Getting Started with Arbol

Page 1: Welcome and Platform Introduction

What is Arbol

Arbol is an intelligent voice communication platform designed to transform how businesses handle phone conversations. The platform empowers organizations to create, deploy, and manage sophisticated AI-powered employees that conduct natural, human-like phone conversations on your behalf. Unlike traditional automated phone systems that frustrate callers with rigid menus and robotic responses, Arbol’s AI employees engage in genuine conversations. They understand context, adapt to unexpected questions, and provide helpful responses that feel authentic and personable. The platform handles both inbound and outbound calling scenarios. Your AI employees can answer incoming calls from customers, prospects, and partners around the clock. They can also initiate outbound calls to conduct outreach campaigns, qualify leads, schedule appointments, or gather feedback. Every conversation is recorded, transcribed, and analyzed. This comprehensive documentation ensures you never miss important details and provides valuable data for improving your communication strategies over time. Arbol serves as your virtual communication team, scaling effortlessly to handle one call or thousands simultaneously. Your AI employees never tire, never take breaks, and maintain consistent quality across every interaction.

How Arbol Benefits Your Business

The platform delivers measurable business value across multiple dimensions of your operations. Always-On Availability means your business never misses opportunities. Customers calling outside business hours reach a helpful AI employee rather than voicemail. Prospects in different time zones receive immediate responses. This constant availability captures leads that would otherwise be lost and improves customer satisfaction by providing instant access to assistance. Scalable Capacity eliminates the traditional tradeoffs between coverage and cost. During high-volume periods, your AI employees handle thousands of simultaneous calls without degradation in quality or wait times. You scale your communication capacity up or down instantly to match demand without hiring, training, or managing additional staff. Consistent Quality ensures every caller receives the same professional, knowledgeable experience. AI employees follow your configured guidelines precisely, never have bad days, and apply your business rules uniformly. This consistency strengthens your brand and builds trust with customers who receive reliable service every time. Comprehensive Documentation creates a complete record of all customer interactions. Every conversation is transcribed and searchable, making it easy to review what was discussed, follow up on commitments, and identify trends. This documentation supports compliance requirements, training initiatives, and quality improvement programs. Cost Efficiency delivers significant savings compared to traditional call center operations. You eliminate expenses related to recruiting, training, managing, and compensating human agents. Facilities costs disappear as AI employees require no physical workspace. The platform’s pricing structure provides predictable costs that scale with actual usage. Data-Driven Insights transform conversations into actionable intelligence. Analytics reveal patterns in customer needs, common objections, successful conversation strategies, and areas requiring improvement. These insights inform product development, marketing strategies, and operational refinements. Integration with Business Workflows connects voice conversations to your existing business systems. Calendar integrations enable appointment scheduling. Webhook notifications trigger actions in other platforms based on conversation outcomes. Custom properties capture conversation data in formats that align with your business processes.

Platform Capabilities Overview

Arbol encompasses a comprehensive suite of capabilities designed to support sophisticated voice communication workflows. AI Employee Management provides complete control over your virtual team. Create multiple AI employees, each configured for specific roles or audiences. Customize personalities, voices, languages, and conversational behaviors to match your brand and use case requirements. Activate or deactivate employees based on business needs without permanent deletion. Intelligent Call Handling enables AI employees to conduct natural conversations in multiple scenarios. They answer incoming calls, greet callers appropriately, understand spoken questions and requests, provide relevant information, handle objections and concerns, schedule appointments when authorized, transfer calls to human agents when necessary, and leave voicemails when calls go unanswered. Outbound Campaign Orchestration manages large-scale calling initiatives efficiently. Upload contact lists, configure calling schedules, set concurrent call limits, monitor progress in real time, review results systematically, and handle retry logic for failed calls automatically. Contact Database Management organizes information about everyone your AI employees interact with. Store contact details, track conversation history, categorize contacts using custom properties, import and export contact lists, merge duplicate records, and segment audiences for targeted campaigns. Conversation Analytics provides comprehensive visibility into communication performance. Access complete transcripts of every conversation. Listen to call recordings. View success rates and outcome distributions. Analyze call duration patterns. Identify frequently discussed topics. Measure performance against custom evaluation criteria. Customization and Configuration adapts the platform to your specific business requirements. Define custom properties to track business-specific data. Create evaluation criteria aligned with your success metrics. Configure integrations with calendars and external services. Set up webhooks to trigger actions based on call outcomes. Manage phone numbers for inbound calling. Team Collaboration supports multiple users working together within your organization. Invite team members to your organization. Assign appropriate permission levels based on roles. Share access to contacts and conversation data. Configure notifications to keep team members informed. Manage subscription and billing collectively.

Who Uses Arbol

The platform serves diverse organizations across industries and use cases. Sales Teams use Arbol for lead qualification, appointment setting, product information delivery, follow-up calls, and pipeline development. AI employees conduct initial conversations to identify qualified prospects, answer common questions about products and services, schedule meetings for sales representatives, and maintain engagement with leads through the sales cycle. Customer Support Organizations deploy AI employees for first-line support, frequently asked questions, appointment scheduling, callback management, and after-hours coverage. Customers receive immediate assistance for routine inquiries while complex issues route to human agents appropriately. Marketing Departments leverage the platform for survey administration, event promotion, feedback collection, and market research. AI employees reach out to target audiences systematically, ask structured questions, record responses accurately, and compile data for analysis. Healthcare Practices utilize Arbol for appointment reminders, scheduling, prescription refill requests, and general practice information. AI employees reduce no-show rates, improve scheduling efficiency, and free front desk staff for higher-value patient interactions. Professional Services Firms employ the platform for consultation scheduling, client intake, follow-up communications, and service delivery coordination. AI employees handle routine scheduling and information gathering, allowing professionals to focus on client service delivery. Real Estate Agencies use Arbol for property inquiry responses, showing scheduling, buyer qualification, and follow-up communications. AI employees ensure every inquiry receives immediate attention and qualified leads reach agents promptly. Regardless of industry, organizations choose Arbol when they need to scale voice communication capabilities, improve response times, ensure consistent customer experiences, or capture opportunities outside traditional business hours.

Accessing the Platform

Accessing Arbol requires an active account and authentication through your organization. Account Creation typically begins when your organization subscribes to the platform. An administrator creates the organization account and receives initial access credentials. The administrator then invites additional team members to join the organization. Individual users receive invitation emails containing links to set up their accounts. Following the link initiates the account creation process where you set your password and complete your profile. Login Process uses secure authentication to protect your organization’s data. Navigate to the platform login page using the provided URL. Enter your email address and password. Complete any additional authentication steps required by your organization’s security policies. Some organizations enable single sign-on allowing you to authenticate using existing corporate credentials. This integration simplifies access management and enhances security through centralized authentication. Supported Browsers and Devices ensure you can access Arbol from your preferred environment. The platform supports modern web browsers including Chrome, Firefox, Safari, and Edge. Use a desktop computer, laptop, or tablet with an up-to-date browser for the best experience. Mobile browsers provide access to core functionality though some advanced features work best on larger screens. The platform interface adapts to different screen sizes for usable experiences across devices. Initial Access presents a welcome experience designed to help new users orient themselves. First-time users see introductory messages explaining key concepts and highlighting important features. The platform guides you toward essential setup steps and your first AI employee creation. Security Considerations protect your account and organizational data. Choose a strong, unique password that you do not use for other services. Enable any additional security features offered by your organization such as two-factor authentication. Log out when finished using shared or public computers. If you forget your password, use the password reset function on the login page. You receive an email with instructions to create a new password securely.

Page 2: Initial Setup and Configuration

Your initial login to Arbol presents a carefully designed onboarding experience that helps you understand the platform and complete essential setup tasks. Welcome Screen greets you when you first access the platform. This screen adapts based on time of day, offering appropriate morning, afternoon, or evening greetings. The welcome message provides context about what the platform offers and what you can accomplish. If your organization is brand new to Arbol with no AI employees created yet, you see an empty state encouraging you to create your first AI employee. This empty state includes brief explanations of what AI employees do and how they benefit your business. Organizations that already have AI employees show a populated dashboard with performance metrics, recent activity, and quick access to common tasks. Even as a new user joining an established organization, you can immediately see the platform in action. Guided Setup Flow may appear for new organizations, walking administrators through essential configuration steps. This optional tour highlights important settings, explains key concepts, and ensures you do not miss critical setup tasks that impact AI employee performance. You can choose to follow the guided setup or skip it and explore the platform independently. The tour remains accessible from help menus if you want to reference it later. Interface Orientation helps you understand the layout and navigation structure. The platform uses a consistent design language throughout with a left sidebar for primary navigation, a top header for user account access and search, and main content areas displaying relevant information and controls for the current section. Interactive elements follow standard web conventions. Buttons clearly indicate their purpose. Links navigate to related content. Forms include helpful labels and validation. This familiar design reduces learning curve and allows you to focus on business tasks rather than interface mechanics. Initial Permissions Check confirms your access level based on the role assigned when you were invited to the organization. Administrators see full access to all features. Members see appropriate restrictions on sensitive areas like billing and organization-wide settings. The interface adapts based on your permissions. Features you cannot access either do not appear or display with explanatory messages indicating permission requirements. This contextual adaptation prevents confusion about why certain options seem unavailable.

Setting Up Your Organization

Organization settings establish the foundational information that contextualizes how your AI employees operate and interact with callers. Accessing Organization Settings requires administrator permissions. Navigate to the Settings section using the sidebar menu. Select Organization or Organization Profile from the settings options. The organization settings page loads with forms and controls for configuring organizational information. Members without administrator permissions can view organization settings but cannot modify them. This read-only access allows team members to understand organizational configuration without risk of accidental changes. Organization Profile Information includes several categories of details that inform AI employee behavior and platform operation. Company Name identifies your business in the platform interface and in some outward-facing contexts. Choose the name you want callers to hear when AI employees introduce your company. Industry Selection helps the platform understand your business context. Select the industry category that best describes your business from the provided options. This context influences default configurations and can improve AI employee performance by providing relevant background knowledge. Company Description is one of the most important configuration items. This description provides AI employees with deep context about your business, products, services, target audience, and value proposition. Write a comprehensive description covering what your business does, what products or services you offer, who your typical customers are, what problems you solve for customers, common questions customers ask, and key information AI employees should know when representing your company. This description does not need to be customer-facing marketing copy. Instead, write clear, informative content that helps AI employees understand your business context and respond appropriately to diverse caller questions. Contact Information establishes how external parties can reach your organization through traditional channels. Include your main business phone number, general email address, website URL, and physical address if relevant. This information allows AI employees to provide contact details to callers who need alternative communication channels or want to verify they are interacting with a legitimate representative of your organization. Business Hours and Timezone inform scheduling and reporting functions. Set your primary timezone to ensure all timestamps display correctly and scheduled activities execute at intended times. Define your standard business hours even if AI employees operate around the clock. This information helps AI employees provide context when scheduling appointments or explaining when human staff are available. Customization Options may include logo uploads, color scheme preferences, and other branding elements. While primarily affecting the interface you see, these customizations reinforce your organizational identity throughout the platform experience.

Configuring Your Profile

Your personal profile controls how you appear to other team members and determines some aspects of your platform experience. Accessing Profile Settings is available from the user menu typically found in the top navigation area. Click on your name or avatar to open the user menu. Select Profile, Account Settings, or a similar option to access your personal settings. Personal Information Fields capture details about you as an individual user separate from organizational information. Display Name determines how your name appears to other team members throughout the platform. Use your professional name as you want colleagues to see it. Email Address serves as your login identifier and the destination for platform notifications. This address should be one you check regularly to ensure you receive important alerts and updates. Email address changes may require verification to confirm you control the new address. The platform sends a confirmation link to the new address which you must click to finalize the change. Profile Photo helps team members recognize you in collaborative contexts. Upload a professional photo that represents you well. The photo appears next to your name in comments, notes, and activity logs. If you do not upload a photo, the platform displays a placeholder with your initials. While functional, a photo creates a more personal experience for your team. Notification Preferences control what types of alerts you receive and through which channels. Configure preferences for email notifications, in-platform notifications, and any integrated communication channels your organization uses. You can typically set preferences by notification type such as campaign completions, failed calls, approaching subscription limits, or team member mentions. Customize these settings to balance staying informed without being overwhelmed by alerts. Password Management allows you to change your password periodically or if you suspect unauthorized access. Provide your current password for verification, then enter and confirm your new password. Choose strong passwords combining upper and lowercase letters, numbers, and special characters. Avoid reusing passwords from other services. Consider using a password manager to generate and store complex passwords securely. Security Settings may include options for two-factor authentication, login notification preferences, and active session management. Enable available security features to protect your account from unauthorized access.

Understanding Your Workspace

Your workspace encompasses the interface, data, and configuration you interact with regularly within the platform. Organization Scope means all your work occurs within the context of your organization. You see only data belonging to your organization including AI employees, contacts, conversations, and campaigns. If you belong to multiple organizations, you can typically switch between them using an organization selector. Each organization maintains completely separate data and configuration. Data Visibility depends on your role and organizational policies. Generally, all team members within an organization can view most data including contacts, conversations, and AI employee configurations. Some sensitive areas like billing information, organization settings, and user management are restricted to administrators. The platform clearly indicates when you encounter restricted areas. Customization Options allow you to personalize some aspects of your workspace. Choose your preferred language for the interface if multiple languages are supported. Adjust display density or other visual preferences if the platform offers such customization. Some modules allow you to configure default views, favorite items, or custom column selections. These personalizations affect only your view without impacting other team members. Saved Filters and Views help you access relevant subsets of data quickly. When you frequently need to view specific segments of contacts or conversations, create saved filters that you can reapply with a single click. These saved views persist across sessions, allowing you to return to important data segments without recreating filters each time.

Initial Platform Settings

Beyond organization and profile configuration, several platform-level settings deserve attention during initial setup. Phone Number Configuration is essential if you plan to receive inbound calls. Navigate to the phone numbers section of settings. Review any phone numbers already provisioned to your organization or obtain new numbers for your AI employees. Each AI employee handling inbound calls requires a phone number. The platform provides options to provision numbers in various area codes and regions based on your subscription plan and geographic needs. Assign phone numbers to specific AI employees so that calls to each number route to the appropriate employee with the right configuration and context. Integration Setup connects the platform to external services that enhance functionality. Common integrations during initial setup include calendar services for appointment scheduling, notification platforms for alerting team members about important events, and webhook endpoints that connect the platform to your other business systems. Review available integrations and activate those relevant to your use cases. Each integration includes configuration options and authentication steps to securely connect the services. Custom Properties Planning should occur early even if you do not create many properties immediately. Custom properties categorize contacts and conversations using business-specific dimensions. Think about what information you need to track for your use cases. Lead qualification status, product interests, customer segments, geographic territories, and call outcomes are common examples. Create an initial set of properties that support your most important workflows. You can always add more later as needs evolve. Notification Configuration ensures you and your team stay informed about important platform events. Configure notification settings at the organization level to determine what types of events trigger notifications and who receives them. Balance keeping informed with avoiding notification fatigue. Start with notifications for critical events like failed calls, campaign completions, or subscription issues. Expand notification coverage as you become familiar with the platform and understand which alerts provide value. Billing Verification should be reviewed by administrators even if subscription was already established during initial account creation. Navigate to billing settings and confirm your payment method is current, your subscription plan matches your needs, and billing contact information is correct. Understanding your plan limits and usage helps you avoid unexpected service interruptions or overage charges as you begin using the platform actively.

Page 3: Creating Your First AI Employee

Understanding AI Employees

Before creating your first AI employee, understanding what they are and how they function helps you configure them effectively. What AI Employees Are fundamentally distinct from traditional automated systems. An AI employee is a sophisticated conversational agent that conducts natural, context-aware phone conversations. Unlike rigid phone trees with preset menu options, AI employees understand spoken language, interpret intent, and formulate appropriate responses dynamically. Each AI employee operates as an independent entity with its own configuration, personality, voice, and behavioral parameters. You can create multiple AI employees within your organization, each specialized for different roles, audiences, or conversation types. AI employees handle both inbound calls, where they answer when someone calls your phone number, and outbound calls, where they initiate contact with people in your contact database or campaign lists. How AI Employees Work during conversations involves several simultaneous processes that create the experience of natural dialogue. When a call begins, the AI employee listens to the caller’s speech and converts it to text through voice recognition. Natural language understanding analyzes the text to determine what the caller means and wants. Based on this understanding and the AI employee’s configuration, the system generates an appropriate response. Text-to-speech synthesis converts the response to natural-sounding spoken words. This cycle continues throughout the conversation as the AI employee and caller exchange information. Throughout the conversation, the AI employee maintains context, remembering what has been discussed and using that information to inform subsequent responses. If the caller refers to something mentioned earlier, the AI employee understands the reference and responds appropriately. AI Employee Capabilities include a wide range of conversational functions. They greet callers with configured introduction messages. They answer questions about your business, products, and services using information from your organization description and conversation context. AI employees gather information from callers by asking relevant questions and recording responses. They schedule appointments when integrated with calendar services. They qualify leads by determining whether callers meet criteria you define. When necessary, AI employees transfer calls to human agents or other AI employees. They leave voicemails when outbound calls go unanswered. They handle common objections and concerns callers raise. AI employees adapt their responses based on conversation flow rather than following rigid scripts. This adaptability creates more natural, helpful interactions that feel less frustrating than traditional automated systems. Limitations to Understand help you set appropriate expectations and configure AI employees for scenarios where they excel. While sophisticated, AI employees work best with clear conversational objectives and well-defined scenarios. Extremely complex negotiations, deeply emotional situations requiring empathy, or conversations requiring specialized expertise beyond your organization description may benefit from human agent involvement. Configure transfer capabilities so AI employees can escalate appropriately when they encounter situations outside their effective range.

AI Employee Creation Process

Creating an AI employee involves a straightforward process that establishes basic identity and configuration. Initiating Creation begins from the AI Employees section of the platform. Navigate to AI Employees using the sidebar menu. If this is your first employee, you may see an empty state with a prominent Create AI Employee button. If you already have employees, look for an Add, Create, or New Employee button typically located in the top right area of the page. Click this button to begin the creation process. Creation Form Overview presents several fields and options for defining your AI employee’s fundamental characteristics. The form organizes related settings into logical groups, often using tabs or sections to avoid overwhelming you with all options simultaneously. You can typically complete AI employee creation with just a few essential fields, then return later to configure advanced options. This progressive disclosure approach helps you get started quickly without requiring deep expertise initially. Essential Fields must be completed to create your AI employee. Employee Name identifies your AI employee throughout the platform. Choose a name that clearly indicates the employee’s purpose or role. Descriptive names like Inbound Sales Assistant, Customer Support Agent, or Appointment Scheduler help you and your team quickly understand what each employee does. The name appears in the platform interface, activity logs, and reports. It does not necessarily appear in conversations with callers unless you configure the employee to state their name during greetings. Primary Language determines what language the AI employee speaks during conversations. Select from available language options based on your target audience. The language choice affects voice options, as voices are language-specific. If you plan to serve audiences speaking multiple languages, you can add additional language configurations after creating the employee. Each language can have its own voice and greeting message. Status indicates whether the AI employee is active and available to handle calls. Newly created employees typically default to active status, meaning they can immediately begin receiving or making calls if other requirements like phone numbers are configured. You can deactivate employees temporarily without deleting them. Inactive employees do not handle calls but preserve their configuration for later reactivation. Optional Configuration During Creation may include fields for voice selection, greeting messages, or other personality elements. Whether these appear during initial creation or are configured afterward depends on the platform’s onboarding flow. Some platforms encourage completing comprehensive configuration during creation. Others use a minimal initial form followed by a guided configuration process. Either approach works well as long as you complete essential configuration before the AI employee handles live calls. Confirmation and Saving completes the creation process. Review the information you entered to ensure accuracy. Click the Create, Save, or Confirm button to finalize creation. The platform creates your AI employee and typically navigates you to that employee’s detail or configuration page where you can continue refining settings.

Configuring Personality and Voice

Personality and voice settings significantly impact how callers perceive your AI employee and your organization. Accessing Configuration for an existing AI employee usually involves clicking on the employee’s name from the AI Employees list. This opens a detailed view showing the employee’s current configuration and performance data. Look for tabs, sections, or buttons labeled Configuration, Settings, Edit, or similar to access editable settings. The configuration interface organizes related settings into logical groups. Personality Definition encompasses how your AI employee presents themselves and conducts conversations. Greeting Message plays at the start of inbound calls before conversational interaction begins. This message should briefly introduce the AI employee, identify your organization, and indicate how the employee can help. For example: “Hello, thank you for calling ABC Company. This is your virtual assistant. How can I help you today?” Keep greetings concise and welcoming while providing necessary context. For outbound calls, greeting messages adapt since you are calling the contact rather than receiving their call. An outbound greeting might be: “Hello, this is the virtual assistant from ABC Company. I am reaching out to provide information about our services. Do you have a moment to talk?” Conversation Style may be configurable through personality parameters that influence how formally or casually the AI employee speaks, how much they elaborate in responses, and how they handle silence or unclear caller speech. Some platforms offer personality presets like Professional, Friendly, Concise, or Detailed that apply predefined parameter sets. Others allow granular control over individual personality dimensions. Match personality to your brand and audience expectations. A financial services AI employee might use formal, conservative language while a retail AI employee might sound more casual and enthusiastic. Voice Selection determines the actual voice callers hear. The platform offers multiple voice options, typically categorized by language, gender, and style. Listen to voice samples before selecting. Consider how well each voice matches your brand personality and whether it will be pleasant to hear during extended conversations. Voice selection is subjective, so involve others in the decision if possible. What sounds good to you might not resonate with your target audience, and vice versa. Voice Parameters like speaking speed, pitch variation, and emphasis can sometimes be adjusted beyond just selecting a different voice. These fine-tuning controls help you create exactly the right vocal presentation. Moderate speaking speeds work best for most audiences. Very fast speech may be difficult to understand, especially for non-native language speakers or callers in noisy environments. Very slow speech can frustrate callers and make conversations tediously long. Multi-Language Configuration allows single AI employees to converse in multiple languages. Add additional languages beyond the primary language by accessing language configuration settings. For each language, select an appropriate voice and configure language-specific greeting messages. The AI employee can then detect the language the caller uses or switch languages when the caller requests it.

Setting Behavioral Parameters

Beyond personality, several technical parameters control how your AI employee behaves during calls. Maximum Call Duration prevents calls from continuing indefinitely. Set a reasonable maximum duration based on your typical call length expectations. Calls reaching this duration limit end with a polite message explaining that the time limit has been reached. Most conversations complete well before duration limits. This setting primarily protects against unusual situations where calls might otherwise continue excessively long. Voicemail Detection for outbound calls determines how the AI employee behaves when calls reach voicemail systems. Configure the employee to leave a message, hang up without leaving a message, or attempt to detect whether a human or machine answered before deciding. Effective voicemail messages briefly identify your organization, state the purpose of the call, and provide contact information for callbacks if appropriate. Call Transfer Settings enable AI employees to transfer callers to human agents or other AI employees when appropriate. Configure transfer destinations, the conditions that trigger transfers, and messages played during transfer processes. Common transfer scenarios include caller requests to speak with a human, questions outside the AI employee’s scope, or specific situations you identify based on business rules. Response Timing controls how quickly the AI employee responds after the caller stops speaking. Slight delays feel natural, allowing callers to complete their thoughts. Too-short delays cause the AI employee to interrupt callers. Too-long delays create awkward silences. Default response timing works well for most situations. Adjust only if you notice specific timing issues during test calls. Interruption Handling determines whether and how the AI employee responds if the caller starts speaking while the employee is talking. Natural conversations involve occasional interruptions, so good interruption handling improves conversation flow. AI employees typically stop speaking when interrupted and listen to what the caller is saying. This mimics human conversational behavior and prevents talking over callers. Error Handling defines how the AI employee responds when they do not understand what the caller said or when unexpected situations occur. Configure polite requests for clarification, alternative phrasings to help callers rephrase questions, and maximum retries before escalating or concluding the call. Well-configured error handling maintains conversation quality even when communication challenges arise.

Testing Your AI Employee

Before deploying an AI employee for live customer interactions, thorough testing ensures configuration meets your standards. Test Call Methods allow you to verify AI employee behavior without involving real customers. Most platforms provide test calling functionality accessible from the AI employee configuration page. Look for buttons or options labeled Test Call, Make Test Call, or similar. Clicking this option initiates a call between the platform and a phone number you specify, allowing you to interact with the AI employee as a caller would. Conducting Effective Tests requires planning what scenarios you want to verify. Create a list of common caller questions, requests, and situations the AI employee should handle. During test calls, go through these scenarios systematically and note how the employee responds. Test both typical interactions and edge cases. Ask questions in different ways to ensure the AI employee understands variations in how people might phrase requests. Try interrupting the employee, staying silent, or providing unclear responses to verify error handling. Evaluation Criteria for test calls include whether the AI employee’s greeting is clear and welcoming, responses accurately address what you said, the conversation flows naturally without awkward pauses or interruptions, voice quality is clear and pleasant, transfer functionality works when you request a human, and the employee handles questions outside their knowledge appropriately. Take notes during test calls identifying specific issues or areas for improvement. Many platforms allow you to access test call recordings and transcripts, making it easier to review exactly what occurred and where configuration adjustments might help. Iterative Refinement is normal and expected. Your first configuration likely will not be perfect, and that is acceptable. Use test call feedback to refine personality settings, adjust greeting messages, modify behavioral parameters, or expand your organization description to address knowledge gaps. Conduct another round of test calls after making adjustments. This iterative process gradually improves AI employee performance to meet your standards. Involving Team Members in testing provides diverse perspectives. Different people notice different issues or have varying opinions about voice selection, personality, and response quality. Gather feedback from multiple team members before deploying to customers. If possible, involve people who represent your target audience demographically or professionally. Their feedback about whether the AI employee resonates with intended callers is particularly valuable. Deployment Readiness requires confirming several elements beyond just successful test calls. Ensure the AI employee has a phone number assigned if handling inbound calls, integration settings are configured if the employee schedules appointments or performs other integrated actions, notification settings alert appropriate team members about call outcomes, and your organization description includes comprehensive information supporting the conversations the employee will handle. Once satisfied with test results and configuration completeness, activate your AI employee for live use. Continue monitoring early conversations closely to catch any issues that did not emerge during testing.

Understanding how to navigate efficiently helps you access features quickly and complete tasks with minimal friction. Primary Navigation Structure uses a persistent sidebar on the left side of the screen. This sidebar provides one-click access to major platform sections and remains visible as you work in different areas. The sidebar typically collapses to icon-only view on smaller screens or when you prefer to maximize content space. Click the icons to expand the sidebar and see section labels, or click directly on icons to navigate to the corresponding section. Top Navigation Bar complements the sidebar with contextual tools and account management. The top bar often includes a search field for finding contacts, conversations, or other data quickly across the platform. Your user account menu appears in the top right corner, providing access to profile settings, organization switching if you belong to multiple organizations, help documentation, and logout functions. Some platforms include breadcrumb navigation in the top area showing your current location within the platform hierarchy and allowing quick navigation back to parent sections. Section Organization follows a logical structure based on primary objects and workflows in the platform. The Dashboard or Overview section provides performance summaries and quick access to recent activity. This serves as your home base when logging in. AI Employees section manages your virtual team. Here you create new employees, view existing ones, access configuration pages, and review employee-specific analytics. Contacts section organizes your database of people your AI employees interact with. Create, edit, view, and search contacts. Access conversation history for each contact. Conversations or Call History section provides comprehensive access to all calls your AI employees have conducted. Filter by date, AI employee, outcome, or custom properties. View transcripts and listen to recordings. Campaigns section manages outbound calling initiatives. Create new campaigns, upload contact lists, monitor progress, and review results. Settings section provides access to organization-wide configuration including organization profile, custom properties, evaluation criteria, integrations, phone numbers, notifications, billing, and team member management. Contextual Navigation appears within specific sections providing access to related details and actions. When viewing a contact, for example, you see navigation to related conversations, edit functions, and options to add properties or notes. This contextual navigation reduces the need to return to main sections repeatedly. You can explore related data and perform related actions without losing your place. Search Functionality allows quick access to specific items without manual navigation. Enter contact names, phone numbers, conversation IDs, or other identifiers in search fields. Results typically update as you type, showing matches across relevant data. Search results link directly to detail pages for found items. This provides the fastest path to access specific data when you know what you are looking for.

Dashboard Overview

The dashboard presents key performance indicators and recent activity in an easily digestible format. Dashboard Purpose is to provide at-a-glance visibility into how your AI employees are performing and what recent activity has occurred. You can assess overall health, identify potential issues, and access common starting points for deeper investigation without navigating through multiple sections. Different users may see different dashboards based on their roles and preferences. Administrators might see organization-wide metrics while members see information relevant to their responsibilities. Metric Cards display key performance indicators prominently. Common metrics include total conversations in a time period, success rates showing percentage of calls resulting in positive outcomes, average call duration, active AI employees count, and total contacts in your database. Each metric card typically shows the current value and may include trend indicators showing whether the metric is increasing, decreasing, or stable compared to previous periods. Clicking on metric cards often navigates to related sections where you can explore the underlying data in detail. Recent Activity Feed lists recent conversations, newly added contacts, campaign events, or other notable occurrences. This feed helps you stay aware of ongoing activity without actively monitoring each section. Activity items usually include timestamps, brief descriptions, and links to full details. You can quickly scan for interesting or concerning events and investigate further by clicking through. Quick Actions provide one-click access to common tasks. Create a new contact, start a test call, or access your most-used AI employee directly from the dashboard without navigating to specific sections first. These shortcuts save time when performing frequent actions and help new users discover key functionality without extensive exploration. Time Period Selection allows you to adjust the timeframe for dashboard metrics. View performance for today, this week, this month, or custom date ranges. Switching time periods updates all dashboard metrics simultaneously. Different time periods serve different purposes. Daily views help you monitor current operations. Monthly views support strategic performance assessment. Custom ranges let you analyze specific campaigns or initiatives. Customization Options may allow you to rearrange metric cards, choose which metrics display, or configure dashboard sections to match your priorities. Personalized dashboards help you focus on information most relevant to your role and responsibilities.

Core Module Tour

Understanding what each major platform section offers helps you navigate efficiently and leverage full platform capabilities. AI Employees Module is where you create and manage your virtual team. The main AI Employees page lists all employees in your organization. Each listing shows the employee’s name, status (active or inactive), assigned phone number if applicable, and key performance metrics. Clicking an employee name opens that employee’s detail page. Here you access configuration settings, view analytics specific to that employee, see recent conversations they handled, and perform actions like testing or deactivating the employee. The creation button initiates new AI employee creation. Filtering options help you view subsets of employees, such as only active employees or those using specific languages. Contacts Module organizes everyone your AI employees interact with. The contacts list displays contact names, phone numbers, and custom property values you choose to show as columns. Searching and filtering help you find specific contacts or segments. Search by name or phone number. Filter by custom property values, conversation history, or date added. Clicking a contact opens their detail page showing complete contact information, conversation history with your AI employees, custom property values, and options to edit information or initiate new outbound calls. Import functionality allows bulk contact upload from spreadsheet files. Export functionality provides reports of contacts and their properties for use in other systems. Conversations Module provides access to all call records. The conversations list shows each call with timestamp, AI employee who handled it, contact involved, direction (inbound or outbound), outcome, and duration. Filtering is particularly powerful here. Filter by date ranges, specific AI employees, call outcomes, conversation duration, or custom property values applied to conversations. Clicking a conversation opens its detail page with the complete transcript, recording player, metadata like start time and duration, custom properties, and evaluation criteria results if configured. Transcripts are searchable, allowing you to find specific topics or keywords discussed across conversations. Campaigns Module manages large-scale outbound calling. The campaigns list shows all campaigns with their status (pending, active, completed), progress indicators, and key results. Creating a campaign involves naming it, uploading a contact list, selecting which AI employee makes the calls, configuring calling schedule and concurrency, and setting completion criteria. Once active, the campaign detail page shows real-time progress with counts of calls attempted, successful, failed, in progress, and pending. You can pause campaigns, adjust concurrency, or stop them entirely. After completion, campaign results provide detailed breakdowns of outcomes and downloadable reports. Settings Module houses organization-wide configuration across multiple subsections. Organization settings contain profile information, business details, and timezone configuration. Custom properties configuration allows you to define new properties for contacts and conversations, edit existing ones, or remove properties no longer needed. Evaluation criteria setup lets you define AI-powered quality metrics that automatically assess conversation quality. Integrations section manages connections to calendar services, webhooks, and other external systems. Phone numbers section displays provisioned numbers, allows you to obtain new numbers, and manages number assignments to AI employees. Notifications configuration controls what events trigger alerts and who receives them. Billing section provides subscription details, usage tracking, payment methods, and invoice access for administrators.

Search and Discovery Features

Effective search and filtering help you find relevant information quickly in large datasets. Global Search typically accessible from the top navigation bar searches across multiple data types simultaneously. Enter a query and see results for contacts, conversations, and AI employees matching your search terms. Global search is ideal when you know something about what you are looking for but are not certain which section contains it. Typing a phone number might return both the contact with that number and conversations involving that number. Section-Specific Search appears within individual modules providing focused search within that data type. Contact search finds people by name, phone number, email, or custom property values. Conversation search finds calls by contact, date, AI employee, or content in transcripts. These focused searches often offer more sophisticated filtering options relevant to the specific data type than global search provides. Filtering Systems allow you to narrow large datasets to relevant subsets. Common filters include date ranges limiting results to specific time periods, status filters showing only active, completed, failed, or other status values, assignment filters for showing items related to specific AI employees, and custom property filters matching specific values. Multiple filters typically combine, showing items matching all selected criteria. This allows very precise segmentation. Saved Searches and Filters let you preserve useful filter combinations for repeated use. If you frequently need to view contacts with specific property values or conversations meeting certain criteria, save those filters with descriptive names. Accessing saved filters applies all configured criteria instantly without manual reselection each time. Column Customization in list views allows you to choose which data fields display as columns. Show the information most relevant to your workflow and hide less important fields. Column ordering can often be rearranged by dragging column headers. This personalization helps you work more efficiently with data layouts matching your priorities. Sorting Options reorder results based on different fields. Sort contacts alphabetically, by date added, or by custom property values. Sort conversations chronologically, by duration, or by outcome. Combining sorting with filtering creates powerful data access workflows that surface the most relevant information prominently.

Productivity Tips and Shortcuts

Several features and techniques help experienced users work more efficiently. Keyboard Shortcuts provide rapid access to common actions without mouse clicking. Learn platform-specific keyboard shortcuts for navigation, search, creating records, and other frequent tasks. Common shortcuts often follow web conventions. Command or Control plus K typically opens universal search. Tab and arrow keys navigate through forms and lists. Escape closes dialogs or modal windows. Check platform documentation or settings for complete keyboard shortcut lists. Learning even a handful of shortcuts significantly improves efficiency. Bulk Actions allow you to perform operations on multiple items simultaneously. Select multiple contacts from a list and apply property values, add tags, or export them as a group. Bulk actions save time when managing large datasets and reduce repetitive manual work. Quick Filters or faceted search provide one-click filtering by common criteria. Rather than opening filter configuration interfaces, click on status values, property chips, or other visual elements to instantly filter to items matching that value. This exploratory approach to filtering helps you rapidly investigate different data segments without planning complete filter criteria in advance. Recent Items Lists appear in some navigation menus showing contacts, conversations, or AI employees you accessed recently. Clicking these provides instant return to items you are working with actively. This feature eliminates repeatedly searching for the same items during concentrated work on specific records. Browser Tabs and Windows can display multiple platform sections simultaneously. Open contacts in one tab while monitoring a campaign in another. This parallel access supports workflows involving multiple information sources. The platform typically maintains separate state in each browser tab, allowing independent navigation and interaction. Notification Management helps you stay informed without distraction. Configure notifications to alert you about truly important events while suppressing less critical updates. Review notification settings periodically as your workflows evolve. What was important during initial setup may become routine, while new priorities emerge requiring different notifications.

Page 5: Roles, Best Practices, and Next Steps

Understanding Roles and Permissions

The platform implements role-based access control to ensure team members have appropriate capabilities. Role Concept grants different levels of access based on each user’s responsibilities within your organization. Roles determine which features you can access, what data you can view, and what actions you can perform. Your role is assigned when you are invited to the organization or can be changed later by administrators. The platform interface adapts based on your role, showing relevant features while hiding or marking restricted ones. Administrator Role provides complete control over the organization and all platform features. Administrators can create, edit, and delete AI employees including full configuration control. They manage organization settings like company profile, timezone, and business information. Billing and subscription management is administrator-only. This includes updating payment methods, changing plans, and viewing invoices. Administrators invite new team members to the organization and assign their roles. They can also modify roles for existing members or remove members when necessary. Access to all contacts and conversations is granted without restriction. Administrators can view, edit, and delete any contact or conversation record. Campaign creation, management, and deletion is fully available. Administrators configure campaigns, upload contact lists, and control execution. Settings configuration across all areas is available including custom properties, evaluation criteria, integrations, phone numbers, and notifications. Member Role provides access focused on day-to-day operational tasks without organization-wide control. Members can view AI employees and their configurations, performance analytics, and conversation results. They typically cannot create, edit, or delete AI employees. Contact management is often fully available to members. They can create new contacts, edit existing ones, view contact details, and access conversation history. This allows members to maintain accurate contact data without requiring administrator involvement. Conversation data is viewable by members. They can access transcripts, listen to recordings, and review conversation metadata. This supports quality assurance, customer follow-up, and operational awareness. Settings access for members is typically read-only. Members can view organization configuration, custom properties, and other settings to understand how the platform is configured but cannot make changes. Billing information is generally hidden from members. They do not see payment methods, invoices, or subscription details as these contain sensitive financial information. Campaign access for members varies by platform implementation. Some platforms allow members to view campaigns without creating or modifying them. Others provide fuller campaign access while restricting only AI employee and organization-level changes. Permission Indicators throughout the interface show when you encounter restricted features. Buttons may be disabled with tooltip messages explaining that administrator permissions are required. Pages may display informational notices indicating you have read-only access. These indicators prevent confusion about why certain actions seem unavailable and clarify what role would grant access if you need these capabilities. Requesting Permission Changes involves contacting an administrator in your organization. If you believe your role should grant additional access, discuss your needs with an administrator who can evaluate whether a role change is appropriate. Organizations sometimes create informal role divisions beyond the platform’s formal administrator and member roles. Administrators might grant certain members temporary access for specific tasks by temporarily elevating their role.

Best Practices for New Users

Following these recommendations helps you avoid common pitfalls and maximize value from the platform. Start with Clear Objectives rather than trying to use every feature immediately. Identify one specific use case you want to address with your first AI employee. Focus on configuring and testing that employee thoroughly before expanding to additional use cases. Clear objectives keep your initial efforts focused and make it easier to evaluate success. Once you achieve success with one employee, apply lessons learned to subsequent deployments. Invest Time in Organization Configuration even though it feels less exciting than creating AI employees. A comprehensive company description significantly improves AI employee performance by providing context for responding to caller questions. Write several paragraphs covering your business, products, target audience, and common questions. Update this description as you learn what information AI employees need based on actual conversation patterns. Test Extensively Before Live Deployment protects your brand reputation and customer relationships. Conduct multiple test calls covering diverse scenarios. Involve team members with different perspectives in testing. Listen to test call recordings critically. Have others who were not involved in configuration listen and provide feedback. Identify awkward phrasings, inadequate responses, or personality mismatches before customers experience them. Monitor Early Live Conversations Closely even after successful testing. Real customer interactions often reveal scenarios you did not anticipate during testing. Listen to recordings of early calls and be prepared to adjust configuration based on actual performance. Set up notifications for call completions during your initial deployment so you can review results promptly while patterns are emerging. Iterate Based on Data rather than assumptions about what configurations work best. Review conversation transcripts and recordings to identify actual issues rather than theorized problems. Quantify performance using metrics like success rates and call durations. Make one configuration change at a time when addressing issues so you can clearly attribute performance improvements or degradations to specific adjustments. Use Custom Properties Systematically to categorize contacts and conversations from the beginning. Consistent property usage creates valuable data for analysis, segmentation, and targeting. Document what each custom property means and train team members to apply properties consistently. Inconsistent property usage reduces analytical value. Leverage Integration Capabilities to connect AI employees with your broader business workflows. Calendar integrations enable appointment scheduling. Webhooks trigger actions in other systems based on conversation outcomes. These integrations multiply the value of conversations by automating follow-up actions and ensuring information flows to where it is needed. Build Incrementally rather than attempting to automate all communication scenarios simultaneously. Success with one focused use case builds confidence and provides operational experience. Apply lessons learned to subsequent expansions. Incremental rollout also limits risk. Issues with one AI employee affect only that employee’s scope while others continue operating normally. Document Your Configurations for team knowledge sharing and continuity. Maintain notes about why you made specific configuration choices, what alternatives you considered, and what results you observed. Documentation helps new team members understand the platform faster and preserves institutional knowledge if team composition changes.

Common Getting Started Scenarios

Different use cases benefit from slightly different setup priorities and approaches. Inbound Call Answering scenarios involve creating an AI employee that answers when customers call your business. Priority setup tasks include provisioning a phone number and assigning it to your AI employee, configuring a welcoming greeting message that introduces your business, ensuring your organization description covers common questions callers ask, and setting up call transfer to human agents for complex situations. Test inbound handling by calling the provisioned number from different phones. Verify the greeting plays correctly, common questions receive adequate responses, and transfer functionality works when requested. Outbound Lead Qualification scenarios use AI employees to call potential customers and determine their interest and fit. Priority tasks include creating custom properties to record qualification criteria, configuring outbound greeting messages that appropriately introduce the call purpose, importing or creating contact records for prospects, and planning how to use campaign functionality for systematic outreach. Test outbound calls by including your own phone number in test contact lists and experiencing calls as recipients would. Ensure outbound greetings feel appropriate and not intrusive. Appointment Scheduling scenarios require calendar integration configuration. Priority tasks include connecting your calendar service in integrations settings, configuring AI employee access to the calendar, defining appointment types and durations, and testing scheduling functionality to confirm appointments create correctly. Verify that scheduled appointments appear in your calendar accurately, confirmations reach appropriate parties, and timezone handling works correctly. Customer Support scenarios involve handling common questions and issues. Priority tasks include comprehensively documenting common issues and solutions in your organization description, configuring escalation triggers for issues requiring human attention, setting up custom properties to categorize issue types, and establishing notification workflows to alert team members about support calls. Test with a wide range of common support scenarios to ensure AI employees provide accurate, helpful responses and escalate appropriately when needed. Survey and Feedback Collection scenarios focus on gathering structured information. Priority tasks include defining custom properties to store survey responses, scripting questions the AI employee should ask, configuring outbound campaign parameters for systematic contact outreach, and planning how you will analyze collected data. Test surveys thoroughly to ensure questions are clearly understood, responses are recorded accurately, and conversation flow feels natural rather than rigidly scripted.

Avoiding Common Mistakes

Awareness of frequent pitfalls helps you avoid them during your initial platform usage. Inadequate Organization Description is perhaps the most common mistake. Many users enter minimal company information assuming AI employees possess general knowledge. In reality, comprehensive organization descriptions dramatically improve response quality by providing context. Avoid this mistake by writing several detailed paragraphs about your business, products, target audience, common questions, and any other information that helps AI employees represent your business accurately. Skipping Testing creates risk of poor customer experiences. Some users create AI employees and immediately deploy them to handle live customer calls without thorough testing. Test extensively with diverse scenarios before live deployment. Have multiple people conduct test calls and provide feedback. Iteration before launch prevents embarrassing customer interactions. Overly Complex Initial Deployments overwhelm users who try to create multiple AI employees handling diverse scenarios before mastering basic configuration. This approach creates too many variables to troubleshoot effectively when issues arise. Start simple with one AI employee addressing one clear use case. Expand after achieving success and understanding platform mechanics thoroughly. Neglecting Conversation Review means missing opportunities to improve configuration based on actual performance. Some users create AI employees and assume they will work perfectly without ongoing monitoring. Review conversation transcripts and recordings regularly, especially during initial deployment. Identify patterns in questions AI employees handle poorly or scenarios requiring configuration adjustments. Ignoring Permission Structure leads to frustration when non-administrator users attempt actions their role does not permit. Understanding permission boundaries prevents wasted effort on unavailable features. Review what your role allows and request administrator assistance when you need to perform restricted actions. Administrators should communicate role expectations clearly when inviting team members. Poor Property Naming and Organization creates confusion when multiple users apply properties inconsistently or property names are ambiguous. This undermines analytical value of collected data. Use clear, descriptive property names. Document what each property means and valid values. Train team members on consistent property usage. Failing to Set Up Notifications means missing important events. Without notifications, you must manually check for campaign completions, failed calls, or other events requiring attention. Configure appropriate notifications early. Balance staying informed with avoiding alert fatigue by selecting truly important event types.

Your Learning Path Forward

With initial setup and your first AI employee created, continuing education helps you master the platform. Progressive Skill Building involves gradually expanding your platform usage sophistication. Initially focus on creating and configuring AI employees effectively. As you gain confidence, explore custom properties for data categorization. Next, leverage evaluation criteria for automated quality assessment. Then investigate integrations for workflow automation. Finally, optimize performance using advanced analytics and campaign strategies. This progressive approach builds skills incrementally without overwhelming you with all platform capabilities simultaneously. Documentation and Help Resources provide structured learning opportunities. Review platform documentation for detailed feature explanations, configuration guidance, and best practice recommendations. Help sections often include tutorials, video guides, and step-by-step walkthroughs for common tasks. Invest time in these resources rather than trial-and-error learning. AI Assistant Usage throughout the platform offers contextual help. When you see Ask AI links or buttons, use them to get guidance specific to what you are doing. The assistant can explain metrics, suggest configuration improvements, troubleshoot issues, and answer questions. This just-in-time learning approach provides help precisely when you need it without interrupting workflow to search documentation. Community and Support Engagement connects you with other users and platform experts. Participate in user communities, forums, or discussion channels if available. Learn from others’ experiences, share your own discoveries, and ask questions when stuck. Contact support when you encounter issues beyond community resources. Support teams can diagnose technical problems, explain confusing behaviors, and provide configuration guidance. Experimentation and Iteration accelerates learning more effectively than passive study. Try different configuration options, observe results, and refine based on outcomes. Use test calls liberally to validate ideas without risk. Maintain test AI employees separate from production ones where you can experiment with advanced features safely. This sandbox approach lets you learn without impacting live operations. Performance Analysis provides data-driven learning opportunities. Review metrics to understand what works well and what needs improvement. Identify patterns in successful conversations versus unsuccessful ones. Use evaluation criteria results to systematically assess quality. Analyze where AI employees excel and where they struggle, then adjust configuration to address weaknesses. Recommended Next Documentation builds on getting started knowledge with deeper dives into specific topics. Review Dashboard Overview to learn how to interpret performance metrics and use dashboard features effectively for monitoring operations. Study AI Employees Guide for comprehensive information about advanced configuration options, personality tuning, and optimization strategies. Explore Contacts Management to master contact organization, custom property usage, and data import/export workflows. Learn about Call Campaigns to understand how to orchestrate large-scale outbound initiatives effectively. Investigate Organization Settings to configure platform-wide options that improve AI employee performance and team collaboration. Continuous Improvement Mindset recognizes that platform mastery is ongoing rather than a destination you reach. As you gain experience, you discover new capabilities, identify optimization opportunities, and refine your usage patterns. Regularly review your AI employee configurations, organization settings, and workflows. As your business evolves, adapt your platform usage to match changing needs. Stay informed about platform updates and new features. Many platforms regularly add capabilities that may benefit your use cases.

Summary

Getting started with Arbol involves understanding what the platform offers, completing essential setup tasks, creating your first AI employee, learning navigation and core features, and following best practices for successful deployment. By following this guide, you have established the foundation for effectively using AI-powered voice communication to scale your business capabilities. Continue exploring platform features, iterating on your configurations, and leveraging the full capabilities available to you. Your success with Arbol grows through ongoing learning, experimentation, and data-driven refinement. Welcome to more effective voice communication.

When you first access Arbol, you will be greeted with a personalized dashboard. The platform adapts to your time of day, welcoming you with appropriate greetings - whether it is morning, afternoon, or evening.

Initial Dashboard View

If your organization is new to Arbol, the dashboard will display a welcome screen encouraging you to create your first AI employee. This empty state provides quick guidance on getting started and highlights the core capabilities available to you.

Setting Up Your Organization

Before creating AI employees, it is recommended to configure your organization settings:

Navigate to Settings using the sidebar menu
Access Organization Profile to enter your company information
Add your business details including company name, industry, description, and contact information
Configure your timezone to ensure all timestamps and scheduled activities align with your business hours

This information helps your AI employees understand the context of your business and respond appropriately during conversations.

Understanding the Platform

Arbol is organized into several interconnected modules, each serving a specific purpose in your voice communication workflow.

Core Modules

Dashboard: Your central command center displaying real-time metrics, performance summaries, and quick access to recent activities. The dashboard provides at-a-glance visibility into your AI employees’ performance. AI Employees: The heart of Arbol where you create, configure, and manage your virtual team members. Each AI employee can be customized with unique personalities, languages, voices, and behaviors. Contacts: Your database of people your AI employees interact with. Manage contact information, track conversation history, and organize your audience with custom properties. Call History: A comprehensive log of all conversations conducted by your AI employees. Access transcripts, listen to recordings, and analyze call outcomes. Campaigns: Orchestrate large-scale outbound calling initiatives. Upload contact lists, configure calling parameters, and monitor campaign progress in real-time. Settings: Configure platform-wide settings including organization details, custom properties, evaluation criteria, integrations, phone numbers, notifications, and billing.

Your First AI Employee

Creating your first AI employee is straightforward and can be accomplished in just a few minutes.

Basic Setup Process

Click the Create Employee button from the AI Employees page or the welcome dashboard
Enter a name for your AI employee that reflects their role (e.g., “Sales Representative” or “Customer Support Agent”)
Configure the primary language your AI employee will use
Set up the personality by defining the greeting message and conversation style
Choose a voice that matches your brand identity
Save your configuration

Configuration Essentials

After creating your AI employee, you will want to refine their configuration: Personality Settings: Define how your AI employee introduces themselves and the overall tone of conversations. You can specify a custom greeting message that plays at the start of each call. Language and Voice: Select the primary language and optionally add additional languages for multilingual support. Each language can have its own voice configuration. Behavior Settings: Configure technical aspects like the AI model to use and maximum call duration limits. Integrations: Connect calendars for appointment scheduling, configure call transfers to human agents or other AI employees, and set up voicemail detection.

Arbol features an intuitive navigation system designed for efficient workflow management. The left sidebar provides quick access to all major sections:

Overview: Return to your main dashboard
AI Employees: Manage your virtual team
Contacts: Access your contact database
Call History: Review past conversations
Campaigns: Manage outbound calling initiatives
Webhooks: Configure external notifications
Settings: Access platform configuration

Search and Filtering

Throughout the platform, you will find powerful search and filtering capabilities:

Quick search bars appear on list pages
Filter options allow you to narrow down results by status, date range, and custom properties
Column customization lets you display the information most relevant to your workflow

Keyboard Shortcuts

Arbol supports keyboard navigation for power users:

Use the command menu (typically Cmd+K or Ctrl+K) to quickly navigate between sections
Search across contacts, conversations, and AI employees from anywhere in the platform

Key Concepts

Understanding these fundamental concepts will help you get the most from Arbol.

AI Employees vs Traditional Automation

Unlike simple automated phone trees or basic chatbots, AI employees are sophisticated conversational agents. They understand context, respond to unexpected questions, and maintain natural dialogue flow throughout each interaction.

Conversations

A conversation represents a single phone interaction between an AI employee and a contact. Each conversation has:

Direction: Inbound (contact called in) or Outbound (AI employee initiated)
Status: Success, Failed, Voicemail, No Answer, Busy, or Canceled
Duration: Total length of the call
Transcript: Complete text record of what was said
Recording: Audio file of the conversation (when available)

Custom Properties

Properties are customizable data fields that you can attach to contacts or conversations. They allow you to track business-specific information such as:

Lead qualification status
Product interests
Customer segments
Call outcomes
Any other categorization relevant to your business

Evaluation Criteria

Evaluation criteria are AI-powered quality metrics that automatically assess conversation quality. You define what success looks like, and the platform evaluates each conversation against your criteria.

Roles and Permissions

Arbol implements role-based access control to ensure team members have appropriate access levels.

Administrator Role

Administrators have full access to all platform features including:

Creating and deleting AI employees
Managing organization settings
Configuring billing and subscriptions
Adding team members
Accessing all contacts and conversations
Creating and managing campaigns
Configuring webhooks and integrations

Member Role

Members have limited access designed for day-to-day operations:

Viewing AI employees and their analytics
Full access to contacts (create, edit, view)
Viewing conversations and call history
Read-only access to most settings
Limited campaign management capabilities

Permission-Based Features

Certain features display differently based on your role:

Create buttons appear only for users with appropriate permissions
Edit options may be disabled for read-only users
Settings sections display informational notices when you have view-only access

Best Practices for New Users

Follow these recommendations to maximize your success with Arbol.

Start Small and Iterate

Begin with one AI employee focused on a specific use case. Monitor their performance, refine the configuration, and expand once you are confident in the setup.

Configure Your Organization First

A well-configured organization profile helps AI employees understand your business context. Include a detailed company description that covers:

What your business does
Key products or services
Target audience
Common customer questions

Use Descriptive Names

Name your AI employees based on their function (e.g., “Inbound Sales Agent” or “Appointment Scheduler”) to easily identify them across the platform.

Review Conversations Regularly

Spend time listening to recordings and reading transcripts during your initial rollout. This helps you identify areas where the AI employee’s configuration can be improved.

Leverage Custom Properties

Set up custom properties early to categorize contacts and conversations. This investment pays off when you need to analyze patterns or segment your audience.

Enable Notifications

Configure notifications to stay informed about important call outcomes. This is especially valuable during the initial deployment when you want close visibility into AI employee performance.

Ask the AI Assistant

Throughout the platform, you will see “Ask AI” links that connect you to a built-in assistant. Use this feature to get help understanding metrics, troubleshooting issues, or designing better configurations.

Next Steps

Now that you understand the basics, proceed to explore:

Dashboard Overview: Learn to interpret your performance metrics
AI Employees Guide: Deep dive into creating and configuring AI employees
Contacts Management: Organize your contact database effectively
Call Campaigns: Set up your first outbound calling campaign

Welcome to Arbol - we are excited to help you transform your voice communications.

Getting Started

AI Employees

Contacts & Conversations

Campaigns

Settings & Configuration

Integrations & Advanced

Billing

​Getting Started with Arbol

​Table of Contents

​Page 1: Welcome and Platform Introduction

​Page 2: Initial Setup and Configuration

​Page 3: Creating Your First AI Employee

​Page 4: Navigation and Core Features

​Page 5: Roles, Best Practices, and Next Steps

​Page 1: Welcome and Platform Introduction

​What is Arbol

​How Arbol Benefits Your Business

​Platform Capabilities Overview

​Who Uses Arbol

​Accessing the Platform

​Page 2: Initial Setup and Configuration

​First Login Experience

​Setting Up Your Organization

​Configuring Your Profile

​Understanding Your Workspace

​Initial Platform Settings

​Page 3: Creating Your First AI Employee

​Understanding AI Employees

​AI Employee Creation Process

​Configuring Personality and Voice

​Setting Behavioral Parameters

​Testing Your AI Employee

​Page 4: Navigation and Core Features

​Platform Navigation System

​Dashboard Overview

​Core Module Tour

​Search and Discovery Features

​Productivity Tips and Shortcuts

​Page 5: Roles, Best Practices, and Next Steps

​Understanding Roles and Permissions

​Best Practices for New Users

​Common Getting Started Scenarios

​Avoiding Common Mistakes

​Your Learning Path Forward

​Summary

​First Steps After Login

​Initial Dashboard View

​Setting Up Your Organization

​Understanding the Platform

​Core Modules

​Your First AI Employee

​Basic Setup Process

​Configuration Essentials

​Navigation Overview

​Sidebar Navigation

​Search and Filtering

​Keyboard Shortcuts

​Key Concepts

​AI Employees vs Traditional Automation

​Conversations

​Custom Properties

​Evaluation Criteria

​Roles and Permissions

​Administrator Role

​Member Role

​Permission-Based Features

​Best Practices for New Users

​Start Small and Iterate

​Configure Your Organization First

​Use Descriptive Names

​Review Conversations Regularly

​Leverage Custom Properties

​Enable Notifications

​Ask the AI Assistant

​Next Steps

Getting Started with Arbol

Table of Contents

Page 1: Welcome and Platform Introduction

Page 2: Initial Setup and Configuration

Page 3: Creating Your First AI Employee

Page 4: Navigation and Core Features

Page 5: Roles, Best Practices, and Next Steps

Page 1: Welcome and Platform Introduction

What is Arbol

How Arbol Benefits Your Business

Platform Capabilities Overview

Who Uses Arbol

Accessing the Platform

Page 2: Initial Setup and Configuration

First Login Experience

Setting Up Your Organization

Configuring Your Profile

Understanding Your Workspace

Initial Platform Settings

Page 3: Creating Your First AI Employee

Understanding AI Employees

AI Employee Creation Process

Configuring Personality and Voice

Setting Behavioral Parameters

Testing Your AI Employee

Page 4: Navigation and Core Features

Platform Navigation System

Dashboard Overview

Core Module Tour

Search and Discovery Features

Productivity Tips and Shortcuts

Page 5: Roles, Best Practices, and Next Steps

Understanding Roles and Permissions

Best Practices for New Users

Common Getting Started Scenarios

Avoiding Common Mistakes

Your Learning Path Forward

Summary

First Steps After Login

Initial Dashboard View

Setting Up Your Organization

Understanding the Platform

Core Modules

Your First AI Employee

Basic Setup Process

Configuration Essentials

Navigation Overview

Sidebar Navigation

Search and Filtering

Keyboard Shortcuts

Key Concepts

AI Employees vs Traditional Automation

Conversations

Custom Properties

Evaluation Criteria

Roles and Permissions

Administrator Role

Member Role

Permission-Based Features

Best Practices for New Users

Start Small and Iterate

Configure Your Organization First

Use Descriptive Names

Review Conversations Regularly

Leverage Custom Properties

Enable Notifications

Ask the AI Assistant

Next Steps