System Requirement Questionnaire

1: BUSINESS & SERVICE SETUP REQUIREMENTS

A. Business Identity & Branding

What is your business name as it should be spoken by the AI?

Do you want the AI to introduce itself as:

Business website (if any)?

Primary service locations (city/state/area)?

Business hours:

B. Services Offered

What services do you offer? (list all)

Are any services emergency services? If yes, which ones?

Are there services the Agent should not handle and transfer?

Do prices vary by service or are they fixed?

Can the AI discuss pricing ranges, or should it avoid pricing?

C. Call Handling Rules

What should happen when:

Emergency call comes in?

Non-emergency call comes in?

Should emergency calls:

What is the maximum call duration AI should handle before escalation?

Should AI ever hang up, or always offer callback?

D. Lead Qualification Questions

What questions must the AI always ask?

Any custom questions specific to your business?

Do you want leads classified as Hot / Warm / Cold?

What defines a qualified lead for you?

E. Appointment Booking

Do you want AI to:

What calendar system do you use?:

Appointment duration per service?

Buffer time between appointments?

Cancellation / reschedule rules?

F. Missed Calls & Follow-Ups

Should missed calls trigger:

What message tone?

How many follow-up attempts?

Stop follow-up after how many days?

G. Customer Reviews

When should review requests be sent?

Google Business Profile URL link?

Should unhappy customers be excluded from review requests?

H. Compliance & Restrictions

Are there any legal or compliance restrictions?

Words or topics the AI must never say?

Region-specific rules (HIPAA, GDPR, etc.)?

2: OPERATIONAL & USAGE QUESTIONS

(Your dashboard requirement details)

A. Dashboard & Access

Who needs access to the dashboard?

Should staff see:

Do you want separate dashboards per branch/location?

B. Notifications & Alerts

When should notifications be sent?

Preferred notification channels:

C. Call Review & Monitoring

Do you want:

Call recordings? Transcriptions? AI summaries?

How long should call data be stored?

The system can analyse the sentiment of each call and mark each as (happy / angry / neutral). Would you like this analysis switched on?

Yes No

D. Follow-Up Management

Who handles follow-ups?

Should AI:

Auto-send follow-ups? Assign tasks to staff?

Follow-Up Priority Rules

Example:

Non-urgent inquiries are marked as Medium Priority and followed up within business hours.

General questions or future work requests are marked as Low Priority and followed up within 24–48 hours.”

In simple terms: This tells the AI who to chase first, how fast, and through which channel.

Follow-Up Priority Rules (Example Answer)

E. Lead Handling & Sales Process

How do you currently close deals?

What Stage Means ‘Won’ vs ‘Lost’

Won

Lost

Why this information is important:

This allows the system to:
Calculate conversion rates
Track lost revenue
Generate ROI reports

Why do leads usually get lost?

Do you want AI to capture reason for loss?

F. Reporting & ROI

What KPIs matter most?

What is your average job value?

Monthly target revenue?

Do you want forecast ROI reports

G. Human Escalation

Who should the Agent transfer calls to?

Backup contact if primary is unavailable?

Should Agent announce context to the client before transfer?

H. Success Criteria

What does success look like after 30 days?

Example: After 30 days, success means:

No inbound calls are missed
All calls are logged and summarized automatically
We have more booked appointments than before
Response times to leads are faster
We can clearly see how many jobs came from the AI system and the estimated revenue it generated
Success after 30 days means the AI has paid for itself by capturing jobs we would have otherwise missed.

What does success look like after 30 days?

Biggest pain point you want this system to solve?

I: Anything Else

Anything other feature that would love the system to do (ask anything. It might be possible to achieve. If a human can do it, the agent may be able to as well)?