Who does what in your team after the AI operator goes live: tasks and a daily routine
Sado AI team · · 4 min read
In short
Once an AI operator is live, it answers the calls, but four jobs stay with people. First, calling back requests on time. Second, taking the calls the operator transfers. Third, updating the operator’s facts when prices, offers or hours change. Fourth, once a week, listening to recordings and looking at the numbers. Give each job to one named person and write down when it’s done. Then the requests the operator collects turn into sales instead of getting lost.
What the operator takes and what stays with people
The operator answers every call at once, asks your questions, writes up the request and transfers to staff when needed. Turning a request into a sale, sending a technician or changing a price is still people’s work. That’s where many companies leave a gap: everyone thinks “the operator answers the phone now”, and the requests sit and wait.
Who does what: a table
In a small team one person takes two or three jobs. What matters is a real name on every line.
| Job | Who | When |
|---|---|---|
| Calling back requests | Administrator or sales manager | Every morning and afternoon |
| Taking transferred calls | Manager on duty | During working hours |
| Questions the operator couldn’t answer | The person responsible for the operator | Every evening |
| Price, offer and hours changes | The responsible person and the manager | On the day they change |
| Listening to recordings | The responsible person | Once a week, 30 minutes |
| Auto-call results | Sales manager | On the day the auto-call ends |
| Weekly numbers | Manager or owner | Every Friday |
One day’s routine: an example
Say Ravon Ta’mir, an apartment renovation company, has six people. The operator answers at night and when staff are busy.
- 09:00 — Zarina, the administrator, opens Requests in the portal: seven came in overnight. By 11:00 she calls each one back and agrees a time for the measurer to visit.
- During the day — Jamshid, the foreman, takes transferred calls from people who want a price right now. If he’s busy, the operator creates a callback task.
- 17:00 — Zarina checks the questions the operator couldn’t answer. Today two people asked the price of laying tiles. She gets it from the owner and adds it to the operator’s facts.
- Friday — the owner spends 20 minutes on the week: how many requests came in, how many led to a measuring visit, how many to a contract.
What to explain to your staff
- The operator takes over the phone’s work, not their jobs. Their job now is talking to the people behind the requests.
- Read the request before calling back, so the customer doesn’t have to repeat everything.
- Open with the request: when they called and what they asked.
- If a customer says “I already talked to an AI”, take it calmly: “Yes, it answers at night, and in the morning we take over.”
Sado: Assalomu alaykum, this is Zarina from Ravon Ta’mir. You called last night about renovating a two-room flat.
Caller: Yes, that was me. When can you come and measure?
Sado: Our foreman is free tomorrow at ten or Thursday afternoon. Which suits you?
Caller: Tomorrow at ten is fine.
Sado: Great, I’ve booked it. The address is Yunusobod, block 4, is that right?
How this looks in Sado
Each call’s recording, transcript, collected answers, short summary and next step are in the portal. A call card with the recording can also go to your company’s Telegram group, so the manager on duty sees requests on their phone. With Bitrix24 connected, a lead or deal opens in the CRM. When the operator doesn’t know an answer, it says a manager will call back and creates a task.
The owner can ask Yordamchi, the portal assistant, in plain words: “How many requests came in this week?”. More: AI operator for incoming calls, questions about Sado and how calls get into your CRM. Try it live or call 78 778 01 23.
Questions
Do we need to hire someone just for the requests?
Usually not. Reading requests and calling back becomes the job of whoever used to answer the phone. For example, the administrator now works through requests instead of sitting on the line all day.
How fast should we call back a request?
As fast as you can: within an hour for daytime requests, first thing in the morning for night ones. Set the exact deadline yourselves and write it in the table.
What should the owner track?
Three numbers a week: how many requests came in, how many were called back, and how many became a sale or a booking. If the second is much lower than the first, the problem isn’t the operator.