Aria AI Documentation

Everything you need to set up and configure your AI receptionist.

Overview

Aria is an AI-powered phone receptionist that answers calls, qualifies leads, and books appointments 24/7. It integrates with your existing calendar and CRM systems.

What Aria Does

Answers calls with a natural voice, asks qualifying questions, books appointments directly to your calendar, and syncs lead data to your CRM.

Quick Start

Get Aria running in three steps:

1. Schedule Setup Call

Book a 30-minute call with our team to configure your account:

→ Schedule setup call

2. Provide Business Info

We'll need:

  • Business name and hours
  • Services you offer
  • Common questions callers ask
  • Qualifying criteria for leads

3. Connect Integrations

Link your calendar (Google, Outlook, or Cal.com) and optionally your CRM.

How It Works

Call Flow

Step What Happens
1. Inbound call Caller dials your Aria number (or forwarded line)
2. Greeting Aria answers with your custom greeting
3. Qualification Asks your configured qualifying questions
4. Booking Offers available times and books to your calendar
5. Confirmation Sends confirmation (optional SMS/email)
6. CRM sync Lead data sent to your CRM via webhook

Phone Number Setup

Option A: New Number

We provision a dedicated phone number for Aria. You can use this as your main business line or as an overflow.

Option B: Call Forwarding

Forward your existing business line to Aria when you can't answer. Works with any phone system.

Recommended: Start with call forwarding to test Aria alongside your existing setup.

Calendar Integration

Aria reads your availability and books appointments directly. Supported calendars:

Calendar Features
Google Calendar Full read/write, multiple calendars
Microsoft Outlook Full read/write, Office 365
Cal.com Full read/write, booking pages

Buffer Time

Configure minimum time between appointments (default: 15 minutes).

CRM Integration

Webhook Integration

Aria sends lead data to any CRM via webhook. Payload includes:

{
  "caller_name": "John Smith",
  "phone": "+1234567890",
  "call_duration": 180,
  "qualified": true,
  "appointment_time": "2026-02-10T14:00:00Z",
  "transcript": "...",
  "recording_url": "https://..."
}

Native Integrations

  • HubSpot
  • Salesforce
  • GoHighLevel
  • Zapier (connect to 5000+ apps)

Greeting Script

Customize how Aria answers calls:

"Thank you for calling [Business Name]. 
This is Aria, your AI assistant. 
How can I help you today?"

Variables Available

Variable Description
{business_name} Your business name
{time_of_day} Morning/afternoon/evening
{day_of_week} Current day

Lead Qualification

Configure questions Aria asks to qualify leads:

Example Questions

  • "What service are you interested in?"
  • "What's your timeline for this project?"
  • "What's the best phone number to reach you?"
  • "Would you like to schedule a consultation?"

Qualification Rules

Mark leads as qualified/unqualified based on their answers. For example:

  • Timeline within 30 days = Qualified
  • Looking for service you don't offer = Unqualified

Call Transfers

Aria can transfer calls to you or your team:

Transfer Triggers

  • Caller requests to speak with a person
  • Urgent matter detected
  • VIP caller (based on phone number)

Transfer Options

Type Description
Warm transfer Aria introduces the caller before connecting
Cold transfer Direct transfer without introduction
Voicemail Take message if no one available

Dashboard Overview

Your Aria dashboard shows:

  • Total calls received
  • Calls answered vs missed
  • Appointments booked
  • Lead qualification rate
  • Average call duration

→ View Swagger UI / API Reference

Call Logs

Every call is logged with:

  • Date/time
  • Caller phone number
  • Duration
  • Full transcript
  • Recording (audio file)
  • Outcome (booked, qualified, transferred, etc.)

TCPA Compliance: All recordings include caller notification. Transcripts are stored securely.

Analytics

Track performance over time:

  • Calls by hour/day/week
  • Busiest call times
  • Conversion rate (call → appointment)
  • Most common questions asked
  • Average response time

Need Help?

Contact Support

Email: ian@insynctech.ai
Phone: (727) 334-8156
Schedule: calendly.com/certusordo/30min