EzyBiz User Guide
Everything you need to know to set up and master your AI-powered business phone system. Let's get you up and running!
Introduction
EzyBiz gives you a professional business phone number with a built-in AI receptionist. It separates your work calls from your personal life and ensures every customer gets an instant, intelligent response—24/7.
Business Number
Dedicated line for your business
AI Receptionist
Answers calls intelligently
Privacy
Keep personal number private
24/7 Available
Never miss a customer call
Getting Started
1. Account Creation
Download the app and sign in. You can use your Google account or sign in with your phone number.
2. Onboarding Flow
After logging in, you will see the "Setup Your Business" screen. Follow these 3 steps to activate your service:
Choose Your Phone Number
Search for a local mobile number for your business. Tap Search Available Numbers, select a number from the list, and tap Continue.
Configure Your AI Agent
Tell the AI about your business so it can answer customer questions:
- Business Name: Enter your company name (e.g., "Joe's Pizza")
- Business Context: Describe your services, hours, location, and pricing. The more details you provide, the smarter your agent will be.
- Timezone: Select your local timezone
Verify Your Personal Phone
We need your personal mobile number to transfer calls to you when a customer asks to speak to a human.
- Enter your Personal Mobile Number
- Tap Send Verification Code
- Enter the 6-digit code you receive via SMS
- Tap Verify Code
- Once verified, tap Activate Service to finish setup
The more detailed your Business Context, the better your AI agent can answer customer questions. Include hours, pricing, FAQs, and any special services!
Screenshot: Onboarding setup flow screens
App Overview
Once set up, you'll see the main dashboard with 5 tabs at the bottom:
Phone
Make outbound calls
Messages
SMS conversations
Contacts
Customer database
History
Logs & transcripts
Settings
Agent & account
Tab Details
Phone Tab
Make outbound calls using your business number as caller ID. Keep your personal number private.
Messages Tab
Send and receive SMS using your business number. View all conversation threads in one place.
Contacts Tab
Customer database auto-populated by your AI. Search by name, number, or service interest.
History Tab
Full call logs with automatic transcripts. Review what customers asked and how AI responded.
Settings Tab
Configure your AI agent, update Business Context, manage subscription, and verify your phone.
Screenshot: Main dashboard with bottom navigation tabs
Using the Phone
Making Calls
Go to the Phone tab to make outbound calls.
- Keypad: Dial any number manually
- Caller ID: Calls will appear to come from your Business Number, keeping your personal number private
Receiving Calls
When a customer calls your business number, here's what happens:
🤖 AI Answers
Your AI agent picks up immediately and answers questions using the "Business Context" you provided.
đź“ž Call Transfer
If the customer asks to speak to you, the AI will put them on hold and call your personal phone.
Accepting the Transfer
You have two options to accept an incoming transfer:
Once you accept, the AI will drop off and you'll be speaking directly to the customer—seamless handoff!
Screenshot: Phone keypad and incoming call transfer screen
Messages
The Messages tab allows you to send and receive SMS text messages using your business number.
- View all conversation threads
- Tap a conversation to see the message history
- Send new messages to customers
Screenshot: Messages inbox and conversation thread
Contacts
The Contacts tab is your digital address book, but with a smart twist.
Accessing Contacts
- Tap the Contacts tab to see your list of customers
- Search: Use the search bar at the top to find people by name, phone number, or even by their "Service Interest" (e.g., search for "plumbing" to find everyone who called about plumbing)
Creating Contacts
You can add contacts in two ways:
đź“ť Manually
- Tap the + (plus) button
- Enter the Name, Phone Number, and optional details like Location or Service Interest
- Tap Save
The Magic Way (Automatic)
Your AI receptionist is smart! If a caller mentions their Name, Location, or what they are interested in (e.g., "I'm John from Brunswick calling about a quote"), the AI will automatically create or update the contact card for you.
You don't need to lift a finger. Watch your address book grow as your AI handles calls.
Screenshot: Contacts list and contact detail card
Call History & Transcripts
The History tab keeps a record of every interaction.
Call Log
All incoming, outgoing, and missed calls
Transcripts
Full text of every conversation
Tap on any call to read a full text transcript of the conversation. This is incredibly useful for reviewing what the customer asked and how the AI responded.
Screenshot: Call history list and transcript view
Settings & Agent Management
Go to the Settings tab to manage your account.
Managing Your Agent
- Current Agent: View your Business Name, Phone Number, and Agent ID
- Update Knowledge: Tap Update Agent Settings to change your Business Context (e.g., if your hours or prices change)
- Re-provision: Use "Full Re-provision" only if you need to change your business phone number (this resets your agent)
Subscription
Tap Manage Subscription to view your current plan, upgrade, or manage billing details.
Keep your Business Context up to date! Whenever your services, hours, or pricing change, update your agent settings so it can give customers accurate information.
Screenshot: Settings screen with agent configuration
AI Agent Training
Your AI receptionist's intelligence comes from the Business Context you provide. The more detailed and accurate this information, the better your agent will handle calls and answer customer questions.
What is Business Context?
Business Context is the knowledge base that powers your AI receptionist. It includes everything your agent needs to know to represent your business professionally—services, hours, pricing, location, policies, and frequently asked questions.
How Your AI Uses This Information
When a customer calls and asks "What are your hours?" or "How much does a haircut cost?", your AI searches its Business Context to provide accurate, natural-sounding answers. Think of it as training a new employee—give them all the information they need to succeed!
Example Business Context Templates
Here are some examples of well-written Business Context for different types of businesses:
Best Practices
- Include specific business hours with days and times
- List all services with pricing ranges
- Add your location and service areas
- Include common FAQs customers ask
- Mention booking or appointment processes
- Add policies (cancellation, deposits, refunds)
- Include any special offers or discounts
- Keep information up to date
Common Mistakes to Avoid
- Being too vague (e.g., "We do plumbing stuff")
- Forgetting to update when hours or prices change
- Not including emergency or after-hours information
- Missing important policies that affect customers
- Using industry jargon customers won't understand
- Leaving out your location or service areas
- Not mentioning accepted payment methods
Review and update your Business Context every few months, or whenever something changes. Outdated information leads to frustrated customers and missed opportunities!
Notifications
EzyBiz keeps you informed in real-time with smart push notifications. Never miss an important call or customer request.
What Triggers Notifications
Incoming Call
When AI answers a call
Transfer Request
Customer wants to speak to you
Missed Call
Call ended without transfer
New Message
SMS received on your number
Transfer Notification Actions
When a customer asks to speak to you, you'll receive a notification with a "Transfer to me" button. Tap it to instantly take over the call—the AI will hand off seamlessly.
What You'll See
The notification shows:
- Caller's phone number (or name if in your contacts)
- Brief summary of what they're calling about
- Quick action button to accept the transfer
Managing Notification Settings
To ensure you receive notifications:
- Open your device's Settings app
- Go to Notifications (or Apps > EzyBiz)
- Make sure notifications are enabled
- Enable sounds and banners for important alerts
Keep notifications enabled even when you're busy—you can always decline transfers, but you'll still see a summary of what the AI handled!
Screenshot: Push notification with transfer action
Troubleshooting
Having issues? Here are solutions to common problems.
Calls Not Coming Through
Symptoms
You're not receiving notifications when customers call, or calls aren't being answered by the AI.
Solutions
- Check that notification permissions are enabled for EzyBiz
- Ensure the app is allowed to run in the background
- Verify your subscription is active in Settings
- Check you have a stable internet connection
AI Not Answering Correctly
Symptoms
The AI gives wrong information or says "I don't know" to questions.
Solutions
- Update your Business Context with more detailed information
- Include specific answers to common customer questions
- Make sure pricing, hours, and services are current
- Review call transcripts to see what customers are asking
Transfer Not Working
Symptoms
You tap "Transfer to me" but don't receive the call, or the customer gets disconnected.
Solutions
- Verify your personal phone number is correct in Settings
- Check you have mobile signal on your personal phone
- Make sure you're not on Do Not Disturb mode
- Try the phone call option (press 1) if the notification doesn't work
Can't Hear Customer / Audio Issues
Symptoms
You can't hear the customer after transfer, or they can't hear you.
Solutions
- Check microphone permissions for the app
- Ensure your phone's volume is up
- Try removing and reinserting headphones/earbuds
- Restart the app and try again
App Crashes or Running Slow
Symptoms
EzyBiz freezes, crashes, or takes a long time to load.
Solutions
- Update to the latest version from the app store
- Restart your device
- Check available storage space on your device
- Try uninstalling and reinstalling the app (your data is saved)
Still Need Help?
If these solutions don't resolve your issue, contact our support team at hello@avocadodigital.com.au with a description of the problem and any error messages you see.