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Home Office AI Receptionist

Configuring working hours and holidays

Valid for AI Receptionist.

By default, your virtual assistant needs to understand your operational timeline to properly manage customer interactions. Defining a dedicated schedule (via the project_business_working_hours setting) ensures your bot can accurately relay your availability, enforce booking restrictions, and route after-hours inquiries to the appropriate channels. This guide outlines how to establish and optimize your business timeline.

Note

If this parameter is left completely blank, the AI Receptionist loses its ability to determine your real-time operational status. This absence of data can cause flawed appointment bookings and improper call routing.

Accessing the configuration area

  • Log in to your IONOS account.
  • Click on Menu > AI Receptionist in the title bar. The AI Agent Portal opens.
  • Click on Customer Portal under Actions for the desired receptionist. The Dashboard opens.
  • Click on Settings from the left-side menu.

Defining your operating schedule

  • Type in project_business_working_hours in the provided search field (Search by idn, title, group). The Working Hours setting will appear.
  • Type your regular weekly availability using natural, conversational language. The system automatically processes free-form text to determine active shifts, days off, and special holiday exceptions.
  • Click on Save to apply these timeframes to your virtual agent's logic.

Core functionalities driven by your schedule

To understand why this setup is critical, here is how the AI utilizes your provided timeframes:

  • Status communication: The bot can accurately advise callers if your establishment is currently operating or shut for the day.
  • Dynamic conversational responses: Allows the AI to spontaneously generate accurate statements regarding when you open next or how long you remain active today.
  • Intelligent escalations: Dictates which alternative phone numbers receive transferred calls depending on whether the contact occurs during or outside of your normal shifts.
  • Appointment verification: Blocks users from securing meetings or reservations during times when your staff is unavailable.

Formatting examples

You can use standard sentences or simple list formats to describe your availability.

Standard retail week (example)

Working days: Monday, Tuesday, Wednesday, Thursday, Friday
Working hours:
Monday: 9:00 AM to 8:00 PM
Tuesday: 10:00 AM to 5:00 PM
Wednesday: 10:00 AM to 5:00 PM
Thursday: 10:00 AM to 5:00 PM
Friday: 9:00 AM to 8:00 PM

Adding special closures

You can seamlessly integrate holiday breaks into the same text box by simply stating the specific dates you will be inactive. For example, you can add a sentence like, “We are completely closed on national holidays and New Year's Day.”

Holiday schedule included (example)

If the business is fully closed on a specific holiday, you could use this format, for example:

Working days: Monday, Tuesday, Wednesday, Thursday, Friday
Working hours:
Monday–Friday: 9:00 AM to 5:00 PM
Holidays:
- Closed on Memorial Day (May 26)
- Closed on Labor Day (September 1)
- Closed on Thanksgiving Day (November 27)
- Closed on Christmas Day (December 25)

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