The AI Agent Mini is most commonly used as an AI receptionist to answer inbound calls, route callers, and provide property information automatically. This article walks through how to enable AI Agents and configure an AI Agent Mini from start to finish.
Before You Begin: Enable AI Agents
To create an AI Agent Mini, AI Agents must be enabled on your account.
- If AI Agents are not enabled, contact sales@getaptly.com or reach out to your Account Manager for assistance.
Once enabled, you can begin creating your agent.
Step 1: Create a New AI Agent
- Navigate to AI Agents in Aptly.
- Click New Agent.
This opens the agent setup page.
Step 2: Configure the Agent Profile
The Agent Profile contains internal-facing details used to identify and manage your agent.
Agent Profile Fields
- Agent Name
The name of the agent. This is also the name callers will hear.
- Title (internal use only)
Used internally to differentiate this agent from other AI Agents (for example, Receptionist, Leasing Assistant, or Maintenance Assistant).
- Description (internal use only)
Explains how this agent is intended to be used.
Step 3: Call Voice & Conversation Style
Call Voice
- Select the voice the agent will use.
- Adjust Voice Speed to control how quickly the agent speaks.
Call Responsiveness
Controls how quickly the agent responds after the caller finishes speaking:
- Patient – Waits longer to allow callers to finish their thoughts.
- Balanced – Brief pause before responding; may occasionally interrupt slower speakers.
- Responsive – Quickly fills silence; fastest responses but more likely to interrupt.
Call Tone & Attitude
Defines how the agent communicates with callers:
- Professional – Clear, concise, and formal language.
- Casual – Friendly, informal, and approachable.
- Robotic – Efficient and precise with minimal warmth.
- Empathetic – Compassionate, supportive, and emotionally aware.
Step 4: Email Notifications
You can notify users when certain situations occur.
Notification Types
- Off Topic
Sends an email if a caller asks about something outside the agent’s call goal or knowledge.
- Agent Skipped
Sends an email if the caller requests a human or refuses to provide information.
In both cases, the agent will attempt to collect the caller’s name and phone number.
How to Add Recipients
- Enter a username or email address.
- Press Enter to add multiple recipients.
Step 5: Agent Limits (Monthly)
You can control how many calls and minutes your agent handles per month.
Call Count Limit
- Once the call limit is reached, the agent stops answering calls.
- Calls are routed to the failover number.
Call Minutes Limit
- The agent completes the current call even if it exceeds the limit.
- Future calls route to the failover number once the limit is reached.
Step 6: Agent Metrics
Metrics help you track agent usage:
- Month-to-Date – Calls and time on phone for the current month.
- Last 30 Days – Rolling 30-day metrics.
Step 7: Define the Agent Role (Custom Prompt)
The Custom Prompt defines how your AI Agent Mini behaves.
Call Goal
Describes the agent’s role and responsibilities.
Include:
- How the agent should engage callers
- How calls should be routed
- Who calls should be routed to
- The desired outcome of each call
Agent Identity
Provides context about:
- Who the agent is
- Who they work for
- Their primary responsibilities
Agent Greeting
Choose how the agent answers calls:
- Exact Greeting – The same message every time
- AI-Generated Greeting – Provide an example and allow the agent to adapt
Call Flow
Defines the conversation structure. For a receptionist, this often includes:
- Friendly greeting
- Identifying caller type
- Providing or gathering information
- Determining where to route the call
- Handling unknown or unclear requests
Step 8: Knowledge Configuration
Property & Listing Knowledge
By default, the agent can answer questions about published-for-rent listings.
You can:
- Limit knowledge to a specific property or unit
- Apply filters for buildings or units
Adjustable Discussion Fields
These fields come directly from property or unit data.
- Toggle fields on or off to control what the agent can discuss
- Provide a custom response when a field is disabled
Example:
If security deposits vary, disable the deposit field and provide a response explaining zero-deposit options.
Step 9: Agent Knowledge
Add guidance for scenarios the agent may encounter, such as:
- Existing tenants calling
- Requests for specific agents
- Maintenance inquiries
- New owner inquiries
- Missing or unclear information
This section is also useful for refining agent responses during testing.
Step 10: Default Knowledge & Knowledge Docs
Default Knowledge
Pulled from Company Info and Team Settings:
- Office hours
- Company address
- Phone number
- Website
You can toggle these on or off.
Import from Knowledge Docs
You can import additional information from Knowledge Docs. Refer to the Knowledge Docs help article for details.
Step 11: Triggers & Failover
Triggers
- Select Inbound Calls
- Assign the AI Agent to handle those calls
Failover Number
Used when:
- The agent is unavailable
- Call or minute limits are reached
Calls will route to this number if the agent cannot answer.
Step 12: Agent Capabilities
AI Agent Mini supports the following actions:
Search Listings
- Search all available listings
- Look up a specific property
Transfer Calls
Create transfer rules by defining:
- Transfer Title
- Destination (AI Agent, single number, or multiple numbers)
- Transfer Type:
- Warm Transfer – Introduces the caller
- Cold Transfer – Transfers immediately
- Conditions that trigger the transfer
Examples:
- Route leasing questions to a Leasing AI Agent
- Route maintenance calls to a Maintenance AI Agent
Voicemail Notifications
- Collect voicemail if a call is missed or declined
- Send notifications to selected recipients
Create Cards
- Automatically create or update cards on a selected board and stage
- Useful for tracking receptionist calls
Showing Requests
- Capture showing requests
- Send them to a selected board and stage
Final Step: Test Your AI Agent
Once configured:
- Call your AI Agent Mini
- Review responses and routing
- Adjust prompts, knowledge, and capabilities as needed
Your AI receptionist is now ready to handle inbound calls efficiently.