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AI Receptionist Onboarding · Germany

Let's build your AI receptionist properly and safely.

This form captures everything we need to build you a safe, accurate, and compliant AI phone receptionist.

How it works

1

Tell us the details

We capture the exact business rules, tone, services, FAQs, booking logic, and escalation paths.

2

We build the agent

Bertrand AI turns the intake into a prompt, tools, workflow checklist, and test plan.

3

Approved before launch

Nothing goes live until the details are complete, tested, and signed off.

1Contact

So we can reach you about your account — not the number your callers will dial, which you'll set up below.

2Business Details

Start typing — pick a suggestion or write your own. It sets your agent's tone and the topics it must not discuss, so name what the business actually does rather than "other".

A real phone that reaches your team - used so the AI can ring or transfer a caller to an actual person (staff-ring-first, an escalation, or someone asking to speak to a human). This is separate from the number your callers dial, which is whatever you choose under Phone Line & Call Setup below, including if that's a brand new one we're setting up for you.

Public holidays differ by Bundesland, so your receptionist needs to know which one.

3Phone Line & Call Setup

Tell us how your existing phone line should work with the AI receptionist. You can keep your existing number and forward calls, or we can manage it for full control. This is the one thing every assistant genuinely needs before we can build anything else.

✓

Your call routing is sorted. Everything below just tells your receptionist how to sound and what to say.

A new number has to be registered before it can take calls

German rules require a new phone number to be registered to your business, and the telecoms provider reviews that registration before the number is switched on. It takes days rather than minutes. We build your assistant straight away, but it goes live, and your billing begins, only once the number is active, so you never pay while waiting.

Your new number will be a German mobile-range number (+49 15…). It isn’t tied to any city, so it is right wherever your business is. A city number (030, 089…) can only be registered at an address in that city.

Registering the number

German rules require a new number to be registered to the business that will use it. We submit this for you; we just need the details below and one document.

A new German number can be registered to a business in the Handelsregister, or to a Freiberufler with the Finanzamt’s letter. If you trade under a Gewerbeanmeldung only, we can’t register a new number for you yet. Keep your existing number and forward calls instead: it needs no registration.

Your Handelsregister number, or, if you are a Freiberufler, the Steuernummer on your Finanzamt letter.

One line describing what the business does.

A director, owner or senior manager responsible for the business's phone numbers.

Must be on your business’s own domain (the one your website uses). The telecoms provider rejects a registration with a personal address.

These documents go straight to secure storage. They are not read automatically and are not attached to any email. Please don't put them in the file upload higher up the form; that one is for material about your business.

PDF, JPG or PNG, issued within the last year where it has a date.

4Receptionist Persona

The name on the left is what your receptionist calls itself. This is what callers actually hear — the two are set separately, so a name alone doesn't decide it.

Callers tend to trust a voice that sounds local. We start from where your business is based; change it if you would rather something else. Your receptionist understands regional accents whichever voice you pick.

Listen to each one. This is how your receptionist will greet your callers. The first voice is our recommendation.

Set by your plan, so every caller hears clearly that they are talking to an AI receptionist, as the EU AI Act requires (Article 50), and why: so no call goes unanswered. Updates automatically from your plan, your name and the names above.

The opening line can be personalised further upon request.

Only for a name that could be said wrong: yours, your team's, the business's or a local place. Autofill below suggests any it finds on your website.

5Knowledge Base

Topics to stay away from, and any words, claims or promises to avoid. We've filled this in for your industry: check it, and add anything particular to your business.

6Booking & Escalation

Pick the one that fits, and change the wording below if you like.

We use the default rules below unless you want to change them. You can leave this as-is.

Messages and call summaries come here: who rang, their number, what they wanted, and any message they left. Several addresses are fine, separated by commas.

  • Recommended: an email straight away when a caller needs you to get back to them, and one summary of everything else each evening.
  • Every call: an email after every call.
  • Daily summary only: one summary each evening.

Urgent calls are always emailed straight away, and every call is in your dashboard, where you can change this later.

For calls the AI flags as urgent, or that need a person. Often the same address as above — worth splitting if someone different watches for them.

A real, live phone number. If a caller sounds distressed, panicked, or asks for a human, the AI will transfer the call here immediately — not just take a message. Used internally, never read aloud to callers. Can be the same as your main contact above, but must be an actual number, not a description.

We use the default safety wording below unless your business needs different instructions. You can leave this as-is.

How appointments should be made. Which calendar you use, how long a typical appointment lasts, how much notice you need, and anything the receptionist must check before putting someone in the diary. If you are not offering calendar booking, say what should happen instead — usually taking a message for the team to call back.

If enabled, the AI can check real-time availability and book appointments directly during the call, not just take a message.

Leave this blank and we'll create a booking calendar and share it with you. To use a calendar you already have:

  1. In Google Calendar, open Settings and click your calendar under “Settings for my calendars”.
  2. Under “Share with specific people or groups”, add bertrandthebot@gmail.com and choose “Make changes to events”.
  3. Copy the Calendar ID under “Integrate calendar” and paste it here. Any link from that page works too.

Tap the days you take bookings and set your usual hours.

to

Everyone a customer can book with. Each person starts on the days and hours above — tap Change for anyone who works differently. On your own? Just put your name.

Days off go in the calendar, the way you'd write them anyway: an all-day “Sarah holiday”, “Tom – dentist” from 2 to 3, or an all-day “Closed” for the whole business. The receptionist reads them before offering a time.

Anything unusual for callers goes in the calendar too — an offer, a new product, a change for the day. Start the entry with “Tell callers:”, for example an all-day “Tell callers: 20% off colours today”, and put any details in the description. The receptionist knows within a minute or so, on the days the entry covers. Other entries stay private.

List anything that takes longer or shorter than usual. The receptionist then only offers times it fits into, and the calendar entry covers the whole appointment.

For anything not listed above. Times are offered this far apart.

7Compliance & Approval

Please provide the message callers should hear regarding AI use and/or call recording. If you're unsure, we can provide a standard disclosure.

Please provide the email address that customers should use for privacy or data protection enquiries (e.g. privacy@yourcompany.de).

Ready to submit?

Bertrand AI will review the details and confirm anything missing before we build or launch your receptionist.

Terms of Service and Privacy Notice agreement

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