CallTrap AI — Onboarding (One Page)
CallTrap AI · White-Label SaaS

The Client Onboarding Engine

From signup to a live 24/7 AI receptionist — the full five-stage path on one page. Calls go live in 24 hours; SMS switches on once the number is verified.

Discovery Call — Victor Onboarding Call — Melody Toll-free number (default) Calls live in 24 hrs
Step 1 · Discovery
Victor

Qualifies the shop, confirms fit (especially ProTrap / larger shops), sells through the whole journey, and hands a paid, ready client to onboarding.

Step 2 · Onboarding
Melody

Owns the post-payment kickoff: drives the intake form to completion, oversees build & testing, and runs the go-live handoff.

Attract
Lead & Trial
→
Stage 1
Signup & Pay
→
Stage 2
Auto Provision
→
Stage 3
Intake
→
Stage 4
Build & Test
→
Stage 5
Go-Live
✓ Live in 24 hours

AI answering, call routing, and appointment booking. These don't depend on SMS verification, so the shop is catching calls the next day.

⏱ SMS on verification

Missed-call text-back & confirmations switch on once the toll-free number clears carrier verification (a few days). Submit at signup so the clock starts early.

1

Signup & Payment

Automated · just verify

Payment

  • Stripe payment confirmed (live mode — test mode won't provision)
  • Correct tier: CallTrap / WebTrap / ProTrap

Webhook

  • SaaS Mode webhook fires on success
  • Triggers auto sub-account creation

Welcome

  • Welcome email sent
  • Intake form link delivered
2

Auto Sub-Account + Snapshot

Verify auto-load

What auto-loads

  • New sub-account created automatically
  • Master snapshot: pipeline, workflows, Rosie template, calendar, tags, email config

The one check that matters

  • Open the new sub-account and confirm nothing is empty
  • CallTrap → "Call Trap Master" · WebTrap → "WebTrap Master"
  • If anything didn't load, flag before proceeding
3

Intake Form

Owner · Melody

Chase until complete — do not advance until every field is in.

Business

  • Name + DBA
  • Phone to forward
  • Address + timezone
  • Registration / EIN

Operations

  • Hours per day (+ lunch)
  • Services + pricing ranges
  • Service durations
  • Bays / slots per hour
  • Drop-off vs. appointment policy

Brand & Contact

  • Owner/manager for handoff
  • Logo + brand colors
  • Sending email address
  • Custom domain + DNS access
4

Personalization & Testing

Owner · Melody

4.1 Phone (Toll-Free default)

  • Provision toll-free LC number
  • Submit toll-free verification with sample messages
  • Forward client's business line → LC number
  • Test inbound call to AI; set mobile fallback

4.2 Rosie Script

  • Fill business name, services, pricing, hours
  • Confirm branded greeting
  • After-hours + escalation/transfer rules

4.3 Calendar

  • Hours per day + lunch splits
  • Durations & intervals to real capacity
  • Policy notes on calendar

4.4 Email

  • Sending address + domain
  • SPF / DKIM / DMARC
  • Branding + test send

4.5 Domain

  • Custom domain + DNS (CNAME/A)
  • SSL active
  • Point booking + portal links

Number strategy

  • Toll-free = default (no per-client 10DLC registration)
  • Inbound stays local via call forwarding
  • Local 10DLC = optional upgrade for heavy outbound calling (ProTrap)
Toll-free is the default: simpler to operate at scale and fine for transactional text-back + confirmations. Inbound local presence is preserved because the shop forwards its existing local line to the number.
4.6

Go-Live GATE — all 12 must pass

Owner · Melody
01Inbound call connects to AI
02Greets with correct business name
03Quotes correct pricing (2+ services)
04Books a test appt on calendar
05Confirmation SMS < 60 sec*
06Branded email confirm < 2 min
07Email passes SPF/DKIM/DMARC (inbox)
08Booking page loads on custom SSL
09Missed-call text-back fires*
10After-hours routes to fallback
11CRM contact: correct tags + stage
12Reminder workflow scheduled
If any test fails: fix it and re-run the full checklist. Partial passes are not acceptable.
*SMS-dependent tests (5, 9) run once toll-free verification clears — calls can go live before these pass.
5

Go-Live & Handoff

Owner · Melody

Client handoff package

  • Portal login (app.calltrapai.com)
  • Quick-start guide PDF
  • Loom walkthrough video
  • Support contact + response times
  • First-week check-in scheduled

Internal close-out

  • Client → "Active" stage in CRM
  • Setup ticket closed + dated
  • First billing cycle confirmed in Stripe
  • Flagged for day-30 optimization review
CallTrap AI · Onboarding one-pager Discovery: Victor · Onboarding: Melody · Default number: Toll-free · SLA: calls 24h / SMS on verification