Business Onboarding Overview for Agency
Written By Anand Raj
Last updated 12 days ago
The Onboarding module is the single entry point for bringing a new business onto Kickcall. Instead of collecting business details over email, chat and spreadsheets, the Agency shares one structured AI-powered Onboarding Form Link with the business owner — and everything required to go live is captured, reviewed and pushed into the Business Portal from one place.
Why Onboarding matters
Going live with an AI voice agent is the most critical moment in the relationship between an Agency and a Business. If the business profile, locations, hours, knowledge base, telephony or billing package are wrong at this stage, every call the agent handles afterwards is wrong too — wrong answers, missed bookings, broken transfers and unhappy callers. Onboarding exists to make sure that does not happen.
The problem it solves
No more scattered intake. Before Onboarding, agencies collected business details over email threads, WhatsApp messages, shared docs and discovery calls — and still missed things. The Onboarding form replaces all of that with one structured link.
No re-typing of business data. Whatever the business submits flows directly into Business Setup and then into the live Business Portal. The Agency never has to copy data between tools.
No guesswork on what's required to go live. The form enforces the exact fields Kickcall needs — business profile, locations, primary contact, website, voice engine, telephony, billing package — so nothing critical is missed.
No lost context. Every onboarding has its own row, history log and optional support ticket reference, so the Agency always knows where each business stands and who acted last.
AI-powered form — the business barely has to type
The Onboarding form is AI-powered. When the business owner opens the link, the first step is to search and select their business from the search list. The moment they pick their business, Kickcall's AI kicks in and starts pre-filling the rest of the form from publicly available sources — primarily the business's website and public listings.
Business address is detected and filled automatically.
Business hours are pulled in from the website or public listings.
Knowledge base is generated automatically by crawling the website — services, FAQs, policies and key information are turned into a draft knowledge base for the AI agent.
Other profile fields (industry, contact details, locations where available) are pre-populated where the AI is confident.
The business owner's job becomes a review, not a typing exercise — they confirm what's correct, fix anything inaccurate, and add the few things only they can provide. This is what makes the Onboarding form fast to complete and dramatically reduces drop-off.
How the Agency helps without taking over
We recommend the Agency lets the business complete the Onboarding form first, end-to-end, based on their own best knowledge. The form is designed to be self-serve.
Once the business has submitted the form, the Agency steps in on the technical pieces the business cannot do alone — for example:
Generating integration credentials for the business's CRM, calendar or other tools.
Setting up SIP credentials or telephony configuration when the business is bringing their own provider.
Reviewing the AI-generated knowledge base, voice engine choice and billing package before flipping the agent live.
Once the Business and Agency are both confident with the onboarding details, they can set up the business in one click.
Recommended flow: Business fills the form → Agency reviews and assists on technical setup → Agency runs Business Setup → Agent review to make sure all workflows are set up for the business → Business goes live during non-working hours first → Agency keeps monitoring the calls → If everything looks good, the business goes fully live. Avoid doing internal configuration before the business has completed their part of the form — it leads to duplicated work and mismatched data.
Note: Agent stability typically takes around 3 months, during which continuous monitoring and improvements are needed before the agent is fully dialled in.