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Never Miss Setup — Foundational Intake — Art Impact Marketing Agency

Welcome to The Never Miss System

Never Miss Setup

Foundational Intake

This covers what we need to configure your inbound call assistant. Answer as specifically as you can — about twenty minutes now means everything is built right the first time. Your system is typically live in 7 to 14 business days after we receive it.

* required

Company URL

Contact & Business Basics

First name. *

Last name. *

Best phone number for you. *

Business or DBA name. *

Business phone number (the one customers currently call).

Business address (leave blank if not applicable).

Website (if any).

Hours of operation. *

Time zone. *

Holidays and seasonal closures. (Days you are closed, or hours that change with the season.)

Languages your callers speak. (Beyond English, if any.)

Confirmation

System level. *

Never Miss a Call Never Miss a Lead Never Miss a Sale

Your Assistant Identity

Name your assistant. * (this is yours to choose — make it your own).

Your assistant's role. (How it describes its job when a caller asks. Receptionist is the default — many businesses want something that fits them better.)

Your wording for the role.

How should it introduce itself and your business? * (e.g. "Hi, this is [name] with [business]").

Preferred assistant voice. *

Male Female No preference

How your business name should be said. * (Spell it the way it sounds, and tell us any short version we should never use.)

Primary goal. *

If "other," explain or describe.

Anything specific about the goal above?

How should it sound?

Tone details, or anything your assistant should never say.

If a caller asks whether they are talking to a real person. *

Your assistant will never claim to be human. This is your call on how it answers when asked directly.

Your wording.

What Your Assistant Should Know

Services or products offered. *

About pricing.

Pricing details.

What you do NOT offer. * (The requests you get that are not your business. This is what keeps your assistant from saying yes to the wrong thing.)

Most common questions your callers ask. *

Scheduling and Booking

Your assistant will never guess at your calendar. It does what you choose here and nothing beyond it.

Should your assistant book on the call? *

What can be booked or requested. (Appointments, estimates, consultations, or visits.)

Where it lands. (Google Calendar, your booking platform, a paper book — whatever you use now.)

Booking rules. (How long each one takes, how much notice you need, deposits, anything that blocks a slot.)

What must never be booked without you. *

Call Handling

What should your assistant get from every caller? *

Check everything you want captured. Whatever you check, it will ask for — and it reads the phone number back before letting them go.

First and last name. Best phone number. Email address. Business or organization name. Address or service location. What they need, in their own words. Best time to reach them. How they heard about you.

Anything else it should always ask?

When should a call transfer live to a real person?

What counts as urgent — worth interrupting you for?

First person calls should reach. (name + number).

Backup, if the first does not answer. (name + number).

If your assistant transfers a call and no one picks up.

Your assistant always answers. This is what it does when it hands a live caller to a person and that person is unavailable.

After hours, your assistant should. *

Anything different about nights, weekends, or when you are closed?

Spam, Solicitors and Collections

Screening these is part of what you are paying for. Tell us where the line is.

Sales calls and solicitors.

Collections calls.

Anyone who must always get through. (A supplier, a landlord, a spouse — a number you never want screened.)

Follow-Up Communication

Voicemail or follow-up message. * (What should it say if it can't reach someone, or leaves a message?)

Best callback number to use.

Callback window.

Your missed-call text. * (Sent within sixty seconds of any call you do not answer. Write it in your voice.)

Phone Setup and Texting

You do not have to know the answers here. We handle the setup for you — these questions tell us what we are working with, and give us what we need to do it on your behalf.

How would you like your number to work? *

Your phone carrier. (AT&T, Verizon, Comcast, whoever bills you. "Not sure" is a fine answer.)

What happens today when your phone rings?

How many rings before your assistant should answer?

Why we ask for the next three: phone carriers require every business that sends automated texts to be registered under its legal name and tax ID. Your missed-call text and your review requests cannot send until that clears, and it is not instant. We file it for you — we just need the details to file with.

Legal business name, exactly as registered.

EIN or tax ID.

Who is authorized to sign for the business? (name + title).

Website and Email

Same as above — you do not have to know these. "Not sure" is a real answer, and we take it from there.

What platform is your website on?

Who manages your domain name?

Where does your business email come from?

Lead Routing and Reviews — your level includes this.

What would you like to happen after a lead is captured? (e.g. text you, add to a list, follow up automatically).

Do you keep a list of your customers somewhere, like a notebook, spreadsheet, or app? Tell us where.

Where do you currently collect reviews?

Google Facebook Yelp Other I'm not collecting reviews.

If "other," explain or describe.

Your Google Business Profile.

Who You Want to Reach

Enough to start. The full outreach build gets its own conversation.

Describe your best customer. (The one you would take ten more of.)

Where they are. (Cities, radius, or the areas you actually serve.)

NOTE: Outbound campaigns require a separate consult, available after onboarding.

How You Want to Work With Us

There is no wrong answer, and you can change it later. This tells us how much to hand you and how much to simply handle.

Would you like access to the backend of your account so you can do the work yourself, or would you rather we handle everything and you never think about it beyond our conversations together? *

I'd like full administrative access so I can make changes myself. You still build and maintain it — I just want the keys. I'd like your agency to do everything for us; I'd rather never go into the account. I'd only like access so that I can see reports and data. I do not want to do anything technical. I'd like a combination of access to do things myself or have someone from my business do it, along with agency support. Other.

Tell us what would work best for you.

Authorizations

I understand calls to my assistant are transcribed so my messages and summaries can be delivered to me. * I authorize this agency to set up text messaging for my business, and to manage the listings and accounts I grant access to, on my behalf. *

Founding Member Acknowledgment

This section applies to Founding Member enrollments only. Your founding rate is an exchange, not a discount — this is the other half of it, in writing.

After sixty days, once the system has produced something worth talking about, I will give a short testimonial. I will make one introduction to another business owner who could use this.

Someone already in mind for that introduction? (Optional. A name is enough.)

Signature

Type your full name. * (This serves as your electronic signature.)

Submission date. *

Ready to submit?

Your system is typically live within 7 to 14 business days of receiving this form.

This form and its contents are proprietary to Art Impact Marketing Agency. The Never Miss System is confidential and prepared for enrolled clients.

Art Impact Marketing Agency · The Never Miss System

Art Impact Marketing Agency

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