Your guide to getting the most from your AI receptionist
Getting Started
What is LANgineers AI Receptionist?
LANgineers AI Receptionist is an intelligent virtual assistant that answers your business phone calls when you can’t. It greets callers professionally using your business name, answers common questions about your services and hours, takes messages, and routes urgent calls to the right person. It works 24/7, so you never miss a call, even after hours, on weekends, or when your lines are busy.
How Does It Work?
When a call comes in and is not answered by your staff (or during after-hours), the call is forwarded to your AI receptionist. The AI answers using a customized greeting with your business name, then engages the caller in natural conversation. Based on what the caller needs, the AI can:
- Answer frequently asked questions (hours, location, services offered, pricing)
- Take a detailed message and deliver it to you via email and/or text
- Transfer the call to a specific person or department
- Schedule appointments (if appointment integration is configured)
- Provide directions or other business information
Setting Up Your Account
- LANgineers will analyze your recent call history to determine the right minute bucket for your business.
- We configure your AI receptionist with your business details: name, hours, services, location, key staff, and call handling preferences.
- We set up call forwarding from your existing phone system to route missed/after-hours calls to the AI.
- You receive login credentials for the online portal at va.langineers.com where you can view call logs, messages, and analytics.
- We test the system together to make sure everything sounds right and calls are handled the way you want.
Using the Portal
Logging In
Access your portal at va.langineers.com. Use the email address and password provided during setup. If you forget your password, click “Forgot Password” on the login page and a reset link will be sent to your email.
Dashboard Overview
Your dashboard shows a summary of recent activity including:
- Total calls handled today, this week, and this month
- Minutes used vs. your monthly bucket
- Recent call log with caller ID, duration, and outcome
- Messages awaiting your review
- Alerts for any issues or configuration changes needed
Call Logs
The call log shows every call handled by your AI receptionist. For each call you can see the caller’s phone number, call duration, a summary of the conversation, and the full transcription. You can filter by date range, call outcome (message taken, transferred, FAQ answered), and search by caller number or keywords.
Messages
When the AI takes a message, it is delivered to you via your preferred method (email, SMS, or both) and is also stored in the portal. Messages include the caller’s name, phone number, reason for calling, and any details the caller provided.
Settings & Configuration
You can update certain settings directly in the portal, such as notification preferences and message delivery methods. For changes to your AI receptionist’s greeting, business information, call handling rules, or operating hours, contact LANgineers support and we will update the configuration for you.
Billing & Minutes
Understanding Your Minute Bucket
Your monthly plan includes a prepaid bucket of minutes. Minutes are counted from the moment the AI answers a call until the call ends. The bucket size was determined based on your business call patterns, specifically the volume of calls that would typically go to voicemail, be missed, or be abandoned.
Monitoring Your Usage
Your dashboard displays current usage against your monthly bucket in real time. We recommend checking this weekly. If you consistently use more or fewer minutes than your bucket, contact LANgineers to adjust your plan.
Overage Charges
If you exceed your monthly minute bucket, additional minutes are billed at $0.50 per minute. Overage charges appear on your next monthly invoice. There is no cap on overage minutes; the AI will continue handling calls even after your bucket is exhausted.
Invoices & Payments
Invoices are sent monthly and can be paid via the credit card on file. Your monthly service fee is billed in advance; overage charges (if any) are billed in arrears. You can view past invoices in the portal under the Billing section.
Frequently Asked Questions
Q: What happens if I go over my minutes?
A: Your AI receptionist keeps working. You are simply billed $0.50 per minute for any usage over your prepaid bucket. This appears on your next invoice.
Q: Can I change what the AI says to callers?
A: Yes. Contact LANgineers support with your updated greeting, business info, or call handling instructions and we will reconfigure the AI. Most changes can be made within one business day.
Q: Does the AI sound robotic?
A: Modern AI voice technology sounds very natural. Most callers will not realize they are speaking with an AI. The voice, tone, and pacing are configurable to match your brand.
Q: Can the AI handle calls in Spanish or other languages?
A: Yes, multilingual support is available. Contact LANgineers to discuss your language needs and we can configure the appropriate options.
Q: What if the AI can’t help the caller?
A: The AI is configured with fallback options. If it cannot resolve the caller’s request, it will offer to take a detailed message or transfer the call to a live person at a number you designate.
Q: Are calls recorded?
A: Yes, calls are recorded and transcribed for quality assurance and your records. An appropriate disclosure is played to callers. Recordings are retained for 90 days and are accessible in your portal.
Q: Can I listen to call recordings?
A: Yes. Every call in your call log includes a playback option so you can listen to the full recording and read the transcription.
Q: What happens during a power or internet outage?
A: The AI receptionist is cloud-hosted, so it is not affected by outages at your business location. As long as your phone system can forward calls (which typically continues to work even during local outages), the AI will answer.
Q: Can the AI transfer calls to my cell phone?
A: Yes. The AI can be configured to transfer urgent or specific types of calls to any phone number you designate, including cell phones.
Q: How do I cancel the service?
A: Cancellation terms depend on your service agreement. Contact LANgineers support at support@langineers.com or 650-692-2001 to discuss your options. Written notice is required for all cancellations.
Q: What if I need to temporarily increase my minute bucket for a busy season?
A: Contact LANgineers and we can adjust your bucket size. Changes take effect on your next billing cycle, or immediately if needed.
Getting Help
If you have questions or need changes to your AI receptionist configuration, contact LANgineers support:
Phone: 650-692-2001 ext. 101
Email: support@langineers.com
Portal: va.langineers.com
Hours: Monday–Friday, 8:00 AM – 5:00 PM Pacific
For urgent issues outside business hours (such as the AI not answering calls at all), call 650-692-2001 and follow the prompts for emergency support.