Answering Service Lexington KY: Quick Setup and Integration

published on 03 March 2024

Looking for an Answering Service in Lexington KY that's easy to set up and integrates seamlessly with your business? Here's what you need to know:

  • Quick Setup: Start taking calls immediately with Dialzara, an AI-powered answering service that can be up and running in no time.
  • Integration: Seamlessly works with over 5,000 business apps for a smooth workflow.
  • Customization: Tailor the service to sound like your business with custom scripts and greetings.
  • 24/7 Availability: Never miss a call with round-the-clock service.
  • Cost-Effective: More affordable than hiring multiple receptionists, with flexible plans based on your call volume.

Setting up is straightforward: Create an account on Dialzara, answer questions about your business, choose a voice and phone number, and set up call forwarding. Dialzara also connects easily with tools like Slack and Zapier for enhanced workflow integration. Regular reviews and adjustments ensure the service grows with your business, maximizing the benefits of having an answering service.

What is an Answering Service?

An answering service is like a helper that picks up calls for businesses when they can't. Let's look at the main kinds you might come across:

  • Live receptionist answering - This is when a real person picks up the phone. They can say hello, take messages, switch calls to someone else, set up meetings, and more. It's like having a friendly face on the phone.
  • Automated attendant - Here, a computer system answers calls with a pre-recorded message. It can guide callers to leave a message, find a person by name, and other options. This works all day and night.
  • Message taking - This service is all about writing down what callers say and sending the message to the right person. It's great for catching calls after hours.

These services can do a lot, like sending calls to the right place, using special greetings, giving voicemail options, scheduling meetings, and more. Some even send you messages in real time, let you manage things online, or use apps on your phone.

Benefits of Using an Answering Service

Having an answering service helps businesses in several ways:

  • Improves customer service - Calls are answered quickly, and questions are handled anytime, making sure help is always there.
  • Increases sales opportunities - By picking up every call, you won't miss out on chances to make sales.
  • Allows staff to focus - Your team won't be distracted by every call and can concentrate on important work.
  • Provides flexibility - You can adjust easily to more or fewer calls without the hassle of hiring or letting go of staff.
  • Saves money - It's cheaper than having several receptionists. You only pay for what you need.

Introducing Dialzara - AI Powered Answering Service

Dialzara offers a smart answering service that uses AI, which means it can talk and understand like a human but is powered by technology. Here's what it offers:

  • AI phone agent - Uses smart voice technology that can handle calls by following a script or connecting with other business apps.
  • Seamless integration - Works well with over 5,000 business apps for a smooth workflow.
  • Custom scripts - The service can use words and phrases that fit your business perfectly.
  • Understands jargon - The AI can catch on to special terms used in your industry, making it sound like part of the team.
  • 24/7 availability - It can answer calls any time, which is great for your customers.
  • Easy self-service - You can manage everything easily online.

Dialzara makes it easy to have conversations with customers without needing a person on the phone, all managed through a simple online system.

Getting Ready for Setup

Before you start using Dialzara's answering service, there are a few things you need to get in order and questions you should think about to make sure everything goes smoothly.

What You Need First

Before you get Dialzara up and running, you should have:

  • A business phone number that's just for this service. This way, you keep your current number for existing customers but let new calls go to Dialzara.
  • Know which business tools (like CRM or accounting software) you want Dialzara to work with. This lets you share information between Dialzara and these tools.
  • A clear idea of what your customers usually need help with. What questions do they ask? What kind of tasks do they need help with, like making appointments or payments? Knowing this helps set up Dialzara correctly.

Questions to Think About

Here are some things to consider before you start:

  • When do you get the most calls? Knowing your busiest times helps make sure Dialzara is ready for lots of calls.
  • Do you use special words or phrases in your business? Make a list so the AI can talk like it's part of your industry.
  • What do you want Dialzara to do? Think about the main things you want help with, like taking orders or setting up meetings. This makes sure Dialzara is set up just right for you.

Getting these details sorted out means Dialzara can start working for you and your customers right away, fitting into your business like it's always been there.

Step-by-Step Guide to Quick Setup

1. Create a Dialzara Account

First, go to Dialzara's website and make an account. Pick the plan that fits how much you'll use it. Signing up is easy - just put in your email and make up a password.

2. Answer Questions About Your Business

Once you're signed up, Dialzara will ask some questions about your business. This helps make the AI agent work better for you. Tell them about what you sell, who buys it, the special words you use, what people usually call about, and when you get the most calls. This way, the AI can really fit what you need.

3. Choose a Voice and Phone Number

Then, pick from over 30 voices to find one that sounds right for your business. You can listen to samples to help decide. After that, get a local or toll-free number. This is the number people will call to talk to your AI agent.

4. Set Up Call Forwarding

Last, go to your phone service's website and look for how to set up call forwarding. Put in the Dialzara number you got. Now, calls to your business will go straight to your AI answering service. And you're done! Dialzara will take care of the calls from here.

Integration with Business Applications

Dialzara can work together with the business tools you already use, making your work smoother and more connected.

Dialzara Integrations

Dialzara works directly with:

  • Slack: Send messages and share info between Dialzara and your team easily.
  • Zapier: Lets Dialzara connect with loads of other apps through Zapier, making it super flexible.

These connections help Dialzara fit right into your existing setup without any hassle.

Common Use Cases

Here's how Dialzara's connections can make things easier for you:

  • Calendar apps: If someone calls to set up a meeting, Dialzara can automatically put it in your calendar.

  • CRM platforms: Keep track of every call in your customer relationship management (CRM) system, like Salesforce, so you always know what's going on with your customers.

  • Project managers: Turn call details into tasks or tickets so your team knows what to follow up on, complete with deadlines and who's responsible.

  • Helpdesk apps: Start a support ticket right after a tech support call, making sure it goes to the right person.

  • Accounting software: Put billing info from calls straight into your accounting system, cutting down on paperwork.

With the ability to connect to thousands of tools through Zapier, you can link Dialzara to the apps you use every day, making sure all your work flows together nicely using the info from your calls.


Maximizing the Benefits

Training the AI Agent

To make Dialzara work best for your business, you should teach it about what you do. Here's how:

  • Add industry terms and abbreviations: Go to the online portal and upload a list of special words or short forms your field uses. This helps the AI understand your business language.

  • Refine responses with call transcripts: Look at past calls and see where things could be better. Use the feature that lets you correct and suggest new ways of answering.

  • Set up conditional responses: Make custom conversation paths so the AI can ask better follow-up questions or give more useful info to people calling.

  • Prioritize key tasks: Decide which requests are most important, like booking times or taking orders, so the AI focuses on these first.

Checking and improving these areas regularly will make sure both callers and your team have a good experience.

Regular Reviews and Adjustments

Your business changes over time, so your Dialzara setup should too. Here's what to look at every month:

  • Hours of operation: See if you need to be available more or less. You can easily change your hours to fit busier times.

  • Services offered: You can add new services like booking appointments or taking payments, or stop offering ones you don't need anymore.

  • Integrations: Start using new tools that work with Dialzara, or stop using ones you don't need.

  • Call volume: If you're getting more or fewer calls than before, you might need to change your plan.

Keeping your setup updated helps your business run smoothly. Even small changes can make a big difference.

Common Questions and Troubleshooting

Frequently Asked Questions

Here are some questions people often ask about Dialzara's answering service:

Can I keep my existing phone number?

Yes, you can. By setting up call forwarding, you can have calls sent to Dialzara without changing the number your customers use to reach you.

What languages does the AI agent speak?

For now, Dialzara's AI can only speak English. We're working on adding more languages.

Can Dialzara grow with my business?

Yes, it can. If you need to handle more calls, you can easily upgrade your plan. Dialzara is designed to grow with you.

Is my data safe?

Yes, it is. Dialzara protects your information with strong security measures like encrypting data, controlling who can see it, keeping an eye out for unauthorized access, and checking the system regularly.

Troubleshooting Tips

If you run into problems, here are some ways to fix them:

Call forwarding isn't working

  • Make sure you've entered the number correctly in your phone service's settings.
  • Turn call forwarding off and then back on to see if that helps.
  • If it's still not working, get in touch with your phone service provider.

Call quality sounds choppy

  • Check if your internet is slow. A bad connection can cause this issue.
  • Try making a call from a different phone to see if there's a difference.
  • Look at the audio settings on Dialzara's website and adjust if needed.

Integrations stopped syncing

  • See if there was a recent update to the app that might have caused the problem.
  • Double-check your API keys and permissions to make sure nothing was accidentally changed.
  • Use Zapier's tools to figure out what's wrong.

If these steps don't solve your problem, reaching out to Dialzara support is a good next step. They're there to help.


Setting up an answering service like Dialzara is a smart move for small businesses in Lexington, KY who want to improve how they handle customer calls and make their daily work easier. You don't need to be a tech expert to get started. In just a few steps, you can have a computerized system ready to take calls any time of the day or night.

Here are the main benefits:

  • Your business can answer calls all day, every day, which means you're always there for your customers.
  • You won't miss calls, so you have more chances to sell your products or services.
  • Your team can spend time on more important tasks instead of answering the phone.
  • The system can grow with your business, handling more calls as you get busier.
  • It's cheaper than hiring a bunch of people to answer phones.

To get started, you just create an account, answer some questions about your business, pick a voice for the system to use, choose a phone number, and set up call forwarding. Dialzara can also work with the other apps you use for your business, thanks to its connection to over 5,000 apps through Zapier. This makes everything work together smoothly.

As your business changes, you can easily adjust how the system works, like changing hours or adding new services. If you run into any problems, there's help available to get things fixed.

Using technology like Dialzara can really help your small business stand out by making sure your customers get great service any time they call.

How do I set up an answering service?

To start an answering service, follow these steps:

  1. Understand who you're trying to help and plan your business around that.
  2. Make sure your business is officially registered.
  3. Get the tools you need, like computers and phones.
  4. Work with a phone company to get your phone lines set up.
  5. Use software to keep track of your customers.
  6. Think about using internet-based phone numbers and having people work from different places.
  7. Write down how to handle common questions or situations.

Getting the right tools, people, and plans in place is key to handling calls well.

Is an answering service worth it?

Yes, getting an answering service is often a good idea because:

  • It lets you be there for your customers all the time, which they'll appreciate.
  • People see your business as more professional because of the quick, helpful service.
  • You might get more sales by not missing calls.
  • It can be cheaper than hiring a lot of staff.

For many small businesses, the benefits like being available all the time and saving money make it a smart choice.

What equipment is needed to start an answering service?

You'll need:

  • Computers and headsets for the people answering calls
  • A good phone system that can handle lots of calls
  • Software to keep track of customer info
  • Fast and reliable internet
  • An emergency power source
  • A quiet place for your office

Having the right setup helps your team manage calls quickly and keep everything organized.

How does an answering service work?

An answering service uses people and technology to answer calls for businesses. Here's how it works:

  • The service recognizes who's calling and pulls up their info.
  • The person answering the call follows a script or set of instructions specific to that business to help the caller.
  • They take messages or give information as needed, and keep records of the calls.
  • The business can see these updates anytime and change instructions if needed.

It's a smart way for businesses to make sure calls are handled well without having to do it all themselves.

Related posts

Read more