How to roll out an AI operator across several branches: a pilot, a template and stages
Sado AI team · · 4 min read
In short
Don’t connect the AI operator to every branch at once. Start with one pilot branch: one with many missed calls and a manager open to new things. Run it there for 2–3 weeks and turn the fact sheet, questions and transfer rule into a template. Then add branches two at a time, writing down each one’s address, hours, prices and staff on duty. Watch each stage for a week. One owner for the operator is enough for the whole chain, but every branch needs someone who reads its requests.
Why not connect every branch at once
Each branch has its own address, hours, staff and sometimes its own prices. Connect them all in one day, and one mistake repeats in ten branches, and it’s hard to find what broke where. A mistake found in one branch is fixed in one place and never reaches the next branches. The pilot branch’s staff learn the new routine first and then show it to their colleagues.
A plan in stages
| Stage | What happens | How long (example) |
|---|---|---|
| 1. Pilot branch | Evening and missed calls of one branch | 2–3 weeks |
| 2. Template | The tested fact sheet, questions and transfer rule become a template | 1 week |
| 3. The next two branches | From the template, each with its own facts | 2 weeks |
| 4. The remaining branches | Two at a time, a week of watching after each stage | Every 1–2 weeks |
| 5. A shared routine | One weekly review and report for all branches | Ongoing |
The timings are only an example: the pace depends on the number of branches and how fast requests are handled.
A checklist for each branch
- Address and landmark, hours, lunch break and days off.
- This branch’s prices and services, if they differ from the others.
- The transfer number and the name of the staff member on duty.
- Who reads this branch’s requests and how fast they call back.
- The number: the branch keeps its own number and that is connected too, or all calls come to one shared number.
- A 10-minute briefing for the branch manager and staff: what the operator does and what they do.
One number, or each branch its own
Both work. If a branch keeps its own number, that number is connected too and customers call as before. On a shared number, the operator asks which branch is closer: you set that question, and the answer goes into the request. Don’t switch off old branch numbers.
For example, in the Mehr clinic chain, a call to the shared number goes like this:
Sado: Assalomu alaykum, Mehr clinics, Malika speaking.
Caller: Hello, I’d like to book an ultrasound.
Sado: Of course. We have branches in Chilonzor and Yunusobod. Which is closer to you?
Caller: Yunusobod.
Sado: The Yunusobod branch has 10:30 or 15:00 free tomorrow. Which suits you?
Caller: 10:30, please.
Sado: Done, you’re booked at Yunusobod tomorrow at 10:30. It’s on Amir Temur street, by the metro. See you then!
What to measure in the pilot branch
- How many requests came in each week, and how many were called back within your deadline.
- How many transferred calls nobody in the branch answered.
- How many questions the operator didn’t know, and on which topics.
- Compare with another branch that worked without the operator in the same weeks: it’s the simplest and fairest comparison.
With Sado, our team connects the numbers and sets up the operator with you, and every branch’s calls are in one portal. You pay only for talked minutes, with no monthly fee: pricing. More: AI operator for incoming calls and questions about Sado. The weekly work: improving an AI operator week by week. Try it live or call 78 778 01 23.
Questions
Which branch should we start with?
One with many missed calls and a manager open to new things. Don’t start with your hardest branch: the first mistakes will be more frequent there.
Does each branch need its own owner for the operator?
One owner is enough for the whole chain. But every branch needs someone who reads its requests and takes transferred calls.
Does the price change as branches grow?
No: 800 so‘m a minute, only for talking time. There’s no monthly fee, so a new branch doesn’t add a separate subscription.