Choose what the AI saves about callers

Two settings control what the AI saves about callers: which fields a contact record can hold, and when a caller gets added to your Contacts list. Both live in Receptionist, under the Contacts tab.

Contact fields

The Contact fields section lists every field a contact record carries: the built-ins plus any you add.

The built-in fields are Name, Phone, Company Name, Email, Website, and Address. They carry a Default badge and keep their field ID, since integrations rely on it.

You can add your own fields with Add field:

• Field name: what the field is called, like "Square feet of yard".
• Description: required. It says what the field means, so your AI knows what belongs there.
• Field ID: a unique ID for use in Zapier and other integrations.

Fields are storage, not questions. To make your AI ask callers for something, add the question to an intake form under the Intake tab and choose where the answer saves. When a caller shares that info, it lands on their contact, so your AI remembers it and won't ask again. Fields you add from a contact card land in this list too.

When callers get saved

The Saving Contacts section decides when callers get added to your Contacts list. Pick one of three rules:

• Every caller: everyone who calls is added automatically. Spam calls are never added.
• Only real customers: callers are added when they book an appointment, when you tap Add to contacts, or when they sync from a connected CRM.
• Manually: callers are only added when you tap Add to contacts on a conversation. Connected CRMs still sync their customers.

Click Save after changing the rule.

Whichever rule you pick, your AI remembers every caller. If you add someone to Contacts later, their details and call memory are already on the card.

Who can change this

You need the owner or manager role. The settings apply to your whole business on every plan.

Related guides

• Contact cards explained
• Caller intake questions
• Sync customers from your CRM