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How To: CAIRO - Create and Edit AI Receptionist

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Written By Jexter Reyes (Administrator)

Updated at April 24th, 2026

Table of Contents

Objective Symptoms Eligibility Procedure Planning Your AI Receptionist (CAIRO) Creating CAIRO Business Information AI Personality Agent Knowledge Call Routing Integrations Related Information Escalation Information Escalation Information: SD1 Change Log

Objective

Provides step-by-step instructions for setting up your CAIRO AI Receptionist.

The CAIRO AI Receptionist is a customizable virtual assistant that answers calls, shares information, routes callers, and can schedule appointments using natural conversation.

You can create multiple AI Receptionists for different needs (e.g., reception, support, sales, billing) and customize each one with your business information, voice preferences, and call routing rules. It helps improve call handling, reduce wait times, and provide a consistent caller experience.
 

Symptoms

  • I want to create an AI receptionist
  • I want to edit my CAIRO
     

Eligibility

Before you can configure your AI Receptionist, the following requirements must be met:

  • A Project Manager or Support representative must enable the Cairo AI Receptionist feature for your domain per your contract. 
  • A user with Office Manager scope is required to manage and configure the Cairo AI Receptionist. 
  • Once enabled, the Cairo AI icon will appear in the NetSapiens/Crexendo toolbar.
     

Procedure

Planning Your AI Receptionist (CAIRO)

Before setup, consider the intended purpose and target audience for each AI Receptionist. 

Examples include:

  • Main business answering point
  • Support queue
  • Sales department
  • Billing department
  • Any other specialized group
  • Understanding the target audience helps determine how the receptionist should interact and what knowledge it needs to respond accurately.

    NOTE: You may create multiple AI Receptionists, each designed for different business needs or call flows.

     

Creating CAIRO

  1. Log in to the VIP Portal as an Office Manager. 
  2. Click the Cairo AI Receptionist icon. This opens the Cairo AI management page in a new browser tab.

  3. Click Create AI Receptionist located at the top-right corner of the Cairo AI page.

    NOTE: The setup wizard will launch and guide you through the creation process, where you will be able to visit (by clicking Next) each aspect of your AI Receptionist to configure it to your needs.

     
  4. Fill in the following sections:

Business Information

  1. Enter your business profile details. This information allows the AI Receptionist to answer fundamental questions about your business, including:
    • Business name
    • Industry
    • Business Type
    • Address
    • Phone number
    • Website
    • Description - this is most likely the About Us section of your company's website
    • Operating hours, including your timezone

      NOTE: The business hours listed are just for reference by the AI receptionist. These settings are not used for call flow routing.

       
  2. Click the Save button to proceed to the next section.
 
 

AI Personality

Customize how your AI Receptionist sounds and communicates with callers. Choose a voice and personality that best represent your brand and create the right first impression.

  1. Edit the following sections:
    • AI Assistant Name: Enter the name of your Receptionist
    • Voice: Select and preview the available voice options to choose the preferred voice style.
    • Personality: Choose the tone the receptionist will use when responding — Formal, Friendly, or Casual.
    • Welcome Message: This is the initial greeting callers will hear when they reach your AI Receptionist.

      TIP: For AI to improve your welcome message, select the icon and select Improve.

       
  2. To apply your settings and proceed to the next section, click Next or Save
 
 

Agent Knowledge

Provide business information so that your AI Receptionist can answer common questions such as hours of operation, location, products, services, and more.

Website Reference or Upload Document

  1. You may provide a website URL for the AI to learn from, or upload a supported file (PDF, DOC, TXT) containing your business information.
  2. After selecting a source, click Generate Knowledge. The AI will analyze the provided content and create a knowledge template, which will populate the Manual Entry field.

TIP: For AI to improve the information, select the icon next to the Manual Entry section. The AI will improve the clarity and readability of the FAQs while maintaining accuracy and keeping answers concise.

 

NOTE: If you make any updates to your website, you will need to return to the Agent Knowledge section again and select Generate Knowledge for CAIRO to re-scan your website.

 
 
 

Manual Entry

If a knowledge template is generated, you may edit, expand, or replace the content as needed. 

You can also manually edit this field or paste additional information for the AI to reference when responding to callers.

TIP: For AI to improve the information, select the icon next to the Manual Entry section. The AI will improve the clarity and readability of the FAQs while maintaining accuracy and keeping answers concise.

 

Click Save or Next once your knowledge settings are complete.

 
 

Integration-Related Knowledge

You can configure additional data points for the AI Receptionist to collect from callers and pass into your integrations.

EXAMPLE: In a Calendar Booking setup, you can include structured instructions in the Agent Knowledge field to prompt for details such as the caller’s phone number, address, or reason for calling. When an appointment is created, this information will be automatically added to the calendar event description.

 

Proper Structure (Includes heading, then instructions)
Cancel subscription 
- If someone wants to cancel a subscription, ask them to fill in a grievance report at www.inlandpresort.com.

Improper Structure:
If someone wants to cancel a subscription, ask them to fill in a grievance report at www.inlandpresort.com.

IMPORTANT: Avoid adding “actions” or instructions that attempt to override or directly control integration behavior, as this may cause the integration to fail. Instead, keep your prompts clear, structured, and within supported parameters.

Always test thoroughly for any manual instructions, as they may interfere with implemented agent logic, and validate the AI Receptionist configuration before deploying it to production.

 
 
 

Call Routing

Configure how your AI Receptionist routes incoming calls to the right departments and team members. Set up routing rules based on caller requests to ensure every call reaches the appropriate person or team.

AI Receptionist Number

Select an available phone number to serve as the pilot number for this AI Receptionist.

NOTE: The number must appear in the Crexendo Number Inventory and be marked as Available.

 

NOTE: Your AI Receptionist will NOT have its own extension, but the DID you assign it to will allow you to route calls to it. This pilot number can also be used within Crexendo Auto Attendant configurations and Inventory Time of Day Routing by using the pilot number destinations for the Option selections.

 

 

Text Message Number (Optional)

Select an SMS-enabled number to be used for real-time notifications within the Integrations section.

Pre-Requisite: SMS numbers must be configured in the VIP SMS Inventory tab and assigned to a user in order to appear in the dropdown list.

 

 

Call Routing

Queues and Auto Attendants

Enable the appropriate queues and auto attendants, then enter routing phrases the AI will use to recognize caller requests and direct calls accordingly

EXAMPLES: 

  • Transfer me to Billing
  • I need Technical Support
  • Speak to a representative
 
Individuals Enable the users you want the AI Receptionist to include as routing destinations.
Default Routing If no routing match is identified based on the caller's intent, the AI will route the call to the default destination you select.
 
 

Integrations

Extend your AI Receptionist with additional features by turning on the integrations you need.

Enable the desired features, then click Save or Next to finalize the routing configuration

Appointment Booking (Optional)

Allows you to link a Google or Outlook calendar so the AI Receptionist can schedule appointments on your behalf.

  1. Select either option to open a pop-up window for calendar login.
  2. Once you have logged in to your calendar, it will show in the Appointment Booking Section as a Connected account.
Real-Time Notifications (Optional)

If you added an SMS number in the call routing section, it will appear here as the number you will receive messages from.

  1. Enter the phone number where you want to receive the alerts in the blank provided. You can only enter one number here.

    NOTE: If you are using the VIP Mobile App, you can configure multiple users to share this number by contacting Crexendo Support.

     
  2. Enter the keywords you would like to be notified of. 

    TIP: To further improve the keywords, select the icon next to the Keywords blank to allow AI to create variations of these keywords that capture different ways people might say the same thing, including casual and formal versions.

     
Whisper Intelligence Provides a summarized briefing of the caller’s conversation when the call is transferred to a human agent.
 
 

To test your AI Receptionist (CAIRO), refer to How To: CAIRO - Test AI Receptionist
 

Escalation Information

Escalation Information: SD1

If you need additional assistance, contact Crexendo Support at 855-211-2255 or email us at support@crexendo.com

 

Change Log

Date Description
Apr 17, 2026 Article revamped

 

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