Voixa AI Phone Receptionist

This guide explains how to enable and use Voixa AI so customers can book appointments by calling your business number. It is for owners and admins. You manage Voixa from the Voixa AI page in the menu.

Voixa AI lets your customers book appointments by calling your business phone number. An AI receptionist answers the call, understands the caller, and books appointments into your Xolapp calendar.

Where to find Voixa AI

In the dashboard, go to Voixa AI in the left-hand menu. You'll see the Voixa AI Phone Booking card with an Enable Voixa button.

Before you enable Voixa

For the best results, make sure these basics are set up before you turn on Voixa AI:

• Complete your Business Profile so callers hear the right business name and contact details.
• Add your key services with prices and durations so Voixa can offer and book the correct appointment types.
• Add your team members and working hours so Voixa knows who is available and when.

Step 1 – Enable Voixa

1. Open the Voixa AI page in your dashboard.
2. Click the Enable Voixa button.
3. Xolapp will assign a dedicated Voixa phone number for your business (e.g. +61 2 XXX XXX), and show it under Assigned Phone Number.

If inventory is not immediately available, you'll see a pending message while your number is being assigned.

Step 2 – Forward your existing number

Voixa does not replace your main business number. Instead, you forward calls from your existing mobile or landline to the assigned Voixa number:

• Find the Assigned Phone Number shown in the Voixa settings card.
• On your current business phone, enable call forwarding / call diversion to that Voixa number.
• Once forwarding is active, all calls to your main number will be answered by Voixa AI.

You can usually turn on call forwarding from your phone's call settings, or by dialing a forwarding code. Below are some common examples – always confirm with your provider.

Example call forwarding codes

Many carriers support GSM forwarding codes. Replace VOIXA_NUMBER with the Voixa number shown in your dashboard. These examples are for reference only – please check the latest instructions with your carrier.

Generic GSM (most networks)

• Forward all calls: **21*VOIXA_NUMBER# then press Call.
• Cancel forwarding: ##21# then press Call.
• Check status: *#21# then press Call.

Telstra mobile (AU)

• Forward all calls: **21*VOIXA_NUMBER*10# then Call.
• Cancel: ##21#. Clear all diversions with ##002#.
• Check status: *#21#.

Vodafone Australia

• Forward all calls: **21*VOIXA_NUMBER# then Call.
• Cancel: #21#.
• Check status: *#21#.

For Optus and other providers, search for "call forwarding" in their help centre or app and forward to your Voixa number using their recommended method.

What happens when a call reaches Voixa?

1. The caller dials your usual business number.
2. Your carrier forwards the call to your assigned Voixa number.
3. Voixa AI answers the call, greets the caller, and asks what they need.
4. If the caller wants to book or change an appointment, Voixa looks up your services and availability and books directly into Xolapp.

You can view call history, transcripts, and bookings created by Voixa in the Voixa AI → Call Logs section.

Note: Xolapp does not charge extra for enabling Voixa, but your phone carrier may apply call forwarding or diversion charges according to your mobile/landline plan. Always check your plan details.

Frequently asked questions

Where do I enable Voixa AI?

Go to Voixa AI in the main menu and click Enable Voixa. Xolapp will assign a Voixa phone number for your business. You then forward your existing business number to this Voixa number so callers reach the AI.

What do I need before enabling Voixa?

Have your Business Profile, services (with prices and durations), and team with working hours set up. Voixa uses this data to offer the right services and availability to callers.

How do callers book by phone?

They call your business number, which is forwarded to your Voixa number. Voixa AI answers, asks what they need, and can book or change appointments directly in your Xolapp calendar. You can view call history and bookings in Voixa AI → Call Logs.

Will I be charged for Voixa?

Xolapp does not charge extra for enabling Voixa. Your phone carrier may charge for call forwarding or diversion; check your plan.