Quick Start
Up and running in 5 steps
Follow these steps in order to configure your AI receptionist from scratch.
01
Create your account
Sign up at openlines.ai and complete your business profile — name, industry, and contact preferences.
02
Connect a phone number
Provision a local or toll-free number. Your AI receptionist answers every call made to this number.
03
Upload your business info
Add services, pricing, FAQs, and team details to the Knowledge Base. The AI uses this to answer questions accurately.
04
Connect your calendar
Link Google Calendar or Outlook. The AI checks availability in real time and books appointments automatically.
05
Test your AI receptionist
Call your number and speak with the AI. Adjust tone, knowledge, and booking logic in Settings until it feels right.
HubSpot Integration
How HubSpot CRM sync works
Open Lines automatically creates and updates contacts after every call. Available on Pro and Business plans.
Privacy by default: Open Lines never sends full call transcripts to HubSpot. Only structured summaries are synced.
1
Navigate to Integrations
In your dashboard go to Account → Integrations. Available on Pro and Business plans.
2
Connect HubSpot
Click "Connect HubSpot" and authorize Open Lines to access your portal via OAuth.
3
Automatic contact sync
After every call, Open Lines searches HubSpot for the caller's phone number and creates or updates the contact.
4
AI summaries as notes
A structured note is added: urgency, appointment status, key details, and suggested next steps. No full transcript.
What gets synced to each contact note
✓Call date & time
✓Caller phone number
✓Urgency (Hot / Warm / Cold)
✓Appointment booked (Yes / No)
✓2-sentence AI summary
✓Suggested next step
✓Key qualification details
Required HubSpot permissions
Open Lines requests the minimum scopes needed to create and update contacts. No other HubSpot data is accessed.
crm.objects.contacts.readSearch for existing contacts by caller phone number to avoid duplicates.
crm.objects.contacts.writeCreate new contacts and update names when identified from the call.
oauthRequired by HubSpot to establish and maintain the OAuth connection.
Revoke access any time from HubSpot Settings → Connected Apps, or from Open Lines → Account → Integrations.
Calendar
Connecting Google Calendar or Outlook
Your AI receptionist checks real-time availability and books appointments directly into your calendar.
Google Calendar
- 1.Go to Account → Calendar
- 2.Click "Connect Google Calendar"
- 3.Sign in and grant access
- 4.Set business hours and appointment duration
Microsoft Outlook
- 1.Go to Account → Calendar
- 2.Click "Connect Outlook"
- 3.Sign in with your Microsoft account
- 4.Set your availability preferences
Calendar settings you can configure
·Appointment duration
·Business hours
·Buffer time between appointments
·Days available for booking
·Break / lunch windows
·Timezone
Knowledge Base
Uploading your business knowledge
The more detail you provide, the more accurately your AI answers caller questions.
Services & pricing
List every service with pricing ranges. The AI quotes these to callers and uses them to qualify intent.
Team & availability
Add staff names, roles, and specialties so the AI can route callers to the right person.
FAQs
Write your most common caller questions and ideal answers. The AI treats these as ground truth.
Location & hours
Add your address, parking info, and opening hours so location questions are answered accurately.
Policies
Cancellation policy, refund terms, and business rules the AI should communicate clearly.
Troubleshooting
Common issues & fixes
Most issues resolve with a reconnect or a Knowledge Base update.
AI not answering calls
- 1.Verify your Twilio number is active in Settings → Phone Number
- 2.Check that your Vapi assistant is connected under Settings
- 3.Ensure your account is on an active plan
Calendar not booking
- 1.Re-connect your calendar under Account → Calendar
- 2.Confirm business hours are set correctly
- 3.Check that the calendar token hasn't expired — a reconnect fixes it
HubSpot not syncing
- 1.Go to Account → Integrations and verify HubSpot shows Connected
- 2.Disconnect and reconnect to refresh the OAuth token
- 3.Confirm your HubSpot portal has contacts permissions enabled
AI giving wrong answers
- 1.Update your Knowledge Base with more specific information
- 2.Add explicit FAQs for topics the AI is getting wrong
- 3.Review recent calls to identify gaps in your knowledge entries
FAQ
Frequently asked questions
What happens if the AI can't answer a question?
The AI politely lets the caller know it will pass the message on, and captures their contact details for follow-up.
Can I use my existing phone number?
Yes — you can port your existing number to Open Lines, or use call forwarding from your current number.
How does calendar booking work?
The AI checks your connected calendar for available slots, offers times to the caller, and creates the event automatically. Reschedule and cancel are also handled.
Is the call transcript stored?
Transcripts are processed to generate a structured summary, then discarded. Only the summary, urgency, and key details are retained.
What's the difference between plans?
Starter covers AI calling and lead capture. Pro adds calendar booking and HubSpot sync. Business adds priority support and higher call volume.
How do I change what the AI says?
Go to Settings in your dashboard to update your AI's name, greeting, tone, and the qualification questions it asks callers.
Still need help?
Our support team gets back to you within one business day.