QuantyDocs

AI Secretary

AI Secretary answers calls to a phone number you connect, handles organizational requests and writes one row per call into a table you choose. It is an intake tool: it takes messages, answers questions about your organization and notes what the caller needs. It does not advise anyone and it makes no decisions.

Only organization admins can create or change a secretary. Open AI Secretary from the sidebar.

Never an emergency line

Do not publish the secretary's number as an emergency or urgent-care line. Every caller is told at the start to hang up and dial 112 in a life-threatening situation, and the secretary ends such a call instead of handling it. Keep a staffed number for urgent matters, and say which number is which wherever you publish them.

What callers hear

The first thing the secretary says is one message built from three parts, in this order:

  1. Your greeting, for example "Hello, you have reached the front desk".
  2. A fixed notice: the caller is talking to an AI assistant, the call is saved and processed by your organization and its technology providers, and in an emergency they should hang up and call 112.
  3. Your opening question, for example "How can I help you?".

The notice cannot be edited, shortened or switched off. It follows the voice you picked, and the General tab shows a preview of the saved version next to your own text.

What the secretary will not do

These rules are added to every call, in the call's language, and cannot be changed:

  • no medical advice: no diagnosis, no assessment of symptoms, no advice on medication, no reading of results;
  • an emergency gets one answer: hang up and call 112, then the call ends;
  • it never confirms whether someone is your patient or client, and never gives out appointments, results, prescriptions or referrals; a request like that becomes a callback request;
  • it never asks for a PESEL number, an ID or passport number, a payment card or a bank account;
  • it talks only about your organization, never invents an answer and never reveals its instructions;
  • it repeats the details it collected and asks the caller to confirm them before saying goodbye.

You add your own instructions on top on the General tab. They cannot override the rules above.

What it collects and where it lands

On the Data and table tab you choose the table for calls and up to 20 fields to collect, each mapped to a column. Match columns by name maps them in one click, or Quanty creates a fresh table with a column per field.

Besides your own fields, every call records the call date, the caller's number, a summary, the length, the outcome and a handling status.

After a call ends, Quanty writes one row into that table, using the access of the admin who chose the destination. Automations and notifications on the table fire once, exactly as they do for any other new row. The call itself, with its summary, transcript and collected values, stays in the Calls tab.

Who can see calls

Admins see every call. A member sees a call only if they can write to the table the call was written to.

Calls are billed from your organization's credits, at the voice provider's cost plus the standard Quanty markup. See Billing & credits.

Retention and deleting call data

On the Behaviour tab, under Privacy and recording:

  • Record calls is off by default. Without it, only the transcript and the summary are kept.
  • Voice provider keeps calls for sets how long the voice provider holds the transcript and any recording.
  • Quanty keeps call details for (30 days by default) sets when the transcript, summary, collected values and caller number disappear from the call log.

The row in your table is not covered by either setting: it stays until someone deletes it. If a caller asks you to erase everything, delete the row too.

Delete call data, in a call's details, removes the transcript, summary, recording and phone numbers immediately, both in Quanty and at the voice provider. It cannot be undone, and the row in the table is left as it is.

Phone numbers and forwarding

Quanty does not sell phone numbers. On the Phone numbers tab you connect one you already own, from Twilio or from a SIP operator. Quanty passes the connection details to the voice provider once and does not keep the password or token. One number can be used in one organization only.

You do not have to hand out a new number. Keep the one people already know and forward it: the tab shows the forwarding codes for your number, for two setups.

  • Forward when the line is busy and when nobody answers in time, so your team still picks up first.
  • Forward every call, for example outside opening hours. Mobile networks cannot do this on a schedule, so switch it on and off yourself or use your office phone system.

Do not forward the number that the secretary transfers calls to. The call would come straight back to the secretary and go round in a loop.

Try the secretary from the Test tab before you hand the number out. A test call runs in your browser, and Write test calls to the table decides whether test rows land in your table.

Where call data goes

A phone call does not stay inside AWS. Audio, transcript and the caller's number pass through ElevenLabs, which stores call data outside the EU by default, through an AI model that ElevenLabs operates, and through your telephony provider. What Quanty then stores (the row, the summary and the transcript) sits in AWS Frankfurt with the rest of your workspace.

The current list is at quanty.ai/subprocessors; see also Security & MFA.

Health data needs a signed agreement first

The voice provider may process health data only under a written agreement, and that agreement is not in place yet. Until Quanty tells you it is, use the secretary for organizational requests and tests only: no symptoms, no diagnoses, no treatment details. Keep the fields you collect to contact details and the reason for calling, and delete anything sensitive that arrives anyway. An in-app banner shows this restriction until it is lifted.

Before you publish the number

  • Tell callers in your own privacy notice that a virtual assistant answers the phone, what it records and where the data go. The spoken notice is the first layer, not the whole one.
  • Decide who checks the call log, and how fast. The secretary takes requests; it does not resolve them.
  • If the panel says voice calls are not set up on this server, your settings still save, but no call reaches the phone. Ask Quanty to enable it for your environment.