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Teaching the AI with rules

Teach the AI the things about your business it keeps getting wrong, in plain sentences.

Who can do this: Anyone who can open Settings.

Add-on: Phone line

Also called: AI playbook.

While you’re on a call, the AI listens and fills in the booking details for you. The playbook is a list of short rules it applies on every call, such as “Commercial clients need a purchase order number on the job before booking.” It also adds rules by itself: after you save a booking from a call, it looks for lessons worth keeping and either adds a new rule or strengthens one it already has.

  1. Open the AI notetaker playbook. Rules the AI learned are tagged Auto-learned; rules someone typed are tagged Manual. Each one shows how many times it has come up and when it was last seen. The most-used rules are at the top.

    On a computer: Left menu → Settings → AI notetaker playbook On a phone: More → Settings → AI notetaker playbook

    The AI notetaker playbook listing auto-learned and manual rules

  2. To add a rule, type it under Add a rule manually and click Add rule. Keep it to one plain sentence (up to 280 characters), the way you’d tell a new employee. It applies from the next call.

    A new rule typed into Add a rule manually

  3. To reword a rule, click Edit, change the text and click Save (or Cancel).

    A rule open for editing with Save and Cancel

  4. To drop a rule, click the bin button next to it and confirm with Remove. It stops applying to future calls; calls already saved aren’t changed.

    The remove button next to a rule

Good to know

Section titled “Good to know”
  • Good rules are about your business in particular: your services, your words for things, your areas and your habits. Leave out details about a single client.
  • Read the auto-learned rules now and then, and remove any that don’t fit how you work.
  • The playbook holds up to 200 rules. When it’s full, the least-used rule (even one someone typed) is dropped for each new learned one.
  • If your company’s phone package doesn’t include the learning, the AI notetaker playbook isn’t in the Settings menu at all.
  • The habits used when you book from an email are kept separately. See Email booking habits.
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Checked against Astragal on October 17, 2026