Caleon Documentation
Everything you need to know about setting up and using Caleon AI for your business.
Getting Started
Creating Your Account
Sign up at caleon.ai using your email or Google account via Clerk authentication. Once registered, you'll be taken to the dashboard to create your first business.
Creating a Business
- Click "Create Business" on the dashboard.
- Enter your business name, industry, phone number, and address.
- Configure your operating hours and timezone.
- Add a brief description of your business for the AI agent.
Onboarding
After creating your business, you'll see an onboarding banner prompting you to book an onboarding call. During onboarding, the Caleon team will provision a dedicated phone number for your AI agent and walk you through configuration.
Phone Number Provisioning & US 10DLC
Caleon uses Twilio to provision US phone numbers. All US numbers require 10DLC (10-Digit Long Code) registration to comply with carrier regulations. Here's what to expect:
| Step | What Happens | Typical Wait Time |
|---|---|---|
| Brand Registration | Your business is registered with The Campaign Registry (TCR) | 1 – 5 business days |
| Campaign Registration | Your use case (e.g., appointment reminders) is submitted for carrier approval | 3 – 10 business days |
| Campaign Vetting | Some campaigns require secondary vetting by TCR | Up to 4 additional weeks |
| Number Assignment | Once approved, your phone number is assigned and activated | Same day |
Total estimated time: 1 – 6 weeks depending on your business type and campaign category.
Why does this take so long? US carriers (AT&T, T-Mobile, Verizon) require all businesses sending SMS or making calls via 10-digit numbers to be registered. This prevents spam and ensures deliverability. Caleon handles the entire registration process for you.
What you can do while waiting:
- Configure your AI agent (name, greeting, business description)
- Add your team members and set up schedules
- Connect Google Calendars
- Set up integrations and webhooks
- Test your AI agent using the Test Config tab
Once your 10DLC campaign is approved, your number goes live immediately.
Dashboard
Overview
The dashboard is your central hub. It displays all businesses you own or are employed at. Click on any business card to enter its management view.
Stat Cards
Inside a business, the overview page shows key metrics including total calls, appointments booked, complaints received, and active workers.
Navigation
The left sidebar provides access to all sections: Overview, Call History, Complaints, Employees, Calendar, Appointments, AI Agent, Integrations, and Business Settings. Workers see a subset of these based on their role.
Workers & Team
Adding Workers
Navigate to Employees in the sidebar. Click "Add Employee" and provide their name, email, and specialties. Workers will receive an invitation to join.
Google Calendar Integration
Each worker can connect their Google Calendar. Once connected, the AI agent checks their real-time availability before booking appointments. Workers can connect or disconnect their calendar from their profile page.
Working Hours
Set each worker's available hours per day of the week. The AI agent will only offer time slots within these configured hours.
Specialties
Assign specialties or services to each worker (e.g., "Haircut", "Oil Change", "Consultation"). When a caller requests a specific service, the AI will match them with a qualified worker.
AI Agent
The AI Agent page is your one-stop configuration hub. It has three tabs:
Settings
- Agent Name — How your AI introduces itself to callers.
- Greeting Message — The first words callers hear when the AI answers.
- Business Description — Detailed context about your services, hours, location, and policies so the AI can answer questions accurately.
- Knowledge Base — Upload PDFs, text files, or Word documents containing FAQs, service menus, or policies to enhance your AI's knowledge.
Call Flow
The Call Flow Builder lets you visualize and configure the conversation steps your AI follows during calls. Each node represents a step in the conversation:
| Step | What It Does |
|---|---|
| Greeting | AI answers the call and introduces itself |
| Ask Purpose | Determines why the caller is reaching out |
| Check Availability | Looks up real-time calendar availability for your team |
| Book Appointment | Collects client details and schedules the appointment |
| Handle Complaint | Captures complaint details and logs them for follow-up |
| Take Callback | Records the caller's info for a human to call back |
| Provide Info | Answers questions about your business, services, and hours |
| Goodbye | Wraps up the call politely |
Click any node to edit its configurable values (messages, options, etc.). The flow structure and step names are fixed to ensure reliable call handling.
Test Config
Configure and run test calls to try out your AI agent before going live. Test-only settings include:
- Voice — Choose from multiple voice options (Alloy, Shimmer, Echo, etc.).
- Temperature — Control how creative vs. focused the AI's responses are.
- Max Tokens — Set the maximum response length.
- Custom Instructions — Add temporary instructions for testing.
- Available Tools — Toggle which calendar functions the AI can use.
These settings only apply to test calls. Real calls use your production configuration from the Settings tab.
Call Handling
How Calls Work
When a customer calls your Caleon number, the AI agent answers, greets the caller, and handles the conversation. It can book appointments, answer questions, take complaints, and arrange callbacks — all without human intervention.
Call History
View all incoming calls under Call History. Each entry shows the caller's number, call duration, timestamp, and outcome.
Recordings & Transcripts
Every call is recorded and transcribed. Click on any call to listen to the recording or read the full transcript. This is useful for quality assurance and training.
Call Outcomes
| Outcome | Description |
|---|---|
| Appointment Booked | Caller successfully scheduled an appointment |
| Information Provided | Caller had questions that were answered |
| Complaint Filed | Caller registered a complaint |
| Callback Requested | Caller asked for a human to call them back |
| Missed / Abandoned | Call was not completed |
Appointments
Bookings
All appointments booked by the AI agent appear under Appointments. Each booking includes the customer name, phone number, service requested, assigned worker, date/time, and status.
Calendar View
The Employee Calendar tab provides a visual calendar showing all worker schedules and booked appointments. Use this to quickly spot availability gaps.
Appointment Statuses
- Scheduled — Confirmed and upcoming.
- Completed — The appointment took place.
- Cancelled — Cancelled by the customer or business.
- No-show — Customer did not attend.
Google Calendar Sync
When a worker has connected their Google Calendar, booked appointments automatically create calendar events with all relevant details (customer info, service, notes). Cancellations sync both ways.
Complaints & Callbacks
How Complaints Are Logged
When a caller expresses dissatisfaction, the AI agent captures the complaint details and logs it automatically. All complaints appear under the Complaints section with the caller's information, issue description, and timestamp.
Urgency Levels
- Low — Minor issues or general feedback.
- Medium — Service-related issues requiring attention.
- High — Urgent matters needing immediate follow-up.
Callbacks
When a caller requests to speak with a human, the AI logs a callback request with the caller's phone number and reason. Business owners and managers receive notifications for pending callbacks.
Integrations & Webhooks
Adding Webhooks
Navigate to Integrations in the sidebar. Click "Add Webhook" to configure an endpoint URL. Select which event types trigger the webhook.
Event Types
| Event | Description |
|---|---|
| Appointment Created | New appointment booked |
| Appointment Cancelled | Appointment was cancelled |
| Call Completed | A call finished |
| Complaint Created | New complaint logged |
| Callback Requested | Callback request made |
Payload Fields
Webhook payloads include structured JSON with relevant data such as the event type, your business identifier, a timestamp, and event-specific details (customer info, appointment details, etc.). Full payload documentation is provided when you configure a webhook in the Integrations page.
Third-Party Integrations
- Zapier & Make.com — Use your webhook URL to connect Caleon to thousands of apps.
- Google Sheets — Automatically log appointments, calls, or complaints into a spreadsheet.
- Google Calendar — Built-in. Workers connect directly from their profiles.
- Slack — Get real-time notifications for calls, bookings, and complaints.
- CRM (Salesforce, HubSpot, etc.) — Automatically create contacts and log activities.
Testing Webhooks
Use the Test Config tab in AI Agent to simulate calls and verify your webhooks fire correctly. You can also use webhook.site to inspect payloads during setup.
Billing & Plans
Plans Overview
Caleon offers tiered plans based on call volume and features. Visit the Pricing page for current plan details.
Upgrading
Upgrade your plan from Dashboard > Billing. Plan changes take effect immediately and are prorated for the current billing period.
Managing Billing
All billing is handled through Stripe. From the Billing page you can update your payment method, view invoices, and manage your subscription.
FAQ / Troubleshooting
My AI agent isn't answering calls
Make sure your business has a provisioned phone number. If you see the onboarding banner on your dashboard, book an onboarding call to get your number set up.
Google Calendar isn't syncing
Ensure the worker has connected their Google Calendar and granted the necessary permissions. Try disconnecting and reconnecting from the worker profile page. Check that working hours are configured correctly.
Webhooks aren't firing
Verify your webhook URL is correct and publicly accessible. Check that you've selected the right event types. Use the Test Config tab to trigger a test event and inspect the response.
Appointments show wrong times
Check your business timezone setting under Business Settings. Ensure worker working hours are set in the correct timezone.
How do I change my business phone number?
Phone numbers are provisioned by the Caleon team. Contact us at caleonai@gmail.com to request a number change.
Can I have multiple businesses?
Yes. From the main dashboard, click "Create Business" to add another business. Each business has its own phone number, workers, and settings.
How do I cancel my subscription?
Go to Dashboard > Billing and click "Manage Subscription" to cancel through Stripe. Your service continues until the end of the current billing period.
Need more help? Contact us at caleonai@gmail.com or call +1 (571) 895-0193.