Building your Aria
Step 1 of 7
Step 1 · The practice
Whose front desk are we building?
Start with your business name and what you focus on. This is the first thing Aria will say when the phone rings.
AestheticFacials, peels, HydraFacial
InjectablesBotox, filler, tox visits
Weight lossGLP-1, semaglutide, coaching
Hair restorationPRP, transplants, consults
Body sculptingCoolSculpting, EmSculpt, RF
Multi-serviceFull-menu spa & wellness
Step 2 · What Aria owns
Pick the loops you want closed.
Toggle on the work Aria should own. Each one changes what shows up on your operator dashboard. You can dial anything back later.
Consultation booking
Aria qualifies interest, quotes package pricing, and books the consult.
✱ Adds a consult-queue with treatment-of-interest and lead-source tags.
Injectables booking
Rebooks Botox and filler cycles, holds slots for repeat clients.
✱ Adds an injectables calendar with dose history and product batch notes.
Package renewals
Calls members whose package/series is due — books them back in.
✱ Adds a renewals dashboard with expiring-package outreach and outcomes.
Memberships & wellness plans
Handles pause, upgrade, and cancel requests without pulling staff off the floor.
✱ Adds a membership tab with pause, upgrade, and win-back workflows.
Aftercare follow-up
Checks in the day after a treatment and captures satisfaction + rebooking intent.
✱ Adds a follow-up column with satisfaction score and next-appt slot.
Deposits & on-call payments
Takes a deposit on-call for high-ticket bookings so no-shows drop.
✱ Adds a Stripe write-back queue with confirmation SMS to the client.
After-hours only mode
Evenings, weekends, holidays. Your team owns the day.
✱ Runs Aria only outside business hours — front desk stays primary during the day.
Overflow only mode
Aria backs up your front desk during peak hours.
✱ Aria picks up only when the phone rings past the front desk. Silent otherwise.
Step 3 · Channels
Where should Aria show up?
Every channel has the same brain and the same rules. Toggle on the surfaces you want to run today.
Voice
Every call answered in under two seconds. Full transcript on every conversation.
Incoming call · 0:14
(415) 555-0142
Aria answering…
"Thanks for calling. Are you a current patient, or would you like to book your first visit?"
Website chat
A small pearl in the corner. Books, verifies, and answers in the same voice.
Aria · online
Hi! Are you taking new patients?
We are — welcome. What day works for a first visit?
Thursday afternoon if possible.
Thursday 3:20pm is open. Want me to hold it?
SMS
Two-way texting that behaves like your best team member. Reschedules, confirmations, and follow-ups.
Aria — front deskText · Today 2:14pm
Hi Maria — you're on for Thursday at 3:20. Want me to text you a reminder the morning of?
Yes please.
Done. See you Thursday. 🦷
Step 4 · Voice identity
Pick the voice callers will love.
Play each voice, then pick the one your patients would trust with their day.
Prefer a different voice? Hear all 17 on /voices/
Or clone your own voice
Upload sample →
Send a 60-second sample and we'll build a proprietary voice tuned for your brand.
Step 5 · Personality
How should Aria feel on the line?
Pick one. This shapes phrasing, pacing, and how much small talk lives in every call.
Warm
"So glad you called — let's find a time that works for you."
Clinical
"To confirm, you're scheduling a hygiene appointment. Is that correct?"
Concise
"Thursday, 3:20. Any conflicts?"
Multilingual
"Hola — puedo continuar en español. ¿En qué le ayudo?"
Step 6 · Hours & handoff
When should Aria run, and when should a human take over?
Set your hours of operation, then decide the moments Aria hands the call to a human on your team.
Autonomy dial
After-hours
OffAfter-hoursOverflowPrimary
Aria runs only outside your team's working hours. Days stay with your front desk.
Step 7 · Systems of record
Where should Aria write everything down?
Toggle on the systems that already run your practice. Aria writes to them the way a great front desk would — appointments, notes, and payments end up where they belong.
AR
AestheticsPro / Boulevard
Aria writes appointments, client notes, and package usage back to your PMS.
✱ Bi-directional writes for appointments, notes, and package usage.
MB
Mindbody / Zenoti
Live bookings and membership updates against Mindbody or Zenoti.
✱ Aria writes bookings and membership changes back to your core scheduling system.
GC
Google Calendar
Live-writes appointments and blocks. Reads existing holds.
✱ Aria writes appointments to your team's shared Google Calendar in real time.
St
Stripe / Square
On-call deposits and package payments with automatic write-back.
✱ Aria takes payments on-call and writes them back with the client reference.
Kl
Klaviyo / SMS lists
Tags callers into the right segment for post-call marketing follow-up.
✱ Aria tags callers into your marketing segments the moment the call ends.
Write-back proof: Aria doesn't just talk. It logs every appointment, note, and payment into the system you already trust — with a full transcript audit trail behind it.
Almost done · Review
Your Aria for your practice.
Here's the front desk you just built. Book a deploy call and we'll turn this into a live number, live chat, and a live SMS thread — usually inside a week.
Aria for your practice
Configuration summary
0
Estimated jobs per week
Based on your hours & the loops you selected. Actual volume varies by patient base.
Saved. Come back when you're ready.