✨ When You Need This Guide
Use this guide if you’re asking:
“How do I set up voicemail with Charlie?”
“How do I get Charlie answering my Aloha phone?”
“How do I enable call forwarding to Charlie?”
“How to configure Charlie’s scheduling and call handling?”
“Where do I adjust Charlie’s call greetings or recognition settings?”
This article walks you through everything you need to set up Charlie AI to handle calls and schedule appointments in Aloha.
You'll Need:
Access to your Aloha dashboard
Your office phone number ready for forwarding
Optionally, a backup number (cell or ReviewWave number) for calls Charlie can’t handle
✅ Step-by-Step Setup of Charlie AI ⚙️
Open Settings
Hover over your profile photo in the bottom left corner of Aloha and click the drop-down arrow, then select Settings.
Go to AI Agent Settings
Click AI Agent on the top toolbar inside Settings.
Enable Features
Click the features you want Charlie to handle.
Blue check = enabled (Charlie will handle these calls)
Grey X = disabled (Charlie will not handle these)
Select Appointment Types
Choose which appointment types Charlie can schedule by checking the boxes.
If you don’t want Charlie scheduling a certain appointment, make sure it does not have a blue check.
Review Recognition Tab
This controls how Charlie answers and ends calls.
We recommend leaving this as default so patients know they’re talking to an AI assistant.
If you edit it, keep the AI disclosure clear for transparency.
Save Changes
After making any updates, click "Save Changes" to apply them.
Set Up Call Forwarding
Click General on the top toolbar inside Settings.
Find the phone number listed under AI Agent Phone Number.
Forward your office phone calls to this number to have Charlie answer them.
Set Backup Forwarding Number
Enter a backup phone number where calls Charlie can’t handle will be forwarded.
This cannot be your office number again. Use a cell phone or a ReviewWave phone number if you have one.
💡 Common Scenarios & Solutions
Scenario | What It Means | What You Can Do |
Calls aren’t forwarding to Charlie | Phone forwarding not set or incorrect number | Confirm forwarding number matches the AI Agent Phone Number in General settings |
Charlie not scheduling certain appointments | Appointment types not enabled in AI Agent settings | Go back to appointment types and check the boxes for allowed types |
Call greeting doesn’t mention AI | Recognition tab changed or customized | Reset to default or add clear AI disclosure to the greeting |
Changes aren’t saving | Forgot to click Save Changes | Always click Save Changes after editing |
🎉 You’ll Know It Worked When:
Your office phone forwards calls directly to Charlie
Charlie answers calls and identifies itself as AI
Scheduled appointment types match your selected settings
💬 Need Help? Reach Out!
If you have questions or run into issues during setup, our support team is happy to assist!
📧 Contact us via the Aloha support portal or chat with support during business hours.
Expect a reply within one business day.
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