In today’s fast-paced business environment, missing a phone call can mean missing a potential lead or customer. At Index, we believe that every call is important, and with the help of AI, you can ensure that no call goes unanswered, even on weekends or holidays. In this tutorial, I’ll show you how to set up an AI phone assistant in just 10 minutes using VAPI and Nimbata. This assistant will handle inbound calls, provide real-time information, and connect seamlessly with your existing software.

Introduction to the AI Phone Assistant

Before diving into the setup, let’s understand the system we’ll be working with. The AI phone assistant will receive calls through Nimbata, a service that provides local Cyprus phone numbers. These calls will be redirected to VAPI, where the AI assistant operates. VAPI will use various tools to fetch real-time information from your business software, such as calendars, CRMs, or Excel sheets, using make.com as the connector.

Key Features of the AI Phone Assistant

• Local Cyprus Phone Number: The assistant uses a local number, making it accessible to your customers.
• Multi-Language Support: It can operate in Greek, English, or Russian.
• No-Code Solution: You don’t need any programming skills to set it up.
• 24/7 Availability: The assistant is available around the clock, including holidays.
• Software Integration: It connects to any of your existing software.
• Cost-Effective: It’s cheaper than hiring a physical phone secretary.

Step-by-Step Setup Guide

1. Create an Account on VAPI

First, you’ll need to create an account on VAPI. This is a straightforward process:

1. Go to the VAPI website and sign up for an account.
2. Once logged in, navigate to the “Phone Numbers” section.
3. Register any phone number you have. Nimbata will later redirect calls to this number.

2. Set Up Your AI Assistant

Next, you’ll set up the AI assistant:

1. In VAPI, go to the “Assistants” section and create a new assistant.
2. Give your assistant a name and some basic information. For example, you might name it “John” and set it up for inbound Q&A.
3. Customize the script that the assistant will use. Here’s an example script for a real estate agency:
   • “Hello, this is Mary from Index Realty. How can I assist you today?”
   • Collect the caller’s name, property ID, phone number, and the best time to call back.
   • Use the “get listing info” tool to fetch property details based on the property ID.

3. Multi-Language Support

If you need the assistant to operate in multiple languages, set up additional assistants with the same instructions but in different languages. For example:

• Masha: Speaks Russian.
• Maria: Speaks Greek.

Translate the directions and select the appropriate transcriber and voice for each language.

4. Configure Tools in VAPI

In VAPI, you’ll need to set up tools that the assistant will use to fetch information:

1. Go to the “Functions” section and create a new tool called “get listing info.”
2. Set the integration to a server URL that will handle the request.
3. Define the parameters, such as the property ID, and describe them clearly.

5. Set Up Scenarios in Make.com

Make.com will act as the connector between VAPI and your business software. You’ll need to set up two scenarios:

1. End of Call Report:

   • Wait for the report URL from VAPI.
   • Create a new row in a Google Sheets spreadsheet with the call details.
   • Send an email with the call report.

2. Tool Call:

   • Handle different software requests based on the function name.
   • For example, fetch property details from a spreadsheet using the property ID.

6. Register on Nimbata

Nimbata provides the local phone numbers and redirects calls to VAPI:

1. Go to the Nimbata website and register for an account.
2. In the “Numbers” section, add a new phone number.
3. Set up destinations to redirect calls to the VAPI phone number.

7. Configure Call Flow in Nimbata

Finally, set up the call flow in Nimbata:

1. Go to the “Call Flow” section and create a new flow.
2. Define what happens when someone dials the phone number. For example:
   • Play a greeting message: “Thank you for choosing Index Realty.”
   • Redirect the call to the VAPI phone number.

Demo: AI Assistant in Action

To give you a better idea of how the AI assistant works, here’s a quick demo:

1. Caller Interaction:

   • The assistant greets the caller and asks for their name and property ID.
   • It fetches property details in real-time and provides the information to the caller.
   • The assistant collects the caller’s phone number and the best time to call back.

2. Handling Unexpected Questions:

   • The assistant can handle random questions and even engage in light-hearted conversation.
   • For example, if the caller asks about the number of agents in Limassol, the assistant provides a detailed response.

3. End of Call Report:

   • At the end of the call, the assistant generates a report with the caller’s details and the conversation summary.
   • This report is sent to your email and added to a Google Sheets spreadsheet.

Conclusion

Setting up an AI phone assistant for your business in Cyprus is a simple and cost-effective way to ensure that no call goes unanswered. With VAPI, Nimbata, and make.com, you can create a powerful assistant that operates 24/7, supports multiple languages, and integrates seamlessly with your existing software. If you have any questions or need further assistance, feel free to reach out in the comments or contact us directly at Index. Happy automating!

FAQs

1. Can I use this AI assistant for businesses outside of Cyprus?

Yes, you can use this AI assistant for businesses in other countries by selecting the appropriate local phone numbers and configuring the assistant accordingly.

2. How do I customize the assistant’s script?

You can customize the script in the VAPI assistant settings. Simply edit the text to match your business needs and provide clear instructions for the assistant.

3. What if I need the assistant to support more languages?

You can set up additional assistants for each language you need. Translate the instructions and select the appropriate transcriber and voice for each language.

4. How do I integrate the assistant with my CRM?

Use make.com to create scenarios that connect VAPI with your CRM. You can fetch and update CRM records based on the information collected by the assistant.

5. Is there a limit to the number of calls the assistant can handle?

The capacity of the assistant depends on the VAPI plan you choose. Check with VAPI for details on call limits and pricing.