Zovio Documentation

Everything you need to know about setting up and using your AI receptionist.

Quick Start Guide

Follow these steps to get your AI receptionist up and running:

1. Create Your Account Sign up at zovio.ai/register with your email. You'll get a 14-day free trial with all Pro features.
2. Set Up Your Business Enter your business name, service type, and location. This helps your AI sound professional and relevant.
3. Get Your Phone Number You'll receive a dedicated phone number or use our shared demo line with your unique master code.
4. Make a Test Call Call your AI number to hear how it sounds. The AI will collect your information just like a real customer call.
5. Start Receiving Calls Share your new number with customers or forward your existing line. Watch calls appear in your dashboard!

How It Works

Zovio uses advanced AI to handle your incoming calls professionally:

The Call Flow

1. Customer calls — They dial your Zovio number
2. AI answers — Greets professionally in under 1 second
3. Collects information — Name, service needed, address, preferred time
4. Books appointment — Schedules directly to your calendar
5. You get notified — Instant notification with all details

AI Receptionist

Your AI receptionist is powered by latest OpenAI Realtime model and designed to sound natural and professional.

What the AI Does

• Answers calls with your custom greeting
• Asks about the service needed
• Collects customer name and contact info
• Gets the service address (validated by Google)
• Asks for preferred appointment time
• Confirms all details before ending the call

Languages Supported

The AI can communicate in multiple languages:

• English (US & UK)
• Spanish (Spain & Mexico)
• Russian
• French
• German
• Portuguese (Brazil)
• Italian
• Polish
• Ukrainian
• Uzbek

Client Memory

Zovio remembers your returning customers for a more personal experience.

How It Works

When a customer calls from the same phone number:

1. AI recognizes the number
2. Greets them by name: "Hi John! Good to hear from you again."
3. Confirms their identity
4. Already knows their address — asks "Same address on Main Street?"
5. Faster booking experience

Calendar Booking

Let your AI book appointments directly to your calendar.

Setting Up Calendar

1. Go to Settings → Calendar
2. Set your working hours for each day
3. Set appointment duration (default: 1 hour)
4. The AI will only offer times within your availability

Managing Appointments

View and manage all appointments in the Calendar section of your dashboard. You can:

• See daily, weekly, or monthly view
• Edit appointment details
• Mark as completed or cancelled
• Add notes for your team

Online Booking

Let your customers book appointments online — no phone call required.

Public Booking Page

Every Zovio account can have a public booking page at:

zovio.ai/book/[your-slug]

Share this link on your website, social media, Google Business Profile, or anywhere else. Customers can pick a service, choose an available time slot, and confirm their appointment — all on their own.

How to Enable

1. Go to Settings → Online Booking
2. Toggle Online Booking on
3. Choose your custom slug (e.g., smith-electric)
4. Share the link with your customers

What Customers See

• Your business name and available services
• Available time slots based on your calendar and working hours
• A simple form to enter their name, phone, address, and service details
• Confirmation page after booking

Dashboard

Your command center for managing calls and business.

Dashboard Sections

Filtering Calls

Use filters to find specific calls:

• All / Completed / Incomplete — By status
• Today / Yesterday / This Week / This Month — By date
• Search — By name, phone, or address

Leads

Zovio automatically qualifies every incoming call and assigns a lead priority so you can focus on the most valuable prospects first.

Lead Qualification

After each call, the AI evaluates the conversation and assigns one of three priority levels:

Leads Page

The /leads page displays all your leads sorted by priority — hottest leads appear first so you never miss an opportunity.

• Filter leads by status: All / Hot / Warm / Cold
• Each lead shows caller name, service requested, phone number, and qualification badge
• Click any lead to view the full call details, recording, and transcript

Lead Badges on Dashboard

Lead qualification badges are also visible on the main Dashboard next to each call, giving you an at-a-glance view of call quality without leaving the page.

Clients

Your client database stores information about every customer who has called your business. Manage contacts, view call history, and keep your customer records organized.

Client List

The Clients page displays a complete list of all customers who have called your Zovio number. Each entry includes:

• Name — Customer's full name as provided during the call
• Phone — Caller's phone number
• Address — Service address collected by AI
• Call History — Number of calls and date of last call

Client Details

Click on any client to view their full profile:

• Complete contact information (name, phone, address)
• Full call history with dates, durations, and outcomes
• Appointment history and upcoming bookings
• Notes and service details from each interaction

Editing & Deleting Clients

You can update client information or remove records:

• Edit — Click the edit icon on a client profile to update name, phone, address, or notes
• Delete — Remove a client record entirely. This action cannot be undone

Search

Use the search bar at the top of the Clients page to quickly find customers by name, phone number, or address.

Analytics

Get detailed insights into your call performance and business trends with advanced analytics.

Call Metrics

The Analytics dashboard shows key performance indicators:

• Total Calls — Overall number of calls received
• Completed Calls — Calls where the AI successfully collected all information
• Conversion Rate — Percentage of calls that resulted in a booked appointment
• Average Call Duration — How long calls typically last

Charts & Graphs

Visualize your data with interactive charts:

Call Geography

View where your calls are coming from. The geography breakdown shows caller locations by area code and region, helping you understand your service area demand.

Recordings & Transcripts

Listen to call recordings and read full conversation transcripts for every call handled by your AI receptionist.

Listening to Recordings

To play a call recording:

1. Open Call Details Go to your Dashboard and click on any call to open its details.
2. Press Play Click the play button on the audio player to listen to the full recording of the conversation.

You can pause, rewind, and fast-forward through the recording using the audio player controls.

Transcripts

Each call includes a full text transcript of the conversation between the AI and the caller. The transcript shows:

• The complete dialogue — every message from both the AI and the customer
• Information collected during the call (name, address, service needed, preferred time)
• Timestamps for each part of the conversation

Notifications

Stay updated on new calls and important events.

Notification Types

• New Call — When AI answers a call
• New Appointment — When a booking is made
• System Updates — New features and changes

Daily Reports

Receive a comprehensive email report every morning summarizing your business activity from the previous day.

Each daily report includes:

• Calls — Total calls received and their outcomes
• Appointments — New bookings made by the AI
• New Clients — First-time callers added to your client list
• Top Services — Most requested services from callers
• Today's Schedule — Upcoming appointments for the day ahead

Enable daily reports in Settings → Notification Settings.

Booking Notifications

When a client books an appointment through your Online Booking page, you receive an email notification with:

• Client name and contact info
• Service requested
• Date and time selected
• Address
• Direct link to view in your dashboard

Notification Bell

The bell icon in your dashboard header shows unread notifications. Click to see recent activity.

Phone Setup

Your Dedicated Number

Every Zovio account comes with a dedicated phone number assigned during registration. Your clients call this number directly — no codes or prompts required.

• Your number is shown in the Dashboard → Phone section
• Clients call directly, the AI picks up immediately
• You can forward your existing business number to your Zovio number

Connect Your Own Phone Number

Forward calls from your existing number to your AI assistant. Clients call your number — AI answers when you can't.

Your AI assistant number is shown in Settings → Connect Your Phone Number.

iPhone

1. Open Settings → Phone → Call Forwarding
2. Toggle Call Forwarding ON
3. Enter your AI assistant number
4. Done!

Android

1. Open Phone app → Menu → Settings
2. Tap Calling accounts → your SIM
3. Tap Call forwarding → Always forward (or Forward when unanswered)
4. Enter your AI assistant number
5. Tap Enable

Quick Dial Codes (any phone)

• Forward ALL calls: *21*[your AI number]# then press Call
• Forward when NO ANSWER: *61*[your AI number]# then press Call
• Forward when BUSY: *67*[your AI number]# then press Call
• CANCEL forwarding: ##21# then press Call

Connect Business Phone Systems

Already using a business phone system? No need to switch — simply forward unanswered calls to your Zovio AI number. Your customers keep calling your existing number, and Zovio handles the calls you can't answer.

How Call Forwarding Works

1. Customer calls your existing business number
2. Your phone rings — if you answer, everything works as before
3. If you don't answer (busy, after hours, no signal) — call forwards to Zovio
4. Zovio AI answers, collects info, books appointments
5. You get notified instantly with all details

RingCentral

Admin-level setup (After Hours):

1. Log in to your RingCentral admin portal
2. Go to Phone System → Auto-Receptionist → After Hours
3. Under "Unanswered Calls", select "Forward to external number"
4. Enter your Zovio AI number (shown in Settings)
5. Set ring duration (recommended: 15 seconds)
6. Save changes

Individual user setup:

1. Go to Settings → Call Handling & Forwarding
2. Under "When I'm not available, forward to:"
3. Enter your Zovio number
4. Save

Google Voice

1. Open Google Voice (voice.google.com)
2. Click Settings (gear icon)
3. Under "Calls", find "Forward calls to"
4. Add your Zovio AI number
5. Verify the number via code
6. Enable forwarding

Vonage (Vonage Business)

1. Log in to Vonage admin portal
2. Go to Extensions → select your extension
3. Click "Call Forwarding"
4. Set "Forward when busy/no answer" to your Zovio number
5. Save settings

Grasshopper

1. Log in to Grasshopper
2. Go to Extensions → select your extension
3. Add your Zovio number as a forwarding number
4. Set priority/order so Zovio is the fallback
5. Save

AT&T Business

1. From your AT&T business phone, dial *92
2. Enter your Zovio AI number
3. Press # to confirm
4. To cancel: dial *93

Comcast Business

1. Dial *72 from your business phone
2. Enter your Zovio AI number
3. Wait for confirmation tone
4. To cancel: dial *73

Spectrum Business

1. Dial *72 from your business phone
2. Enter your Zovio AI number
3. Wait for confirmation tone
4. To cancel: dial *73

Ooma Office

1. Log in to Ooma Office Manager
2. Go to Extensions → select your extension
3. Under "Call Forward When Unavailable"
4. Enter your Zovio number
5. Save

AI Greeting

Customize how your AI answers calls.

Setting Your Greeting

1. Go to Settings → AI Settings
2. Edit the greeting message
3. Save changes

Greeting Examples

"Thank you for calling Smith Electric! How can I help you today?"

"Hi! You've reached ABC Plumbing. What can we do for you?"

"Good day! This is Tampa HVAC Services. How may I assist you?"

Business Hours

Configure when your AI should answer calls.

Setting Hours

1. Go to Settings → Business Hours
2. Toggle each day on/off
3. Set start and end times
4. Save changes

Plans & Pricing

All paid plans include a dedicated phone number. View full pricing details →

Billing & Refunds

Payment Methods

• Credit/Debit cards (Visa, Mastercard, American Express)
• All payments processed securely via Stripe
• Automatic monthly billing on your signup date

Refund Policy

• Cancel anytime — no refunds for partial months
• Unused calls do not roll over to the next month
• Downgrade takes effect at next billing cycle
• Upgrade takes effect immediately with prorated charges

Failed Payments

Subscription Management

All payments are processed securely via Stripe. You can manage your subscription through the Stripe Customer Portal — accessible via the "Manage Subscription" button on the /billing page. From the Customer Portal you can:

• Change your payment method (update credit/debit card)
• Switch between plans (upgrade or downgrade)
• Cancel your subscription
• View and download invoices (PDF format)

Current Plan Overview

The Billing page in your dashboard shows your current subscription details:

• Current Plan — Which plan you're subscribed to (Trial, Starter, Pro, or Business)
• Price — Your monthly subscription cost
• Status — Active, Past Due, or Cancelled
• Next Payment Date — When your next billing cycle occurs
• Calls Used — How many calls you've used out of your monthly allowance

Settings

Configure your account and AI behavior. Access Settings from the sidebar in your dashboard.

Available Settings

• Profile — Name, email, phone, business info
• AI Settings — Greeting, language, behavior
• Business Hours — Working schedule
• Calendar — Appointment settings
• Notifications — Email and push preferences
• Billing — Plan, payment method, invoices
• Connect Your Phone Number — Forward your existing number to your AI assistant (see Phone Setup section)
• Invoicing Settings — Company info, logo, numbering (see Invoicing section)

Profile

Your profile contains your personal and business information:

• Full Name — Your name displayed in the account
• Email — Used for login and notifications
• Phone Number — Your personal contact number
• Business Name — Displayed in AI conversations and on your account
• Service Category — The type of services you provide (e.g., Electrician, Plumber, HVAC, General Contractor, Cleaning, Landscaping, and more)

AI Personality

Choose the tone your AI uses when speaking with callers:

• Professional — Formal and business-like tone
• Friendly — Warm and approachable tone
• Casual — Relaxed and conversational tone
• Formal — Very polished and official tone

After selecting a personality, you can preview a sample AI response to hear how it sounds before saving.

AI Greeting

Set a custom greeting message that the AI uses when answering calls. For example: "Thank you for calling Smith Electric! How can I help you today?"

AI Voice Language

Select which language the AI speaks during phone calls:

• English (US & UK) — Default language
• Spanish (Spain & Mexico) — AI converses in Spanish
• Russian — AI converses in Russian
• French — AI converses in French
• German — AI converses in German
• Portuguese (Brazil) — AI converses in Brazilian Portuguese
• Italian — AI converses in Italian
• Polish — AI converses in Polish
• Ukrainian — AI converses in Ukrainian
• Uzbek — AI converses in Uzbek

AI Voice

Choose the voice for your AI receptionist:

• Female (Sarah) — Warm, professional female voice
• Male (James) — Clear, confident male voice
• Cedar — Calm, natural-sounding voice
• Marin — Friendly, conversational voice

Business Settings

Configure how your business operates:

• Service Area — List the cities or regions you serve. The AI uses this to confirm whether a caller's location is within your coverage
• Working Hours — Set your schedule for each day of the week (start time, end time, or day off)
• Timezone — Your business timezone for accurate scheduling
• Minimum Order — Set a minimum service charge that the AI can communicate to callers
• Emergency / After-Hours Service — Enable after-hours call handling with an additional fee. The AI will inform callers about the extra charge for emergency or off-hours appointments

AI Knowledge Base

Provide additional information about your business that the AI can reference during calls. This includes:

• List of services you offer
• Pricing for common jobs
• Special promotions or discounts
• Any specific instructions for handling certain requests

The more detail you provide, the better your AI receptionist can answer customer questions accurately.

Import from Website

Save time on setup by importing your business information directly from your website.

• Click the "Import from Website" button in Settings
• Enter your website URL — the AI will automatically scan the page and fill in: Business Name, Services, Service Area, Working Hours, Knowledge Base, and Greeting
• Only empty fields are populated — your existing settings are never overwritten
• Review the imported data and save

Notification Settings

Configure your notification preferences:

Email Notifications

Choose which email notifications you want to receive:

• New Call Alerts — Get notified when a new call comes in
• Recording Ready — Notification when a call recording is available
• Appointment Reminders — Reminders about upcoming booked appointments
• Weekly Summary — A digest of your weekly call activity

Danger Zone

Critical account actions located at the bottom of the Settings page:

• Export My Data — Download all your account data in JSON format, including calls, clients, appointments, and settings
• Delete My Account — Permanently delete your account and all associated data. This action cannot be undone

Refer & Earn

Earn rewards by referring other businesses to Zovio.

1. Go to Refer & Earn in your sidebar
2. Copy your unique referral link
3. Share with other business owners
4. Earn rewards when they sign up and subscribe

Team

Invite team members to help manage your calls and appointments.

• Add members by email
• Assign roles (Admin, Member)
• Team members can view calls, manage appointments, and handle clients
• Available on Pro and Business plans

Invoicing Overview

Zovio Invoicing lets you create professional estimates and invoices for your clients. Send estimates for approval, convert them to invoices, accept online payments, and track everything from your dashboard.

Get started at zovio.ai/invoicing or access from your dashboard sidebar.

Creating Estimates

How to create and send estimates:

1. Go to Dashboard → Estimates → New Estimate
2. Select a client (or create new)
3. Add line items: description, quantity, rate
4. Set date, valid until, tax rate, discount
5. Add notes or terms
6. Click "Create Estimate"

Estimates can be sent to clients via email. Clients receive a link to view, approve, or decline the estimate online.

Estimate statuses: Draft, Sent, Approved, Declined, Converted.

Creating Invoices

How to create and send invoices:

1. Go to Dashboard → Invoices → New Invoice
2. Select a client
3. Add line items
4. Set date, due date, tax, discount
5. Choose payment method: Bank Transfer, Cash, Check (Pro: Stripe Online Payment)
6. Click "Create Invoice"

Invoices are sent via email with a link where clients can view and pay online.

Invoice statuses: Draft, Sent, Paid, Overdue.

Clients Management (Invoicing)

The Clients section stores all your invoicing contacts:

• Name, email, phone, address
• View all estimates and invoices per client
• Add new clients or edit existing ones

Online Payments

Accept payments online through Stripe (Pro plan and above):

1. Client receives invoice via email
2. Clicks "Pay Now" button
3. Redirected to secure Stripe checkout
4. Payment confirmed — invoice marked as Paid automatically
5. You receive email notification of payment

Payment methods supported: Credit/Debit cards via Stripe, Bank Transfer, Cash, Check.

Invoicing Plans

Invoicing Settings

Configure your invoicing preferences in Dashboard → Settings:

• Company name, address, phone, email — shown on estimates/invoices
• Company logo (Pro plan) — appears on PDFs and emails
• Custom document numbering (Pro plan) — set prefix and starting number
• Default tax rate
• Default payment terms/notes

Data & Privacy

We take your privacy seriously. Here's how we handle your data.

What We Collect

• Account Information — Name, email, phone, business details
• Call Data — Recordings, transcripts, caller information
• Usage Data — Dashboard activity, feature usage
• Payment Information — Processed securely by Stripe (we don't store card numbers)

How We Use Your Data

• Provide and improve our AI receptionist service
• Process appointments and send notifications
• Customer support and communication
• Service analytics and improvements

Data Retention

Third-Party Services

We use trusted partners to provide our service:

• Twilio — Phone calls and SMS
• OpenAI — AI voice and conversation processing
• Google — Address validation
• Stripe — Payment processing
• Render — Cloud hosting (AWS infrastructure)

For complete details, see our Privacy Policy and Terms of Service.

Compliance

Call Recording Disclosure

Two-Party Consent States

These US states require all parties to consent to recording:

• California, Connecticut, Florida, Illinois, Maryland
• Massachusetts, Michigan, Montana, Nevada, New Hampshire
• Pennsylvania, Vermont, Washington

TCPA Compliance

The Telephone Consumer Protection Act (TCPA) regulates telemarketing calls. Zovio is designed for inbound calls only — customers call you. This generally exempts you from TCPA restrictions on outbound calling.

GDPR (European Users)

If you serve customers in the EU:

• We process data under legitimate business interest
• Users can request data export or deletion
• Data stored on US servers (Render/AWS)

CCPA (California Users)

California residents have the right to:

• Know what personal information is collected
• Request deletion of personal information
• Opt-out of sale of personal information (we don't sell data)

Account Deletion

You can delete your account at any time. Here's what happens:

How to Delete Your Account

1. Go to Settings Navigate to Settings → Account in your dashboard.
2. Click "Delete Account" Scroll to the bottom and click the delete button.
3. Confirm Deletion Enter your password and confirm. This action cannot be undone.

What Gets Deleted

• ✓ All call recordings and transcripts
• ✓ Client information and appointments
• ✓ Account settings and preferences
• ✓ Billing information

Timeline

• Immediate: Account access removed
• Within 24 hours: Phone number released
• Within 30 days: All data permanently deleted from servers

Support Tickets

Submit and track support requests directly from your dashboard.

Creating a Ticket

1. Go to Support Navigate to the Support page from the dashboard sidebar.
2. Fill in the Details Enter a subject line describing your issue and provide a detailed description in the message field.
3. Select a Category Choose the appropriate category for your request:
4. Submit Click "Submit Ticket" to send your request to our support team.

Ticket Categories

Ticket Statuses

• Open — Your ticket has been submitted and is awaiting review
• In Progress — A support agent is actively working on your issue
• Closed — The issue has been resolved

Tracking Responses

You can track all your tickets and responses on the Support page. When our team responds to your ticket, you'll also receive an email notification. You can reply directly from the support page to continue the conversation.

Frequently Asked Questions

Troubleshooting

Common Issues

Contact Support

We're here to help! Reach out through any of these channels: