HVAC AI Virtual Office Assistant Onboarding Questionnaire

Getting started is simple. We take a bit of information to setup your account. We start building your Virtual Office Assistant to answer calls, chat with website visitors, and follow-up with leads via email. We will need limited access to your website and domain host to complete the setup, but can also work with your existing webmaster.

As part of the setup process, to train your Virtual Office Assistant, we use the contents of your website, information from general HVAC organizational websites, specific info shared by you, and our database of common FAQs.

Once we have all the information requested from you, it will take us 3-5 business days to complete the setup and launch your assistant.

General Information

Full Name *

Company Name *

DBA, if different

Phone *

Email *

Address *

Suite, etc.

City

State

Postal code

Website *

What is your primary service area? *

What additional cities / zip codes do you service? *

Company Structure *

How many technicians do you have? *

Do you offer Same Day or Emergency Services (24hrs) *

Same-Day (Business Hours)

Emergency Services (24 Hours)

We don't offer these.

Choose all that apply.

Are you using an after-hours answering service? *

Yes

If yes, what is the monthly cost? *

Type N/A if not applicable.

Are you currently using a webchat? *

Yes

If yes, is there a monthly cost? *

Yes

Not using webchat

Are you currently using CRM software to handle customer info, scheduling, dispatching, estimating/invoicing, etc? If so, what software? *

If other, which one? *

Type N/A if not applicable.

If yes, what's the monthly cost? *

Type N/A if not applicable or you prefer not to share.

Are you using an online calendar? *

Yes - Google

Yes - Outlook

Neither

What is your process for assigning jobs to techs? *

Tech Calendar Access *

Techs have access to a central calendar

Techs have access to a dedicated calendar

Techs DO NOT have access to a calendar

Message Apps: Are you using any of the following?

FB Messenger

Instagram DMs

Choose more than one if neccessary.

Do you have a Google Business Profile? *

Yes

Training Information: Services Offered

Are there services you DO NOT want us to book? *

Do you handle *

Residential only

Commercial only

Both

Training Information: Pricing & Qualification

Do you offer *

Free estimates

Flat-rate pricing

Time & material

N/A

Service Costs *

Upload a Flyer or Brochure

Is there a minimum job size you want to enforce?

What disqualifies a lead? *

Outside service area

Price shoppers only

Warranty-only calls/chats

N/A

Should we pre-qualify by asking *

Age of system?

Type of system?

Urgency level?

N/A

Training Information: Scheduling & Dispatch Logic

How far out can appointments be booked? *

Days or hours

What are your rules for same-day service? *

How do you handle emergency versus standard appointments? *

Preferred appointment windows (AM/PM, time blocks)? *

Do you want the AI Assistant to *

Book directly on your calendar?

Request confirmation from staff first?

Training Information: Brand Customization

Customer Pain Points *

Brand Tone *

Brand Values (optional)

What does your brand do? (optional)

What Makes You Better Than Competitors *

Do you have a list of FAQs available? *

Yes

Do you have a training manual that may be applicable?

Additional OPTIONAL Services

Would you like to include Google Review management? (+$25/mo) *

Yes

Automatic replies to every review.

Do you want to add SMS/Text messaging? (+$35/mo +usage) *

Yes

Outgoing $.5, incoming $0.1, Carrier fees sometimes apply. Max 20k messages daily

Would you like to discuss creating a lead nurture campaign? (+$100/mo) *

Yes

Would you like to discuss creating a monthly email newsletter? (+$100.mo) *

Yes

I Consent to Receive emails, and occasional marketing communication from company. Message frequency varies. You can unsubscribe at any time.