician, scheduling keeps the day in order, the tech works from the offline-first mobile app, and the invoice goes out from the same system. Customers can follow up in the customer portal.
Want your office to ask its own AI about jobs and quotes too? That's the rest of the FSM Navigator AI Connector. The step-by-step voice setup is in the AI Connector help guide.
AI Receptionist Questions
Does the AI receptionist book jobs by itself?
No. It creates a Pending service request. Your staff confirm it before anything goes on the schedule.
Does FSM Navigator provide the AI voice or phone number?
No. You use a voice-agent platform such as Vapi or Retell, and it provides the voice and number. FSM Navigator gives it a receptionist key that can only check your open windows and create Pending requests.
Do I need an online booking page?
Yes. The agent offers the services and arrival windows from your FSM Navigator online booking page, so that page has to be published and taking requests. Phone requests follow the same service list, windows and service area as online requests.
Who pays for the calls?
You pay your voice platform under its pricing. FSM Navigator does not charge AI usage fees.
Does the caller need an email address?
No. A phone number is required and email is optional. A receipt email goes out only if the agent read the address back and the caller confirmed it. Otherwise your staff call back.
Will the agent tell callers it is an AI?
FSM Navigator tells the agent to say at the start of each call that it is an automated assistant for your business. It then reads the consent line you write. That line has no default, so write one; we recommend it says the call may be recorded.
Is using an AI receptionist legal?
Answering your own inbound calls with an AI agent is common. The rules to watch are recording consent in all-party states and AI disclosure laws such as Maine's. If the agent or your team calls back using an AI voice, the TCPA rules for outbound calls apply. This is general information, not legal advice.
Can the agent send texts to callers?
Not through FSM Navigator. FSM Navigator does not text customers.
What if a caller has an emergency?
We recommend setting your voice agent to transfer urgent calls, such as a gas leak, no heat or flooding, to a person on your team. Use the voice platform's own transfer feature. That transfer happens in the voice platform, not in FSM Navigator.
Does FSM Navigator keep call recordings?
No. FSM Navigator does not receive or store call recordings. The voice platform handles the call, so its settings decide what is recorded and kept.
Catch the Next After-Hours Call
Let the agent answer. Let your team decide.
14-day free trial · A card is required at signup · Nothing is charged until the trial ends
Claude is a trademark of Anthropic, PBC. ChatGPT is a trademark of OpenAI. Gemini is a trademark of Google LLC. Grok is a trademark of xAI. Vapi and Retell are trademarks of their respective owners. FSM Navigator is not affiliated with or endorsed by these companies.