How it works
Grace is our AI-powered virtual assistant. She answers your company phone when you can't, takes clear messages, and books intro calls. Here is how we get her set up and what happens on a call.
Or email us directly: admin@gothriveai.com
Getting started: four steps
1. We learn how your business works.
We start with an intake call. We ask who is on your team and who should get which messages, what kinds of work you take, the towns or ZIP codes you serve, what you don't do, and the questions callers ask most. Then we write the information Grace uses to answer callers, and we set the things she should never say. You review it.
2. We set up your login, your intro-call hours, and your calendar.
Your team gets private logins to the dashboard. You tell us the days and hours you're open for intro calls and how much notice you need, for example 24 hours. If you use Google Calendar, Outlook or Microsoft 365, or Apple iCloud Calendar, you connect it, so Grace skips any time you're already busy. We guide you through it. If you don't use a calendar, Grace still books intro calls from the days and hours you set.
3. We connect your phone.
You keep your own business number. Your calls reach Grace through call forwarding, and you choose how:
- Delayed. Your phone rings first. If you don't answer, the call goes to Grace.
- Instant. Every call goes straight to Grace.
- Off. Nothing is forwarded, and Grace doesn't answer.
It works with cell phones, landlines, and most office phone systems. Most phone providers can forward the calls you don't answer, and a few can only forward every call. We check your provider with you, help you set up the forwarding, and test a call before you go live.
4. Grace goes live.
Once you have reviewed what Grace knows and your phone is connected, Grace starts answering. We're onboarding our first contractors now. Send us your setup details and we'll tell you exactly what's next and when you can be live.
What happens when Grace answers
Grace answers in your company's name and tells callers, "This is Grace, an AI-powered virtual assistant." She figures out who is calling and what they need.
How she knows who is calling. Before she speaks, Grace checks the caller's number against your contacts. If the caller is in your contacts, she confirms their name ("Is this Sam?") before she goes on. If the number is new, she asks how she can help and goes by what the caller says. You add the people she should know, and we help you set that up.
| Who calls | What Grace does |
|---|---|
| New leads (potential clients) | Asks for their name and number, the type of work, where the property is, their timeline, and how they heard about you. Checks your service area. Offers a free 30-minute intro call in the days and hours you set, or takes a message. She does not ask about budget. |
| Current clients | Asks which project it is, takes a clear message, and sends it to the right person: the project manager for job matters, the person who handles billing for paperwork, or you for everything else. She doesn't give job status or dates and doesn't book site visits. For a separate new project, she offers an intro call. |
| Past clients | A warm check-in. She takes warranty and small-fix concerns, thanks them for referrals, and sends a new project to the intro-call flow. |
| Vendors, subs, and suppliers | Takes a clear message with the company, the job, and one key detail, and asks whether it affects work today or tomorrow. A "yes" is marked urgent. She sends it to the right person: the project manager for a delivery change, or the office for paperwork. |
| Friends and family | If the caller is on your friends list, she is warm, skips the business questions, and takes the message in their words. A caller who only says they're a friend gets a warm welcome and a message, and the call is logged as "Other" with a note. |
| Everyone else | Inspectors, permit offices, realtors, neighbors, and others. She takes a message with the reference and address. A failed inspection or a stop-work order is marked urgent. |
| Sales pitches and robocalls | She ends the call politely and takes no message. The call still appears in your call list. |
Service area. You tell us the towns, counties, and ZIP codes you serve. If a caller is in your area, Grace offers the intro call. If they're borderline, she takes their details, and you decide. She does not promise a booking. If they're clearly too far, she says so politely and takes their details in case you want to refer them.
Urgent calls. Grace marks a call urgent when it can't wait, such as an active leak, a stop-work order, or a failed inspection. She tells the caller she's flagging it, takes their name and best number, and says you'll get back to them as soon as possible. She never promises a time. If anyone's safety is at risk, she tells them to call 911. An urgent call shows up with a red flag, at the top of your dashboard, and in the urgent count.
Alerts. Grace marks urgent and priority calls in your dashboard, and each person on your team can choose to get those alerts by email, text, or both. Every call Grace takes is saved in your dashboard with a summary. Calls that need fast attention are marked Urgent, and calls from the clients or projects you mark as priority are marked Priority. Each team member chooses how they hear about them: email, text, both, or dashboard only. Text alerts go only to team members who agree to receive them.
Intro calls. For new leads in your service area, Grace books a free 30-minute intro call. She offers only the days and hours you set, and only with the notice you choose. Callers who share an email address receive their intro-call confirmation by email from our scheduling provider. To change your intro-call hours or notice, tell us and we update them.
What you see after each call
Your team logs in to a private dashboard. The Calls page shows:
- Every call, grouped by who called: potential clients, current clients, past clients, vendors, everyone else, and friends
- Urgent calls first, with a red flag and a count of urgent, open, and resolved calls
- A Priority flag on calls from clients or projects you mark as priority
- For each call: the caller, the time, a short summary, the status (Open or Resolved), and any booked intro call
- A call detail panel with the message and who it is for, a Call back button, a recording link, and the full transcript
Everyone with a login sees all of your company's calls.
Call recordings. Grace tells callers: "This call may be recorded."
What Grace does not do
We keep Grace simple on purpose, so you stay in control.
- She doesn't quote prices or ranges. She tells callers you'll talk through their project on the intro call.
- She doesn't transfer calls. She takes a message instead.
- She doesn't promise when you'll call back. She says you'll be in touch, or "as soon as possible" for urgent calls.
- She doesn't share other clients' information.
- She doesn't give legal, code, permit, or insurance advice.
- She doesn't make things up. She answers from the information we wrote with you. If she doesn't have an answer, she says that is a good question for you and makes a note.
- She doesn't pretend to be a person. If a caller asks, she answers honestly.
More to come
We keep improving Grace. More enhancements will be released over the coming weeks.