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.io/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 GPT-4 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
• Russian

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

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

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

Notification Bell

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

Phone Setup

Shared Number (Free & Trial)

On Free and Trial plans, you use our shared demo number with a unique master code:

• Phone: +1 (256) 464-1985
• Your master code identifies your account
• Callers enter your code when prompted

Dedicated Number (Paid Plans)

On Starter, Pro, and Business plans, you get your own dedicated phone number:

• No master code needed
• Looks more professional
• Can forward your existing business line to it

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

Invoices

Download invoices anytime from Settings → Billing → Invoice History. Invoices are also emailed to your registered email address.

Settings

Configure your account and AI behavior.

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

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

Frequently Asked Questions

Troubleshooting

Common Issues

Contact Support

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