From first call to a live AI receptionist in about a day of setup

Step 1: Before the kickoff

We gather what we need, and agree guardrails in writing: what the assistant must refuse, the disclosure wording and the recording notice.

• Logo and colours
• The WordPress site or sites that will carry it
• Hours and time zone
• Services and prices the assistant may quote
• 5 to 10 real customer questions
• Who takes live chats and who owns bookings
• Which CRM you use, and whether you want voice

Step 2: Install

We add the plugins to your WordPress, normally on a staging copy first. We set your Anthropic key in wp-config.php, define an encryption key so saved keys survive salt changes, and set roles for your staff.

Step 3: Knowledge

Your published pages are indexed. We add documents and imported pages, then ask the assistant your real questions in the test playground, write answers where it is weak, and test again.

Step 4: Assistant and voice

Persona, tone, allowed and blocked topics, booking rules and disclosure are set. With voice, we create the ElevenLabs agent, you pick a stock voice, and we place one test call.

Step 5: CRM

You create a private app in HubSpot with the scopes we list. We connect it, map each lead field to a property your sales team uses, and choose the pipeline, stage and owners. A test lead goes through the widget and we check the contact, the meeting and the note. With another CRM, this step is a small plugin we build for you.

Step 6: Email and calendar

We check your SMTP plugin, set staff notification addresses and edit the templates in your voice. If you want your real calendar used, we build a calendar connector as a site plugin.

Step 7: On your site

The launcher is inserted site wide, or only where you want it. We check it on staging: the launcher appears, voice asks for the microphone, and the page cache does not break the session.

Step 8: MCP (optional)

We create a token or connector for each person, read-only for most. We confirm the ChatGPT and claude.ai setup with you, because their screens change.

Step 9: Acceptance, with you

We check that the assistant refuses what it should, a lead reaches your CRM, a booking waits for Confirm, a handover works, and a read-only token is refused a write. Then a keyboard pass and a screen reader check. Test data is deleted before launch.

Step 10: Handover and aftercare

We train staff on Live chats, Leads and the Gaps list. Two weeks after launch we review gaps, cost per lead and failed syncs together. Your keys live in your own password manager, not ours.