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Getting Started with Skaala

Welcome to Skaala! This guide will walk you through everything you need to know to get your AI phone receptionist up and running.

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What is Skaala?

Skaala is your 24/7 AI phone receptionist that answers calls, books appointments, and helps your customers - even when you’re busy or closed. Think of it as hiring a professional receptionist who never sleeps, never takes breaks, and always knows your schedule.

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Your First Steps

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1. Create Your Account

Sign up at skaala.ai using your email. You’ll be asked to:
  • Choose your business name
  • Select your industry
  • Pick your preferred language (Swedish, Norwegian, or English)

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2. The Setup Wizard

After signing up, you’ll meet our interactive AI setup assistant. This is where the magic happens - instead of filling out boring forms, you’ll have a natural conversation with our AI to configure everything. What the Setup Wizard Will Ask About:
  • What services you offer
  • Your business hours
  • How long appointments typically take
  • Your business address (if needed)
  • Can customers book online?
  • Do you need payment upfront?
  • How much notice do you need for bookings?
  • Should customers get confirmation emails?
  • Should the AI be formal or friendly?
  • What greeting should it use?
  • Any specific phrases or information to mention?
  • Languages the AI should speak
  • Booking System: Let customers book appointments during calls
  • Payment Processing: Accept payments when bookings are made
  • SMS Notifications: AI can send text messages during calls (like “I just texted you that link!”)
  • Call Analytics: Track all calls and see transcripts
Pro Tip: Don’t worry about getting everything perfect! You can change all of these settings later in your dashboard.

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3. Get Your Phone Number

Once you complete the setup wizard, you’ll get a Swedish phone number for your AI receptionist. This number is what your customers will call. Setting Up Call Forwarding: You have two options:

Forward Your Existing Number

Keep your current business number and forward calls to your AI receptionist. Perfect if customers already know your number.

Use the New Number

Use your new Skaala number directly on your website, social media, and marketing materials.
Need help with call forwarding? The setup wizard will give you the exact codes to dial based on your Swedish phone carrier (Telia, Telenor, Tele2, or Tre).

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4. Test Your AI

Before going live, call your new number and test it out! Try:
  • Asking about your business hours
  • Booking an appointment
  • Asking the AI to send you information via SMS
  • Speaking in different languages (if you enabled multiple)

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Understanding Your Dashboard

Once setup is complete, you’ll see your dashboard. Here’s what each section does:

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Overview Page

  • See recent calls and bookings at a glance
  • Quick stats: calls answered, bookings made, revenue earned
  • Alerts for missed calls or system issues

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Bookings

  • View all upcoming and past appointments
  • Manually add bookings (if customer booked by phone, email, etc.)
  • Cancel or reschedule appointments
  • See payment status for each booking

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Contacts (CRM)

  • Every caller automatically becomes a contact
  • See call history for each person
  • Add notes about customers
  • Export contact lists

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Call Logs

  • Listen to call recordings
  • Read AI-generated transcripts
  • See how long each call lasted
  • Identify missed opportunities

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AI Assistant Settings

  • Change your AI’s personality and tone
  • Update business hours
  • Modify what the AI says
  • Add new services or update prices

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Analytics

  • Track busiest call times
  • Most common questions
  • Booking conversion rate
  • Revenue reports

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Setting Up Payments (Optional)

If you selected payment processing during setup, you’ll need to connect your Stripe account:
1

Connect Stripe

Click “Connect Stripe” in your dashboard settings
2

Complete Stripe Onboarding

You’ll create a Stripe Express account (takes 5 minutes)
3

Set Pricing

Add prices to your services in the dashboard
4

Choose Payment Timing

Decide if customers pay when booking or in person
Important: With payments enabled, customers can only book if they pay upfront. If you want to allow bookings without payment, keep “Pay in Person” mode enabled.

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Common Questions

The AI is trained on your business information, but if it encounters something unexpected, it will politely tell the caller it needs to check and can either:
  • Take a message for you
  • Schedule a callback
  • Transfer the call to you (if you’ve set that up)
Yes! Go to Dashboard → AI Assistant → Voice Settings. You can make it more formal, friendly, professional, or casual. You can also change speaking speed and tone.
Not automatically. But you can see missed calls in your dashboard and choose to call them back yourself.
Currently, Skaala provides Swedish phone numbers and is optimized for Swedish, Norwegian, and English. International expansion is coming soon!
Perfect! Skaala integrates with your existing calendar and booking systems via our API and Zapier. The AI can check availability and create bookings in your system.

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Next Steps

Explore the Dashboard

Learn about all dashboard features

Set Up Zapier Automation

Connect Skaala to 5,000+ apps

Understand Bookings

Deep dive into the booking system

API Integration

Build custom integrations

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Need Help?

  • Live Chat: Click the chat icon in the bottom right
  • Email: support@skaala.ai
  • Dashboard Tutorial: Watch the walkthrough video in Settings → Help