Every conversation recorded: listen to it, read it and see it in summary
Audio, transcript and summary of every conversation in your panel. That way you check what the assistant said in your name, without having to take anyone's word for it.
Putting an artificial intelligence to work talking to your clients in your name is a decision that deserves some suspicion. The honest answer to that suspicion is not 'don't worry, it works well', it is to let you check. That is why in BeautySuite every conversation is stored in your panel with three things: the audio, the transcript and a summary. This article explains what you will see and how to make the most of it.
The first thing the client hears
First, a word about the caller. In its very first sentence, the assistant says that it is an artificial intelligence and that the call is recorded. It does not wait for someone to ask. It is a transparency requirement of the European AI Act for systems that talk to people, and it is also the way to avoid a misunderstanding that you would then have to explain. If a client does not like it, she can hang up and call you instead.
What you see in the panel
- Audio: a player showing the waveform of the conversation. You can listen to the whole call or jump to the point that interests you.
- Transcript: the text of what both sides said, in order, synchronised with the audio. Useful when you have no time to listen and want to read it in a minute.
- Summary: a short text with the essentials: what the person wanted, what they were told and whether anything is left for you to do (for example, a question the menu did not cover).
All three belong to each conversation. The list in the panel lets you run through what has happened since the last time you looked: usually a couple of minutes at the end of the day or the next morning.
What it is for, in practice
The first use is trust. In the first few weeks, listen to several calls in full: it helps you calibrate the tone, check that the prices it quotes are yours and see how it handles a question it cannot answer. It is what turns 'I think it works' into 'I have heard how it works'.
The second use is not having to return calls blind. If someone rang while you were in the treatment room, the summary tells you in ten seconds what they wanted. If the person went away with the booking link, there is nothing to do. If they left a doubt the assistant could not resolve, you know what to reply and where to start.
The third use, less obvious, is learning from your clients. Hearing what people really ask teaches you things you do not see when you are the one answering in a hurry: which treatment raises the most doubts, which word people use for what you call something else, which question keeps coming up and is not yet on your menu. It is free information that was already happening and that was never written down before.
A warning about medical aesthetics
If you offer medical aesthetic treatments, the recordings matter even more. The assistant has instructions not to diagnose, not to recommend treatments and not to promise results, and to refer health questions to you. They are instructions to a language model, not an infallible mechanism, and the way to check they are followed in your centre is to listen. No description of the product replaces that.
What it does not do
- It does not alter what was said: what you hear is what happened, not an edited version.
- It does not interpret for you: the summary may fall short, and for an important case it is worth listening to the audio.
- It is not a diary or a client history with their appointments: it is the record of what was said to the assistant.
About recordings and privacy
Conversations contain personal data, sometimes a name and a phone number. They are yours, you see them in your panel, and the caller knows from the first sentence that they are recorded. If someone asks you to delete their conversation, that is a request you must be able to answer. Tell us and we will deal with it. As a good habit, mention in your own privacy notice that calls to the assistant are recorded, so the information reaches people from more than one direction.
If what brought you here is the phone ringing when you cannot pick it up, start with the article on the phone and the busy hands. To see how a client gets through, read the one on the voice call from your website and Instagram bio.