AI Frontdesk: Setting up email summaries

Valid for AI Receptionist (packages from August 19, 2026) and AI Chat Assistant. (Momentum AI)

After every call, your assistant sends a summary by email – including the subject line, a summary of the call, and for incoming calls, the caller’s phone number. This way, you and your staff are notified of an inquiry without having to open the interface. The number of recipients you can specify depends on the product you have subscribed to. If you have purchased the AI Chat Assistant only, the summary is sent to exactly one email address. If you have purchased the AI Receptionist, multiple contacts will receive it. The following steps show you how to specify the recipients.

Open the assistant’s settings

Log in to your IONOS account.
Click on Menu > AI Frontdesk in the title bar.
In the contract overview, click on Manage in the tile for the contract you want.

Open the Email Summary section. If the AI Receptionist package has been purchased, this section is called Contacts, Call Forwarding & Email Summary. This is where you configure all the following settings.

Note

These settings form part of your assistant’s general configuration. If you use multiple channels (phone or chat), the settings you specify here apply to all channels. Only the settings in the Language, Voice & Behavior section are channel-specific (see Customising behaviour and language).

Save a recipient address

Once the AI Receptionist has been ordered, you can specify the recipients via your contacts; there is no longer a single address field. Every person you save as a contact can receive the summaries at their own email address. This applies regardless of whether you also use the AI Chat Assistant.

Two details are sufficient for each contact: enter the person’s email address in the Email summary field and tick the box next to Receive conversation summary via email. You’ll find both of these in the Add contact window, where you can create or edit a contact.

If you no longer wish a contact to receive summaries, simply untick the box and save your changes.

Note

For information on how to create, edit, and delete contacts, and how to specify when your assistant should put a call through, please see the article Managing escalated call forwarding and contacts.

What the summary contains

For each call, your assistant sends an email containing two sections. The caller’s phone number is listed under Details of the customer enquiry. Below that is the Summary of the call box: the subject line and a few sentences explaining what the caller or visitor wanted and how your assistant responded – including whether they put the call through to a contact. At the end, there is a link to your IONOS account, where all conversations are available in full.

Chat and phone use the same template.

Notes

The Telephone number line appears in every summary. For a chat, it remains blank; for a call made via the website widget, it is marked ‘widget-call’ – in both cases, there is no caller phone number.
Your calls are also available in the interface – in the Conversations tab next to Configure. There, for each call, you’ll also find the duration and, for forwarded calls, the result of the forwarding. For further information, see the article Viewing call history.

Save changes

To apply your changes, click the Save changes button in the top right-hand corner. As long as you haven’t made any changes, the button will be greyed out and labelled No changes.

If you have already embedded the website widget on your website, your saved changes will be automatically applied there – there is no need to embed it again. It may take a few minutes for the changes to become visible to all visitors.

To test your settings, have a conversation with the assistant. There are two ways to do this:

Via your website: Open your website and start a conversation via the website widget. If you haven’t integrated the widget yet, first follow the guide Setting up and integrating the website widget.
Via a test call: If you have subscribed to AI Receptionist, call the assistant directly from the interface – using the green Test Call button in the top right-hand corner. If you have made any changes, the button will say Save & Call and will save your changes at the same time. Test calls are free of charge. You can find further details in the article Making a test call.