OktoAssist Email Summaries
AI Voice Assistant
OktoAssist Summary and Call-Usage Emails
OktoAssist sends two kinds of automated emails: performance summaries that show what it's doing, and usage notifications that tell you when action is needed.
Key Takeaway
Performance summaries tell you how OktoAssist is doing. Usage notifications tell you when you need to act.
Watch & Learn
OktoAssist Emails Video
This video covers
- ›The difference between summary and usage emails
- ›What each notification means
- ›What to do when an alert arrives
Accessibility
Performance Summary Emails
Performance summary emails show how OktoAssist performed during a specific period: bookings, transfers to voicemail, transfers to advisors, and SMS messages sent. Each includes a link to the complete OktoAssist report.
Daily
Daily Summary
A review of the Voice Assistant's daily activity — results for all shops or each individual shop, bookings, voicemail transfers, advisor transfers, and SMS messages sent.
Weekly
Weekly Summary
The same performance metrics for the week — all-shop results, a breakdown by shop, or results for only a selected shop.
Monthly
Monthly Summary
A broader review of the month's activity, letting managers compare results across all shops and individual locations.
Example of a performance summary email.
Call-Usage Notifications
These emails help you monitor the site's monthly allowance and act before OktoAssist reaches its limit.
Example of a call-usage notification email.
Nearing Included Calls
Sent as OktoAssist approaches the site's included monthly allowance. The message differs depending on whether additional calls are enabled: if so, it confirms OktoAssist can keep answering; if not, it explains new callers will follow the limit-reached route once the allowance is used.
All Included Calls Handled
Sent when OktoAssist has handled all included calls for the month. If additional calls are enabled, it keeps answering until that limit is reached; if not, new callers follow the limit-reached route. May include an option to add calls or open settings.
Nearing the Additional Call Cap
Sent as OktoAssist approaches the maximum number of additional calls configured for the site. Use the link in the email to review settings and raise the limit if needed.
Monthly Call Limit Reached
Sent when OktoAssist has used all included and allowed additional calls. New callers follow the limit-reached route — voicemail by default. The count resets at the start of the next monthly period.
Information Included in Usage Emails
- ›Site name
- ›Total calls used and included calls used
- ›Included call allowance
- ›Whether additional calls are enabled
- ›Additional calls used and the maximum allowed
- ›Monthly reset date
- ›Link to add calls or increase the additional-call limit
- ›Link to open OktoAssist settings
What to Do When an Alert Is Received
- Review the current call usage
- Confirm whether additional calls are enabled
- Review the additional-call limit
- Decide whether the limit should be increased
- Confirm the limit-reached route
- Save any changes
- Test the route if its behavior was updated
Key Things to Know
Summaries
Linked to the full report: Each summary email links directly to the complete OktoAssist report.
Multi-Shop
Roll up or drill down: Daily and weekly summaries can show all-shop or single-shop results — useful for multi-location owners.
Important
Act promptly: Review usage alerts promptly — the call count resets next period, but limit-reached routing stays in effect until then.
Additional resources
Need Additional Help?
Contact our Support team if you need additional assistance with OktoAssist emails.