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Setting up your Agent's Phone

Ready to set up your Agent's phone? Follow these step by step instructions!

Updated today

Step 1: Navigate to the email setup page by going to your Vault clicking on the Comms tab

Step 2: Under Phone calls, select Setup.

Step 3: Select your AI Recruiter's voice.

  1. You’ll notice that your AI Recruiter has been preassigned a custom phone number

  2. Your AI Recruiter also has a preassigned voice, but we encourage you to explore all the options to determine which one fits best with your brand and your AI Recruiter’s picture and name.

Step 4: Setup your AI Recruiter's transfer paths.

Whether a student asks your AI Recruiter a question it doesn't have the answer to, or if they ask to be transferred to someone in your office, we have two transfer paths available:

  1. Email: You can direct your AI Recruiter to send an email to an address of choice (ex: your institution's admissions office)

  2. Live call transfers: You can direct your AI Recruiter to forward the call to a phone number of choice (ex: your institution's admissions main line)

    1. To ensure this is enabled, toggle on Allow live call transfers

    2. Enter the phone number you want the AI Recruiter to transfer to

    3. Enter the time zone of your institution

    4. Enter the individual working hours for each day. The AI Recruiter will only attempt live transfers during these hours. If a transfer happens outside these hours, the AI Recruiter will transfer via email.

Step 5: Test phone calls

Select Test phone calls under Outbound calls, and enter your number. Your AI Recruiter will give you a call! Here, you can test the voice, content, transfer paths, and more!

Step 6: For partners with Inbound phone functionality, share this number on websites, add it to your phone trees, and more!

There is no additional set up required for inbound phone. The phone number is the same for both inbound, outbound (and SMS)! You can similarly test inbound phone but giving the number a call!

Step 7: Launching your phone

❗ There is no additional step to launch phone functionality. You do not need to hit Launch to students under outbound calls. Your phone is already configured and ready to use via Missions and inbound functionality if applicable.

To set up a phone Mission, follow these steps here!

FAQ

How can we specify what time the AI Recruiter is calling students?

The default is 3-8pm, 7 days a week in the student’s time zone. We chose these hours to avoid calling during school hours. However, we can adjust up to 8am-9pm if requested, which is in line with TCPA regulation. Reach out to your Implementation Manager if you'd like to make any adjustments to call hours.

Can I change my AI Recruiter's phone number?

During our set up process, we do our best to secure a phone number with an area code that aligns with your institution. If it is not available, we try for a next best option. If you'd like to make a change, please reach out to your Implementation manager an we will do our best to find a number with our phone provider that meets your needs!

How can I adjust how my AI Recruiter pronounces certain words?

You can add a custom instruction for any unique pronunciations. Reminder, like people, your AI Recruiter may still make a mistake occasionally when pronouncing a specific word. This is normal!

How often will my students get a phone call?

This depends on the specific frequency settings of your Mission! You can have the agent call a student up to 1x a day (although, most of our partners opt for a longer timeframe of around 1x a week to avoid over communicating to their students)

Can I trigger a phone call a student instantly upon uploading them to CollegeVine?

At this time, no. We cannot guarantee a record will be called immediately upon uploading in the CollegeVine. If the student meets the criteria set in your phone Mission, the agent will schedule a call at the next available window (this is to ensure we are not guiding the agent to call a student at midnight)

Are there any recommended voices?

Yes! While we have many to select from, we do have recommended voices based on popular usage and overall performance.

Voice recommended for overall usage:

  • Marissa

  • Brian

  • Andrew

  • Emily

  • Grace

  • Nova

  • Cimo

  • Kate

  • Lucas

  • Paola

  • Myra

  • Lily

  • Steve

  • Susan

  • Billy

  • Julia

  • Echo

  • Dorothy (UK)

  • Anthony (UK)

  • Adrian

  • Kathrine

  • Anna (Aus)

  • James

  • Ryan

  • Adam (UK)

Voices recommended for Spanish:

Reminder, all voices are multi-lingual. However, these are our most popular for native Spanish speakers:

  • Paola

  • Isabel

  • Miguel

  • Santiago

  • Elena

  • Manuel

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