Setting Up Your AI Callbot
About This Course
Transcript
Why it matters
A ringing phone that nobody answers is a booking that does not happen. Staff are running tours, closed for the night, or slammed at the front desk — and every missed call is a guest who may just call the next operator instead.
TripWorks' Callbot closes that gap: it answers your business line in a voice and greeting you choose, using the same Knowledge Base and live availability your Chatbot uses, just on the phone instead of your website. Every call gets answered, so missed calls become answered questions and completed bookings instead of lost revenue.
What you'll learn
- How to create a callbot under Setup, Sell online, Callbots.
- Why a callbot needs a Knowledge Base before it can answer anything.
- How Language and AI Model let you tune who is on the other end of the call.
- What Transfer Destination actually does for live transfers and after-hours routing.
- How to forward your business line to the callbot using your carrier's dial codes.
- How to set business hours and a manual override.
Prerequisites
- At least one Knowledge Base already built (see Build Your Knowledge Base).
- The Callbot beta feature turned on under Setup, Beta Features.
How the callbot answers your calls
You do not replace your phone number. TripWorks gives the callbot its own dedicated number, and you forward your existing business line to it. Callers still dial your normal number; your carrier passes the call to the callbot. You choose whether to forward all calls or only when no one answers (after-hours and overflow).
Setting it up
- Create the callbot. Go to Setup, Sell online, Callbots, and select New Callbot. Give it a Name for internal reference, pick a Language (English by default, with 13 others available) and an AI Model (a choice of OpenAI, Anthropic, and Google models — most operators leave both on the defaults), write the Greeting callers hear first, and enter Your Business Phone Number so the callbot knows which line it is answering for.
- Pick a Knowledge Base. Select which Knowledge Base it answers from, then select Create Callbot. TripWorks provisions the callbot's own dedicated number and automatically attaches every active knowledge base you have.
- Choose what it can do. Turn on Send booking payment links via SMS so it can text a caller ready to book, Check live availability so it can quote real openings instead of guessing, and Create leads in Lead Center so a caller who does not book still gets followed up on.
- Set up notifications. Choose how you want to hear about it — text the main business number, specific team members, or a custom number — every time it books something or logs a lead.
- Set your Transfer Destination and forward your line. On the Phone Number tab, Transfer Destination is the same number you entered during setup, now doing double duty: it is the business number the callbot hands off to during a live transfer to a human, and where calls route whenever it is outside your hours. Forward your business line to the callbot's number using the dial codes on this tab — forward all calls to run it full-time, or the no-answer codes to use it only as after-hours and overflow coverage.
- Set business hours. On the Hours tab, set exactly when the callbot should answer versus transfer, plus a manual override to force it on or off right now — a holiday closure, or a quick test.
Test it
Call your business number the way a guest would, ask something you know is in your Knowledge Base, and walk through a booking. Bookings it completes are tagged AI Call Bot, and every call it takes shows up in its own history.
Common mistakes
- Forgetting to forward your business line after the callbot's number is provisioned — the callbot cannot answer calls it never receives.
- Not setting business hours, so the callbot answers around the clock when you only wanted after-hours coverage.
FAQ
Do I need a new phone number for the Callbot?
No — TripWorks provisions a dedicated number for the callbot, and you forward your existing business line to it. Callers still dial your normal number.
Can the Callbot speak a language other than English?
Yes — pick from 14 languages on the Settings tab. Set up a second callbot in a different language if you serve customers in more than one.
What happens if the Callbot cannot help a caller?
It transfers the call to your Transfer Destination — the same number used for after-hours routing — so the caller reaches a real person instead of a dead end.
Does the Callbot text a payment link?
Yes, if you turn on Send booking payment links via SMS — it texts a caller ready to book a link so they can complete payment.
What is Transfer Destination on the Callbot?
It is the one number that drives both a live transfer to a human and after-hours routing — the same "Your Business Phone Number" field from setup, now labeled Transfer Destination because that is what it actually does once the callbot is live.