NeverGhost Docs

Everything you need to get AI booking confirmations up and running.

⚡ Quick Start

Get your first AI confirmation call out in under 10 minutes:

Account Setup

All accounts require admin approval before you can access the dashboard. Once approved you will receive an email — sign in to complete onboarding.

Business Onboarding

Onboarding has 3 steps:

• Business Type — choose from Hair & Beauty, Medical & Healthcare, Dental, Fitness, Recruitment, Events, and more. This sets the default AI prompt style.
• Agent Setup — give your AI agent a name (e.g. "Sophie"), choose male or female voice, and set the language your clients primarily speak.
• Upload — optionally upload your first booking spreadsheet during onboarding.

Uploading Bookings

Go to Clients in the sidebar and click "Upload Spreadsheet". Accepted formats: .csv, .xlsx, .xls (max 10 MB).

Required columns

• Client Name (or Name)
• Phone (E.164 format preferred, e.g. +447911123456)
• Service (e.g. "Haircut", "Dental Check-up")
• Date (e.g. "15 April 2026" or "2026-04-15")
• Time (e.g. "10:30 AM")

Optional columns

• Email — for follow-up emails
• Notes — internal notes visible only to you

Running Confirmations

Click the Run button on any booking to start a single AI call. The AI will introduce itself, state the appointment details, and ask the client to confirm, reschedule, or cancel. Use Run All to process multiple bookings sequentially.

Call Outcomes

• Confirmed — client verbally confirmed the appointment.
• Rescheduled — client requested a new time.
• Cancelled — client cancelled.
• No Answer — call was not picked up, went to voicemail, or was busy.
• Pending — call initiated, awaiting outcome.

Languages

NeverGhost supports 20+ languages. The AI will greet your client in the language you configured in Agent Settings. Supported languages include: English, Spanish, French, German, Portuguese, Arabic, Hindi, Urdu, Punjabi, Somali, Polish, Romanian, Italian, Chinese (Mandarin), Tagalog, Bengali, Turkish, Yoruba, Igbo, and more.

API Keys Setup

Go to Settings → API Configuration. You need a Vapi account to make AI calls:

1. Create a free account at vapi.ai
2. Create an assistant in Vapi dashboard → copy the Assistant ID
3. Buy a phone number in Vapi → copy the Phone Number ID
4. Go to Vapi → Account → API Key → copy it
5. Paste all three into NeverGhost Settings → API Configuration → Save

AI Agent Settings

In Settings → Agent you can configure:

• Agent Name — the name your AI uses when greeting clients (e.g. "Hi, I'm Sophie calling from...").
• Voice — male or female voice.
• Language — the language the AI speaks in.
• Prompt Style — Friendly, Professional, or Custom.

Custom Prompts

Select "Custom" as your prompt style to write your own AI script. Use these variables in your prompt:

• {clientName} — replaced with the client's name
• {service} — the booked service
• {date} — appointment date
• {time} — appointment time
• {businessName} — your business name
• {agentName} — your AI agent's name

NHS Account Setup

NHS accounts are managed separately from NeverGhost business accounts. To access the NHS portal:

1. Register at the main sign-up page and select NHS Trust as your business type.
2. Wait for admin approval — you'll receive a confirmation email.
3. Sign in at /neverghost-nhs.html (not the main dashboard).

Patient Upload (NHS)

NHS patient spreadsheets require these columns:

• Patient Name
• NHS Number
• Phone
• Preferred Language
• Appointment Date
• Appointment Time
• Previous Clinic Outcome (DNA, Urgent, etc.)
• Procedure Type

NHS Call Types

• DNA Follow-up — patients who did not attend a previous appointment.
• Urgent / 2-Week Wait — urgent pathway patients.
• Pre-Assessment — patients being called ahead of a procedure.
• Appointment Confirmation — standard waiting list confirmations.
• Next of Kin — calls routed to a patient's next of kin.

Troubleshooting

Call outcome not updating

Outcomes update automatically within 3–5 minutes. If after 5 minutes nothing has updated, click Poll Outcomes in the Call History section. Make sure Supabase Realtime is enabled on your database tables.

Call fails immediately

Check your API keys are set correctly in Settings → API Configuration. Ensure the phone number is in E.164 format (e.g. +447911123456).

"Couldn't get assistant" error

Your Vapi Assistant ID is incorrect or the assistant has been deleted. Log into vapi.ai and re-copy your Assistant ID.

File upload not working

Check the file is .csv, .xlsx, or .xls and under 10 MB. Ensure the spreadsheet has a header row and the required columns are present.

FAQ

How quickly are calls made?

Calls initiate within seconds of clicking Run. Typical call duration is 45–90 seconds.

Can I use my own phone number?

Yes — buy a number in Vapi (UK, US, or international) and paste the Phone Number ID into your API Configuration.

What happens if the client doesn't answer?

The outcome is marked as "No Answer". You can re-run the call at any time.

Does the AI leave voicemails?

This depends on your Vapi assistant configuration. By default, the call ends if it reaches voicemail.

Can I cancel my subscription?

Yes, at any time. Email hello@techwithadeola.com to cancel. Access continues until the end of your billing period.

Is my data safe?

Yes. All data is encrypted in transit (TLS), stored securely in Supabase with row-level security, and API keys are never exposed in the browser. See our Privacy Policy.