FAQ

Do callers know they're talking to an AI?

Yes. Your assistant answers in your business's name and says right at the start that it is an AI assistant. That meets the transparency duty of the EU AI Act (Art. 50). How the greeting sounds is set under Assistant settings.

What do my callers learn about their data?

Our page for callers explains which data a call creates, what it's used for and how long it's kept. Link to it from your privacy notice or your website, for example, so callers can find it.

What data does FlowCaptain store?

What the appointments need: appointment details, callers' names and phone numbers, and the text of the conversations. Database, API and dashboard run in EU regions. Which service providers process data, and on what basis, is in the list of sub-processors.

How does FlowCaptain access my Google Calendar?

You share your Google Calendar with a FlowCaptain service account. That lets FlowCaptain check free times and add appointments without storing your Google login. You can withdraw the sharing in Google Calendar at any time. Instructions: Connect Google Calendar.

How does FlowCaptain protect my calendar from wrong bookings?

Before every booking, FlowCaptain checks your current calendar. If the time has been taken in the meantime, the assistant offers another one. If Google Calendar can't be reached at that moment, it says so instead of promising an appointment.

Can I use several Google Calendars?

Yes. Every calendar in FlowCaptain is connected to exactly one Google Calendar, so you create one per staff member or workstation, for example. If you assign several of them to one assistant, it names the free times from all of them as one list and books into a calendar that really has the time free. More under Appointments & calendars.

How do I get a phone number?

Under Phone numbers you buy a number and assign it to your assistant. For German numbers, you first apply for activation once. Step by step: Phone number and forwarding.

Do I have to give up my existing phone number?

No. You forward it to your assistant's number with your phone provider and then enter it on the assistant's Phone tab. Without that entry, FlowCaptain may take it for every caller's number. Instructions: Phone number and forwarding.

Do I need my own voice-bot platform?

No. Your assistant answers calls directly. You only need your own platform if you want to plug FlowCaptain into existing telephony: For developers.

Which languages does the assistant speak?

German and English. You set the language per assistant under Assistant settings.

When does the assistant put a caller through to me?

You set that on the assistant: whether at all (Off, On request, Proactive), where to and at what times. Outside those times it offers a callback, if Callback is on. All of it is under Assistant settings.

What happens when a caller wants a callback?

The assistant takes their name, number and concern, and you get the request by email at your Notification Email. If no address is set, it tells the caller openly that it can't promise a callback. You enter the address under Notifications.

How are cancellations and rescheduling protected?

If the caller's number doesn't match the appointment, the assistant can ask for an SMS code before it names, moves or cancels the appointment. You set this with the Verification mode under Appointments & calendars; the SMS itself under Notifications.

Can I approve appointments before they count?

Yes, with Require Approval. New bookings then arrive as requests; you click the link in the email and then Approve or Reject. The setting is under Notifications.

What happens to cancelled appointments?

They're marked as cancelled in your Google Calendar and the time becomes free again. The entry stays visible for your records.

Can the assistant answer questions about my business?

Yes. It answers with what you've entered under Business, under Services and in the knowledge base.

What are services for?

With services, the assistant books the right appointment length, for example 60 minutes for a service inspection and 15 for a tube change. Services of the type No appointment are named, but no appointment is offered for them. More under Services.

What are closures?

Periods with no free appointments, such as holidays or a company break. The assistant tells callers and gives the reason you entered. They're under Schedule & availability.

What do I see under Live?

Your workspace's running conversations, with text in real time. During a call you can take over and put it through to a phone number. More under Live.

How many calls does my assistant take?

Under Analytics you see the calls of the last 14 days, by weekday and by hour of day.

Do I need an API key?

Only if you connect FlowCaptain to your own systems via API or MCP. Your assistant on the phone doesn't need one. More under API keys.