RMS Voice AI Receptionist for Home & Outdoor Services
Everything you need after install: what you got, how to make it yours, and how to test it on real calls before it answers a live one.
Your AI receptionist, ready to configure.
This app installs an AI phone receptionist for home and outdoor service businesses, along with the workflows and CRM records behind it. It answers inbound calls, works out the trade and the job, checks the service area, books a free estimate or takes a message, and flags emergencies. Everything arrives with example text and placeholders. You fill in your own business details, connect your phone number and calendar, and test it before it takes live calls.
Plan on 60 to 90 minutes for setup and a first round of test calls. The phone number, the calendar connection and the transfer number are the three things that must be done by you. They cannot ship inside an app.
No live call test from us. We have not placed a live phone-call test of this product in your account, and we cannot do so, because your phone number and calendar are yours. Before you go live, place real test calls to your connected number, at least one emergency scenario and one booking scenario (see Test checklist).
What you need ready.
- A business account on the CRM platform with Voice AI available, and a funded wallet or plan for usage charges (see Billing notes).
- A business phone number you can assign to the agent (buy a new one or use one you already own in the account).
- A team member and a calendar (Google or Outlook) for estimate visits.
- A cell number for emergency transfers and an email address for call summaries.
- Your business facts: trades, service area or ZIP codes, hours, emergency policy, estimate policy and your FAQ answers.
- US texting registration (A2P 10DLC or toll-free verification) if you want the agent and workflows to text callers.
Everything the install brings in.
Voice AI agent: “RMS Home Services Receptionist”
An English (US) receptionist persona with a greeting, a full prompt, and 19 actions. Calls are capped at 10 minutes, idle reminders are on, and the call summary is saved to the contact as a note. The shipped greeting is “Thanks for calling [[BUSINESS_NAME]]. This is Alex, the virtual assistant, and this call may be recorded…”
| Action group | What it does |
|---|---|
| Transfer to on-call | Warm transfer to your on-call phone, with a whisper message to the person who answers. Ships with a placeholder number. |
| Send Text With Details | Texts the caller your hours, service area and contact info when they ask. |
| Business Info | Looks answers up in the knowledge base instead of guessing. |
| Book Estimate | Offers open estimate times from your estimate calendar and books the visit. |
| Emergency alert | Starts the Emergency Alert workflow while the call is still going. |
| In-call details (3) | Captures first name, last name and email. |
| Call data (11) | Saves Trade, Job Type, Job Details, Service Address, Service ZIP, In Service Area, Urgency, Timeline, Homeowner, Call Outcome and Preferred Callback Time to the contact. |
Workflows (folder “RMS Voice”)
| Workflow | What starts it | What it does |
|---|---|---|
| V1 Post-Call Processor | Selected in the agent’s Post-Call settings (it has no trigger of its own). | Saves the call summary and adds the inbound-call tag, then branches on the call outcome:
|
| V2 Emergency Alert | The agent’s “Emergency alert” action, mid-call. | Raises the emergency flag and alerts you right away, so the emergency does not wait for the call to end. |
| V3 Missed Call Text-Back | An incoming call that is unanswered, busy or goes to voicemail. | Texts the caller back. You set your business number in the trigger (step 9). |
| V4 Estimate Booked Confirm & Remind | A booking made on the estimate calendar. | Tags the contact, creates or updates the opportunity “Estimate booked - <contact name>” and texts you (the owner). Texts the caller a reminder 1 day before the appointment and another 2 hours before. There is deliberately no immediate “You’re booked!” text, so callers do not get a double confirmation; the calendar’s own email confirmation is the confirmation and stays on. |
Good to know: the 8 trade tags and the homeowner tag exist in your account, but V1 does not apply them automatically. The caller’s trade and homeowner status are saved in custom fields, so you can build a Smart List on those fields.
CRM structure
| Item | Contents |
|---|---|
| Custom values (6) | Business Name, Owner Phone, Owner Email, Business Hours Text, Service Area Text, Callback Promise. |
| Custom fields (12) | Folder “RMS Voice”: Trade, Job Type, Job Details, Service Address, Service ZIP, In Service Area, Urgency, Timeline, Homeowner, Preferred Callback Time, Call Outcome, Call Summary. |
| Tags (17) | All start with rms-voice-: inbound-call, emergency, estimate-booked, message-taken, callback-needed, missed-call, out-of-area, not-a-fit, homeowner, and eight trade tags (hvac, plumbing, roofing, electrical, landscaping, cleaning, pest, outdoor). |
| Pipeline | “RMS Voice Receptionist Leads”: New Lead, Emergency - Call Now, Qualifying, Estimate Booked, Quote Sent, Won, Lost. |
| Calendar | “RMS Voice Estimate Calendar”: 60-minute free estimates, 30-minute slot interval, 15-minute buffer, 2 hours’ notice, 30-day window, Mon–Fri 8 am–5 pm (Central) as a starting point. Email confirmation on, text confirmation off. No team member is assigned. |
| Knowledge base | “RMS Voice KB - Business Info”: 35 FAQs with [[…]] placeholders for your real answers. |
Twelve steps, in this order.
Menu names can differ slightly between accounts and over time. If you cannot find an item, search the settings for its name or email us.
Open the agent
Go to AI Agents → Voice AI and open RMS Home Services Receptionist. Confirm you can see its actions and that the workflow V1 Post-Call Processor is selected under the agent’s Post-Call settings.
Fill in your custom values
Go to Settings → Custom Values and fill in the six values. Use real numbers and email addresses, not the examples.
| Custom value | What to enter | Shipped as |
|---|---|---|
| Business Name | Your spoken company name | placeholder |
| Owner Phone | The cell that gets owner text alerts, e.g. +15125550123 | +15555550100 |
| Owner Email | Where owner alerts are emailed | owner@example.com |
| Business Hours Text | e.g. “Monday to Friday 8am to 5pm” | placeholder |
| Service Area Text | Cities or area you serve | placeholder |
| Callback Promise | e.g. “within one business hour” | placeholder |
Replace the placeholders in the agentRequired
In the agent’s Agent Prompt, Welcome Message and Business Name fields, replace every [[PLACEHOLDER]] with your own text. Anything in the prompt written as “(example: …)” is sample wording, not a fact. Replace it with your real policy or delete it. The agent is instructed to treat unfilled [[placeholders]] and “(example: …)” text as unknown, never as real business facts, but you should still replace them all.
| Placeholder | Enter | Example |
|---|---|---|
[[BUSINESS_NAME]] | The name callers hear | Smith Home Services |
[[TRADES_OFFERED]] | Trades you actually handle | HVAC, plumbing, roofing |
[[SERVICE_AREA]] | Cities or ZIP areas you serve | Greater Austin, TX |
[[BUSINESS_HOURS]] | Your hours as spoken | Mon–Fri 8am–5pm |
[[EMERGENCY_POLICY]] | What counts as an emergency, and whether you transfer to on-call | 24/7 for burst pipes, no heat, electrical hazards; transfer to on-call |
[[ESTIMATE_POLICY]] | How you describe estimates | Free on-site estimates |
[[CALLBACK_PROMISE]] | Callback timeframe for messages | within one business hour |
[[EMERGENCY_CALLBACK_MINUTES]] | Emergency fallback promise, in minutes (number only) | 30 |
Tip: use the browser’s Find (Ctrl/Cmd+F) for [[ in each box until nothing is left.
Edit the knowledge base
Open RMS Voice KB - Business Info. Replace every [[…]] in the 35 FAQs with your real answers (hours, ZIP list, pricing policy, financing, licensing, warranty and so on). Delete FAQs for trades you do not offer, and delete any FAQ you cannot answer truthfully. The agent will say it does not know and offer a callback rather than invent an answer.
Pick a voice and check pacingDo not skip
In the agent’s voice settings, preview several voices and choose one. The agent ships on a default voice. Then check Patience. The agent’s responsiveness shipped high, so callers who pause may get interrupted; lower it if so. While here, also confirm Timezone (it ships as America/Chicago), the Working Hours (it ships answering at all hours) and the 10-minute maximum call length.
Assign a phone numberRequired
A phone number is not included in the install. Buy or choose a number in Settings → Phone System, then in the agent open Deploy → Phone and assign it. Choose how calls route: the agent answers directly, or it acts as backup when you do not pick up.
Set the emergency transfer numberRequired
Open the Transfer to on-call action and enter your real on-call number. It ships with the placeholder +15555550100, which will not reach anyone. The Owner Phone custom value does not feed this action, so set it here directly. The whisper message is on. If you do not want any live transfers, delete the action and rely on the alerts; also update [[EMERGENCY_POLICY]] to say so.
Connect your calendarRequired
Open Calendars → Calendar Settings → RMS Voice Estimate Calendar. Add a team member, connect their Google or Outlook calendar, and set the availability you really want. Check the time zone and buffers. Estimates use your customer’s Service Address field as the meeting location. Then open the agent’s Book Estimate action and confirm it points at this calendar.
Review the four workflows
Open Automation → Workflows, folder RMS Voice. All four ship Published and ready to run. Read through the steps of each so you know what your callers will receive.
- V3: set your business number in the trigger filter so it only reacts to calls to that number. Do not run another missed-call text-back on the same number, or callers get two texts.
- V2: confirm the agent’s Emergency alert action points at it.
- V1: confirm it is selected in the agent’s Post-Call settings.
- V4: the reminder texts go out 1 day and 2 hours before the appointment, so they only reach callers whose texting is registered and approved (step 11). Keep the calendar’s email confirmation on.
- Check the message wording in every text and make it sound like you.
Post-call email and users
In the agent’s Post-Call settings, set who receives the call summary email. It ships to account admins plus owner@example.com, so replace that placeholder with your own address. The callback task in V1 has no assigned user, so assign users where your team will see them.
Register for texting (US)
Register your brand and campaign for A2P 10DLC in Settings → Phone System → Trust Center, or complete toll-free verification. Until this is approved, caller and owner texts may be blocked or filtered, even if everything else works.
Test, then go live
Work through the Test checklist. Do not go live until an emergency call and a booking call have both passed on a real phone call.
Test on real calls before you go live.
Place real test calls to your connected number, from a phone that is not your on-call phone. A Web Call in the agent builder is useful for checking the prompt and knowledge base, but it does not run call transfers or the full phone path, so it can never replace a real call. Use a test contact you can delete afterwards.
Before the calls
Call 1 · Emergency scenario Required
Call your number and say, for example: “My water heater burst and water is going through the ceiling. I’m in a ZIP you serve.”
Call 2 · Booking scenario Required
Call again and say, for example: “My AC isn’t cooling and I’d like an estimate. I own the house.” Give a ZIP inside your service area and an address.
More checks (recommended)
When both required calls pass, delete your test contacts, then switch call routing to live.
Common questions.
Does this come with a phone number?
No. Phone numbers are not copied by an app install. Buy or assign one yourself (step 6). Phone usage is billed separately.
Why is there no live test from you?
We ship the build with its prompt, actions and workflows in place, but a live test depends on your number, your calendar and your emergency phone, which only exist in your account. That is why the checklist has you place real calls before go-live.
The agent said something wrong about my business. Why?
It only knows what is in the prompt and the knowledge base. If a placeholder or example text is still there, or a FAQ is vague, the agent may answer vaguely or offer a callback. Fill in the placeholders and FAQs, then retest.
Can I change the name “Alex”?
Yes. Change it in the welcome message and in the prompt’s role line. Keep the “virtual assistant” disclosure.
Can I remove trades I don’t offer?
Yes. Edit [[TRADES_OFFERED]], delete the related FAQs, and leave the unused tags alone. They do no harm.
Why didn’t my contact get a trade tag?
The workflows save the trade in a custom field rather than applying the trade tags. Filter on the Trade field in a Smart List, or add your own tagging step in V1.
The transfer didn’t ring my phone.
Check the number in the Transfer to on-call action (it ships as a placeholder), that your policy allows transfers, and that you tested by a real phone call and not a Web Call.
Callers hear the agent talking over them.
Adjust Patience in the agent settings and retest with a real call.
Can I use it for just one trade?
Yes. List one trade in [[TRADES_OFFERED]] and trim the FAQs.
Texts aren’t sending.
Check that your number’s A2P 10DLC or toll-free verification is approved, that the contact has not opted out, and that your wallet has funds.
Is the AI disclosure and recording notice covered?
The greeting says it is a virtual assistant and the call may be recorded. You are responsible for meeting your state’s recording, AI-disclosure and texting-consent rules.
Can I install it on more than one business?
No. It is licensed for one business account per purchase. Resale and redistribution are not permitted.
Usage fees are billed separately.
Your purchase covers this template. HighLevel bills usage-based charges separately for Voice AI minutes, Conversation AI replies, and SMS and phone usage. These depend on your HighLevel plan and wallet and are not part of the app price. Phone numbers, text messages, call minutes and any registration fees (such as A2P 10DLC) are charged by your account’s phone and messaging provider. Keep your wallet funded, and check your platform’s current rates before going live. This guide does not quote prices because they change.
Revenue Mode Systems does not guarantee call volume, bookings or any business result. Review all calls, texts and legal obligations yourself.
Need help? Email us first.
Support for this product is handled by Revenue Mode Systems. Email is the fastest way to reach us, and it keeps your setup details in one thread. Include your business name, the step you are on, and a screenshot if you can.
No turnaround time or outcome is guaranteed. Results depend on your setup, your testing and your follow-up.