AI Telephony Glossary

Clear explanations of AI phone answering and voice automation terms. Written for small business owners, not technical experts.

AI Solutions

AI Receptionist

An AI Receptionist is an automated phone assistant that uses artificial intelligence to answer calls, speak with customers in a natural voice, answer questions, and schedule appointments 24/7 without human intervention.

Hold-For-You Service

A Hold-For-You service is an AI feature that stays on the phone line during hold music or automated menus. It monitors the call and notifies you only when a live person answers, letting you stay productive while waiting.

Voice Assistant

A voice assistant is an AI-powered software application that understands spoken language and responds with natural speech. It uses speech recognition, natural language processing, and text-to-speech to enable hands-free, conversational interaction with digital systems.

AI Technology

Conversational AI

Conversational AI is technology that allows software to understand, process, and respond to human language naturally. In business, it powers AI receptionists that can talk to customers, answer questions, and book appointments just like a human assistant would.

Natural Language Processing (NLP)

Natural Language Processing (NLP) is a type of AI that allows computers to understand, interpret, and respond to human speech naturally. It helps machines recognize the meaning and intent behind words, just like a human receptionist would.

Voice AI

Voice AI is technology that allows computers to understand human speech and respond in a natural, conversational voice. For small businesses, it acts as a digital employee that can answer phones, answer questions, and handle tasks just like a person.

Automation

Automatic Appointment Booking

Automatic appointment booking is technology that allows an AI assistant to answer phone calls and schedule service appointments directly onto your digital calendar without any human help, ensuring you never miss a lead while you are busy on a job site.

Business Value

Lead Qualification

Lead qualification is the process of determining if a potential customer is a good fit for your business based on their needs, budget, and timing before you spend time on a sales call or site visit.

Call Analytics

Call analytics is the process of collecting and studying data from phone calls to understand patterns, such as busy times, common customer questions, and missed lead opportunities.

Call Management

After-Hours Answering

After-hours answering is a system that handles incoming phone calls when a business is closed. It ensures customers can get information, book appointments, or leave messages during nights and weekends, preventing them from calling a competitor who answers faster.

Spam Call Filtering

Spam call filtering is a technology that identifies and blocks unwanted telemarketing, robocalls, and fraudulent calls before they reach you. It ensures your business line stays open for real customers while stopping automated disruptions from wasting your time.

Call Transcription

Call transcription is the process of converting an audio recording of a phone call into written text. This allows business owners to read exactly what was discussed during a conversation without having to listen to the entire audio file.

Call Summary

A call summary is a brief, AI-generated overview of a phone conversation. It captures the most important details, such as the caller's name, their reason for calling, and any specific follow-up actions required.

Missed Call Management

Missed call management is a system for tracking and responding to phone calls your business cannot answer immediately. It ensures every caller is greeted and their needs are handled automatically so you do not lose customers to competitors who answer faster.

Voicemail

Voicemail is an electronic system that records and stores audio messages from callers when you are unavailable, allowing you to retrieve and play them back at a later time to respond to inquiries.

Call Recording

Call recording is the process of capturing and storing the audio from phone conversations between your business and your customers. This allows you to playback, review, and analyze interactions later to ensure quality and capture important details you might have missed.

Robocall

A robocall is an automated phone call that delivers a pre-recorded or computer-generated message. These calls use auto-dialing software to reach thousands of people simultaneously for marketing, alerts, or scams, often without a live person on the other end.

Call Queue

A call queue is a virtual waiting line where incoming callers are held when all available agents or lines are busy. Callers typically hear hold music or messages while waiting for the next available person to answer their call.

Omnichannel Communication

Omnichannel communication is a customer engagement approach where all communication channels are integrated so customers receive consistent, continuous experiences regardless of how they contact a business. Information flows between channels, eliminating the need for customers to repeat themselves.

Call Blending

Call blending is a call center technique where agents handle both inbound and outbound calls, dynamically switching between them based on demand. When inbound call volume is low, agents make outbound calls; when inbound volume increases, they automatically shift to receiving calls.

Call Screening

Call screening is a process of evaluating incoming calls before answering or connecting them. It can involve identifying the caller, determining the call purpose, and deciding whether to answer, send to voicemail, or block entirely. Modern systems use AI to screen calls automatically.

Integration

CRM Integration

CRM integration is the process of connecting your business phone system or AI receptionist to your customer database. It allows contact info, call notes, and appointment details to sync automatically between both tools without manual data entry.

Security & Fraud

Caller ID Spoofing

Caller ID spoofing is when a caller deliberately falsifies the information sent to your caller ID display to disguise their identity. Scammers often use local or familiar numbers to trick you into answering what looks like a legitimate call.

Telephony Basics

Call Forwarding

Call forwarding is a phone feature that automatically redirects incoming calls from your business number to a different phone, landline, or an automated service. It ensures callers reach help even when you are busy, away from your desk, or off the clock.

VoIP (Voice over Internet Protocol)

VoIP stands for Voice over Internet Protocol. It is a technology that lets you make and receive phone calls using your internet connection instead of traditional copper phone lines. It turns your voice into digital data that travels over the web.

Call Routing

Call routing is a management system that automatically directs incoming phone calls to the specific person, department, or automated service best suited to handle the request based on pre-set rules like time of day or caller intent.

IVR (Interactive Voice Response)

IVR (Interactive Voice Response) is an automated phone technology that allows callers to interact with a business menu using their voice or keypad. It routes calls to the correct person or provides recorded information without needing a live operator.

Caller ID

Caller ID is a telephony feature that displays the caller's phone number and name on your screen before you answer. It helps you identify who is calling so you can decide whether to pick up or let it go to voicemail.

Call Center

A call center is a centralized facility where trained agents handle incoming and outgoing phone calls for a business. It manages customer inquiries, support requests, sales calls, and other telephone-based communications at scale.

ACD (Automatic Call Distribution)

Automatic Call Distribution (ACD) is a telephony system that receives incoming calls and routes them to specific agents, departments, or destinations based on predefined rules such as caller ID, time of day, agent availability, or caller input.

SIP Trunking

SIP trunking is a method of delivering telephone services over the internet using the Session Initiation Protocol (SIP). It connects your private phone system (PBX) to the public switched telephone network (PSTN) without traditional phone lines.

Business Phone System

A business phone system is telecommunications infrastructure designed for commercial use, providing features beyond basic calling such as multiple extensions, call routing, voicemail, conferencing, and integration with business tools. Modern systems range from traditional on-premise PBX to cloud-hosted VoIP solutions.

PBX (Private Branch Exchange)

A PBX (Private Branch Exchange) is a private telephone network used within an organization. It allows internal calls between users on local lines while sharing external phone lines for outside calls, and provides features like call transfers, voicemail, and auto-attendant.

UCaaS (Unified Communications as a Service)

UCaaS (Unified Communications as a Service) is a cloud-delivered model that combines multiple business communication tools into one platform, including voice calling, video conferencing, instant messaging, file sharing, and collaboration features, all accessible from any device with internet connection.

Virtual Phone Number

A virtual phone number is a telephone number not tied to a specific phone line or physical location. Calls to virtual numbers route over the internet to any destination—mobile phones, VoIP systems, or AI services—allowing businesses to have phone presence anywhere.

Toll-Free Number

A toll-free number is a telephone number that allows callers to reach a business without paying long-distance charges. The business pays for incoming calls instead of the caller. In the US, toll-free numbers use prefixes like 800, 888, 877, 866, 855, 844, and 833.

Local Presence

Local presence is a telecommunications strategy where businesses use phone numbers with local area codes to appear as though they have a physical presence in the caller's region. This increases answer rates for outbound calls and builds trust for inbound inquiries.

Auto Attendant

An auto attendant is an automated phone system that greets callers, presents menu options, and routes calls to appropriate destinations without human intervention. It acts as a virtual receptionist, directing callers by saying 'Press 1 for sales, Press 2 for support.'

Dial-by-Name Directory

A dial-by-name directory is a phone system feature that allows callers to reach a specific person by spelling their name using the telephone keypad. Callers enter letters mapped to number keys (like 2 for ABC, 3 for DEF) to search for employees by first or last name.

Voice Technology

AI Voice Cloning

AI Voice Cloning is a technology that uses a small sample of your speech to create a digital version of your voice. This allows an AI to speak any text in your unique tone, accent, and style to handle phone calls automatically.

Text-to-Speech (TTS)

Text-to-Speech (TTS) is a technology that converts written text into spoken audio. For small businesses, it allows AI systems to talk to customers on the phone, read back appointment details, or answer questions without a human being present.

Speech-to-Text (STT)

Speech-to-Text (STT) is a technology that automatically converts spoken language into written text. For small businesses, it allows AI systems to listen to customer calls and instantly create readable transcripts of messages and requests.