Quick Answer: FrontOrbit onboarding is a 7-step wizard that captures your business profile, communication channels, services, and AI persona preferences. Completing it transitions your account from Provisioning → Setup (48 hrs) → Testing (72 hrs) → Active. No third-party API keys are required from you during onboarding — our team configures everything during the 48-hour setup window.
How the FrontOrbit Lifecycle Works
Before touching the wizard, understand the four lifecycle phases your account moves through:
| Phase | Status | What's Happening | Your Action |
|---|---|---|---|
| 🔵 Provisioning | provisioning | Admin has created your account | Complete the onboarding wizard |
| 🟡 Submitted | onboarding_complete | Wizard submitted, setup starting | Wait — team is working |
| 🟠 Setup | setup (≤ 48 hrs) | Team configuring your channels & AI | Watch your email |
| 🟢 Testing | testing (72 hrs) | System live, full access | Personalize & test everything |
| ✅ Active | active | Fully operational | Run your business |
Your account cannot self-register. An admin provisions your account first, then you log in at portal.frontorbit.com/portal/login and are automatically directed to the onboarding wizard.
Step 1: Business Information (2 min)
This is the foundation your AI builds on. Fill in every field — your AI receptionist uses this data in every conversation.
Fields to complete:
- Business Name — Exactly as customers know you (e.g., "Serenity Aesthetic Studio" not just "Serenity")
- Industry Vertical — Select from MedSpa, Dental, Salon, Legal, Auto, or Other
- Timezone — Critical for booking accuracy and business hours
- Contact Email — Where system notifications go
- Phone Number — Your main business line (in international format: +1 555 000 0000)
- AI Assistant Name — What your AI calls itself in conversations (e.g., "Aria", "Nova", "Max")
- Conversational Tone — Warm & Friendly / Professional & Formal / Casual & Upbeat
Tone matters. A MedSpa offering anti-aging consultations benefits from "Warm & Friendly." A law firm intake line needs "Professional & Formal." You can change this later in Settings → Personalization → AI Persona.
Step 2: Channel Selection (1 min)
Select every communication channel your business wants to activate. You're not connecting anything at this step — just telling us what to configure.
| Channel | What it enables |
|---|---|
| 💬 WhatsApp Business | Two-way AI messaging via your WhatsApp Business number |
| 📸 Instagram Direct | Auto-reply to DMs on your Instagram Business account |
| ✈️ Telegram Bot | AI-powered Telegram bot for your customer base |
| 📱 SMS Messaging | Dedicated SMS number for text-based conversations |
| 📞 Voice AI | AI phone receptionist with a dedicated inbound number |
You can add or remove channels later from your admin settings. For channel-specific setup requirements, see:
- How to Connect WhatsApp Business
- How to Get Your Telegram Bot Token
- Google Calendar Integration Guide
Step 3: Setup Details (Channel Configuration)
This step shows you exactly what each selected channel requires. No API keys are needed from you at this point, with one exception:
Telegram only: If you already have a Telegram Bot set up via @BotFather, enter your bot token here. Our team will validate and register the webhook automatically. If you don't have one yet, our team creates it during setup.
All other channels (WhatsApp, Instagram, SMS, Voice) are provisioned entirely by the FrontOrbit team. The cards on this screen show exactly what we'll configure on your behalf.
Step 4: Services Catalogue (3 min)
Add the services your business offers. Your AI uses this to:
- Answer "What services do you offer?" with accurate pricing and durations
- Guide customers to the right service when booking
- Quote prices without you manually updating anything
Template tip: Select your industry vertical in Step 1 and the wizard pre-populates common services. Edit names, durations (in minutes), and prices. Delete anything irrelevant.
Do not skip this step. An AI that can't answer basic service questions loses customer trust immediately. Even 3–5 services are far better than none.
Step 5: Calendar & Booking (1 min)
This step explains how calendar integration works. No OAuth is done in the wizard itself — our team will reach out to authorize the calendar connection securely.
If you use Calendly or Acuity Scheduling: have your booking link ready. You can add it in Settings → Personalization → Booking Preferences during the testing window.
For the full calendar connection guide: Google Calendar Integration
Step 6: Voice AI Preferences (2 min)
If you selected Voice AI in Step 2, choose your preferred voice:
| Voice | Style | Accent |
|---|---|---|
| Sarah | Professional | 🇺🇸 US English |
| Emma | Warm & Friendly | 🇬🇧 UK English |
| Michael | Confident | 🇺🇸 US English |
| Rachel | Energetic | 🇦🇺 Australian English |
Your selection is saved as a preference. Our team applies it when provisioning your Vapi voice AI during the 48-hour setup window.
Step 7: Review & Submit
The final step shows a summary of your entire onboarding configuration. Check:
- ✅ Business name and vertical are correct
- ✅ All desired channels are listed
- ✅ Services are accurate with correct prices
- ✅ Voice preference is set (if applicable)
Click Submit Onboarding. You'll be redirected to the Setup Status page immediately.
What Happens After You Submit
- Immediately: You receive a confirmation email. Your account status moves to
onboarding_complete. - Within 1–4 hours: Our team begins the integration setup. Status moves to
setup. - 48-hour window: All channels go live. You receive an email when setup is complete.
- 72-hour testing window: Full dashboard access. Personalize your AI, test conversations, configure templates.
- After testing: Account transitions to
active— your AI receptionist is fully operational.
Track progress anytime at /portal/setup-status. The page shows a real-time checklist and countdown timer.
Frequently Asked Questions
Q: I submitted the wizard but it shows an error. What do I do? Your progress is automatically saved to your browser session. Simply retry — no data is lost. If the error persists, email [email protected].
Q: Can I change my channel selections after submitting? Yes. During the testing window, email support to add or remove channels. After going active, channel changes are handled via your account settings.
Q: The wizard shows I'm in "provisioning" but I've already submitted. Why?
Your status updates asynchronously. Hard-refresh the page (Ctrl+Shift+R). If still stuck after 30 minutes, contact support.
Q: Can multiple team members access the client portal? Currently, one login per tenant account. Multi-user support is on the roadmap.