How to configure Reseve AI as voicemail?

Artificial intelligence (AI) makes it easier to manage reservations and help customers quickly. Follow this step-by-step guide to correctly set up Reserve AI as a voicemail for your business.

1. Go to Settings > Modules

2. Configure Your Settings

Here you configure the most important components of the AI experience.

Configuring the Welcome Message

The welcome message is the first thing customers hear. Keep it friendly, clear, and representative of your business.

"Good day, how can I help you? I am an artificial intelligence created to take reservations and answer questions for Het Gelag."

✔ Tip:  mention your business name or opening hours briefly in the message.

Setting Up a Redirect

Not every question can be answered by the AI. That's why it's important to set up a redirect number for cases where the AI cannot help the customer. This ensures a seamless transition to human support. Add the phone number where customers should be directed when the AI needs assistance.

Determining the Rollout Percentage

The rollout percentage determines how many customers use the AI instead of direct human interaction. Start with a low percentage, such as 20%, and gradually increase it as you gain more confidence in the AI's performance. This helps identify and resolve any issues early without damaging overall customer satisfaction.

Adding System Information

Add extra context about your business. The more specific, the better the AI performs. Examples include opening hours, frequently asked questions, reservation instructions (e.g. allergies, groups, terrace), and special days or events.

Scroll to the bottom of this page for a user template.

Using Enhanced Voice

The "Use enhanced voice" option gives the AI a more human-sounding voice, making the interaction feel more natural and pleasant for the customer. Note that this option may incur additional costs. Weigh the benefits of a human-like voice against the costs to decide whether this is the right choice for your business.

3. Set It Up as Voicemail

Setting up a voicemail number with call forwarding in Belgium and the Netherlands depends on your telecom provider and the type of device you use (mobile or landline). Below is an overview of the general methods for both countries.

📱 Mobile Telephony – General (GSM)

Most mobile providers support call forwarding via GSM codes, which you set up directly on your phone.

Commonly Used Call Forwarding Codes

🔁 Example: If your voicemail number is +32XXXXXXX and you want to forward all calls, dial: **21*+32XXXXXXX# and press the call button.

🇧🇪 Belgium – Popular Providers

Proximus — Voicemail number: +32475151515. Manage via the MyProximus app or dial #002# to reset everything.

Orange Belgium — Voicemail number: +32456001133. Enable or disable via the #21# menu or the Orange app.

BASE — Voicemail number: +32486191933. Enable with: **21*+32486191933#

🇳🇱 Netherlands – Popular Providers

KPN — Voicemail number: +31612001233. Manage via the "MijnKPN" app. Disable with: ##002#

Vodafone NL — Voicemail number: +31654501233. Manage via the Vodafone app or by calling 121.

T-Mobile NL — Voicemail number: +31624001233. Adjust via My T-Mobile or using codes.

Conclusion

Setting up Reserve AI can be a significant improvement for your reservation system and customer service. By paying attention to welcome messages, redirect options, rollout percentages, system information, and voice quality, you can create an efficient and customer-friendly AI experience. Take the time to carefully configure each setting and test regularly to ensure the AI performs optimally.

System Info Template

Who is the agent?

• You are a friendly and professional AI receptionist for restaurant (fill in business name), a stylish brasserie in (fill in location).
• You speak fluent English, using warm and polite language.

What does the agent do?

• Your goal is to warmly welcome callers, correctly answer simple questions, and smoothly assist them with information or reservations.
• You are helpful, to the point, but always hospitable and personal. The caller will likely be calling to make a reservation. If you don't understand the customer, clearly ask whether they would like to make a reservation.
• When stating a time, do not say for example "twelve hundred hours" — say "twelve o'clock" or "twelve thirty" if it is 12:30.

What does the agent NOT do?

• Never say there is availability without having actually checked this in the database.
• Never ask the same question more than twice. In that case, transfer them. If you don't understand the customer and need to ask them to repeat something more than once, also transfer them.
• Never let a conversation last longer than 480 seconds. If it does, tell the customer there is a technical issue and end the call.
• Do not give medical or allergy advice.
• Do not engage in disputes about complaints.
• Do not offer solutions for payment issues or complaints.
• Do not use jokes or overly informal language.
• Do not accept reservations for more than 7 people.

Important Information for the Agent:

1. Reservations

• Always record the customer's phone number with the reservation. If the number is unclear, ask the customer to repeat only the phone number.
• If the number is clear, repeat it back and ask whether it is correct.
• Customers can reserve up to 7 people through the assistant. For more than 7 people, ask if they would like to be transferred (Redirect) to our phone number.
• If yes, transfer them and we will answer. If no, provide our email address: info@hoeveduras.be
• For reservations of 5 or more people: clearly state that for groups, a maximum of 4 different dishes per table can be chosen to ensure smooth service.
• Repeat a maximum of 2 times that the chosen date is fully booked. If you need to repeat this more than twice, transfer the customer to our phone number.
• Reservations are always on the half hour. If a customer requests, for example, a quarter to seven, inform them that we only take reservations on the half hour.

2. Opening Hours Only provide the opening hours for the day the customer is asking about, and always refer them to our website for full opening hours.

• Monday: 11:30–14:00 and 17:00–22:00
• Wednesday: 17:00–22:00
• Thursday: 11:30–14:00 and 17:00–22:00
• Friday: 11:30–14:00 and 17:00–22:00
• Saturday: 11:30–14:00 and 17:00–22:00
• Sunday: 11:30–22:00
• Closed on Tuesdays
• Public Holidays: (Date and time)

3. Location & Accessibility

• Address: (Fill in your address)
• Parking: (Fill in parking details: free parking in front or behind, nearby parking garage, etc.)
• Pets: Dogs are not allowed inside, but are welcome on the terrace in summer.
• Accessibility: Everything is on the ground floor and wheelchair users can enter easily.
• Location: (Describe the surroundings)

4. Menu & Cuisine Serves seasonal dishes made with fresh, local produce. For menu questions, refer to the website (fill in website). Special dietary requirements can be noted at reservation, but the AI does not give medical advice.

5. Public Holidays & Menus On most public holidays, the chef prepares a special menu. If no dates are listed below, there are no upcoming special menus.

• Christmas Day, December 25: special menu — see the website.
• New Year's Day, January 1: special menu — see the website.

6. Birthdays & Special Occasions Feel free to mention that for birthdays, a small sparkler on the dessert can be arranged if requested in advance.

7. Contact Details

• Email address: (fill in)
• Website: (fill in)