How do you integrate AI assistants with your existing telephony infrastructure?

Integrating AI assistants with your existing telephony infrastructure requires a systematic approach, first evaluating your current systems, checking technical requirements and then implementing step-by-step. This integration improves customer service through automated call routing, real-time support and 24/7 availability, while preserving your existing investments.

What are AI assistants and why are they important for modern telephony?

AI assistants in telephony are intelligent systems that can automatically route calls, analyze sentiment and provide real-time support to both customers and employees. They act as digital colleagues who take over repetitive tasks and refer complex questions to the appropriate specialists.

These systems offer three main functionalities that transform telephony. Automatic call routing ensures that customers are routed directly to the right department, without frustrating menus. Sentiment analysis detects emotions in calls and automatically escalates angry customers to experienced agents. Real-time support gives agents suggested answers and relevant customer information during calls.

The benefits are immediately noticeable in your daily operation:

  • Cost reduction through fewer call transfers and shorter call durations
  • Improved customer satisfaction because customers are served faster
  • 24/7 availability for basic questions and information requests
  • Relief of employees, who can focus on complex issues

What technical requirements does your telephony infrastructure have for AI integration?

Your telephony infrastructure needs a stable Internet connection, API access and sufficient throughput for successful AI integration. Minimum requirements are 10 Mbps upload per 50 concurrent calls and modern VoIP technology that can exchange real-time data.

Minimum technical specifications include a reliable Internet connection with low latency, a modern telephone system with SIP support, and sufficient server space for data processing. API compatibility is essential because AI systems need access to call information, customer data and routing capabilities.

For bandwidth, the rule of thumb is 100 kbps per simultaneous call, plus additional capacity for AI processing. Cloud solutions require less local infrastructure, but a more stable Internet connection. On-premise deployments offer more control, but require higher investments in hardware and maintenance.

Legacy systems often need updates for modern integrations. Older phone systems may need to be upgraded with SIP gateways or completely replaced with VoIP systems. Check if your current vendor makes APIs available for external links.

How do you choose the right AI assistant for your telephony environment?

Select an AI assistant based on desired functionality, scalability, integration capabilities and total cost of ownership. Start by identifying your main pain points, such as misconnections, long wait times or repetitive queries that can be handled automatically.

Important selection criteria are functionalities that fit your needs, scalability for future growth, seamless integration with existing systems and a transparent cost structure with no hidden costs. Also evaluate Dutch language support and AVG compliance.

Different types of AI assistants have specific strengths:

  • Conversational AI for natural conversations and complex questions
  • Rule-based bots for standard procedures and disclosures
  • Hybrid systems combining both approaches for optimal flexibility
  • Specialist assistants for specific sectors, such as healthcare or education

Ask about trial periods and pilot implementations to test the AI assistant with real conversations. Check the learning capacity of the system and how quickly it adapts to your specific terminology and processes.

What steps do you follow when implementing AI in your telephony system?

Start with a thorough analysis of your current telephony infrastructure, followed by pilot testing with limited features, training your team and gradually expanding to full implementation. Plan at least three months for a complete transition, with plenty of time for adjustments.

The implementation process begins with an inventory of your current systems and identification of integration points. Then configure the AI assistant with your business rules, customer data and routing preferences. Test all functionalities extensively before going live.

The practical steps are:

  1. System audit and compatibility check of your current infrastructure
  2. Configuration of AI parameters and business logic
  3. A pilot phase with a limited number of employees and interview types
  4. Training staff in new workflows and AI collaboration
  5. Phased rollout to all departments and conversation types
  6. Monitoring and optimization based on performance indicators

Minimize disruption by scheduling implementation off-peak and always have a fallback scenario ready. Communicate changes clearly with your team and provide adequate support during the transition period.

How do you measure the success of AI integration in your customer contact?

Measure the success of AI by monitoring key performance indicators, such as call duration, first-call resolution, customer satisfaction scores and cost savings per call. Establish benchmarks prior to implementation and compare them monthly to identify trends and areas for improvement.

Essential KPIs for AI effectiveness include operational metrics, such as average call duration, the percentage of correctly routed calls and wait time reduction. Customer-focused indicators include satisfaction scores, re-call rate and complaint reduction.

Financial metrics show business impact:

  • Cost savings per call handled
  • Productivity enhancement of employees
  • Reduction in call forwarding and double handling
  • Capacity expansion without additional staff

Implement continuous monitoring by setting up dashboards that provide real-time insight into AI performance. Schedule monthly reviews to adjust the system based on changing customer needs and business processes. Document improvements to demonstrate the ROI of your AI investment.

How Pegamento helps with AI assistant integration into your telephony infrastructure

We offer a complete approach to AI integration, analyzing your existing telephony infrastructure and incrementally extending it with intelligent assistants. Our customized solutions, built from standard building blocks, ensure seamless integration without costly customization, while allowing you to purchase everything under one roof.

Our specialized approach combines Agentic AI technology with proven telephony solutions. Today, we position RPA as “Agentic AI”: an evolution from executive bots to self-thinking assistants that not only follow instructions, but also take initiative and act independently in your customer contact.

Specific benefits of our AI integration:

  • Support with legacy migration to modern VoIP systems
  • Omnichannel implementation that integrates telephony, chat and WhatsApp
  • ISO 27001-, ISO 9001- and ISO 26000-certified solutions
  • Dutch data location and full AVG compliance
  • 24/7 support and monitoring from our own management center
  • No complex supplier management due to our total package approach

Find out how we can transform your customer contact with intelligent AI assistants. View our complete solutions or contact us directly for a no-obligation analysis of your current telephony infrastructure and AI integration capabilities.

Frequently Asked Questions

How long does it take for an AI assistant to be fully trained for my specific business?

An AI assistant typically takes 4-6 weeks to be fully trained on your specific terminology, processes and customer types. In the first week the system learns the basic rules, then over 3-5 weeks it gets better and better through real-time feedback and conversational experience. For optimal results, plan 2-3 months for full optimization.

What happens if the AI Assistant cannot handle a call?

The AI Assistant automatically detects when a call becomes too complex and seamlessly transfers to a human agent. During this transfer, the agent receives a summary of the call and customer history, so the customer does not have to repeat their story. The system learns from these situations to better handle similar calls in the future.

Can I integrate the AI assistant with my existing CRM system?

Yes, modern AI assistants can integrate via APIs with virtually all common CRM systems such as Salesforce, HubSpot, Microsoft Dynamics and Pipedrive. The integration automatically updates customer data, saves call notes and creates follow-up actions. This eliminates manual entry and significantly increases data quality.

How do I prevent customers from noticing that they are talking to an AI system?

Configure the AI assistant to transparently present itself as a digital assistant, but focus on natural conversational interaction and quick problem solving. Customers value honesty and efficiency more than hiding AI use. Train the system to respond empathically and use Dutch speech patterns that feel natural.

What costs can I expect for AI integration into my telephony system?

Costs range between €50-200 per month per concurrent call, depending on functionalities and implementation complexity. Initial setup costs range between €2,000-10,000 for small to medium-sized companies. The investment usually pays for itself within 6-12 months through savings in staff costs and increased efficiency.

How do I make sure my team uses the AI assistant properly?

Organize hands-on training in which employees learn how to collaborate with AI suggestions and practice escalation procedures. Set clear guidelines for when manual takeover is needed and create feedback loops so the team can contribute to AI improvements. Involve employees in configuration to increase support and understanding.

Is my customer data secure when using AI assistants?

AI assistants that comply with AVG legislation and ISO 27001 certification provide the same level of security as traditional telephony systems. Choose Dutch or EU-based solutions to ensure data sovereignty. All calls are stored encrypted and access is limited to authorized personnel with strict audit trails.

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Joost Schaap-Account manager Pegamento

Joost Schaap

Senoir Account Manager

When a customer contacts an organization because they have a complaint, it is crucial that the employee of the organization begin by listening carefully. What does this complaint mean for the customer and also for their own organization? How can this complaint be resolved? After listening carefully the employee needs the right information so that a solution can be offered.

This piece was written by Joost Schaap, working as an Account Manager at Pegamento.

Tim Treurniet-AI developer Pegamento

Tim Treurniet

Designer of Intelligent Systems

Real childhood heroes I never had. But in retrospect, I believe figures like Willie Carrot or Dexter’s lab may have had an influence on me. I get energy from actually making innovative and useful products myself. Nothing like seeing the effect of a project that automates a boring task, or makes a complex process suddenly accessible.

A nice bridge to my photograph is the physical aspect of my work. By working with image recognition, I am often very directly connected to the physical world and my work is more than just programming. For example, our image recognition software ensures safety on bridges, tracks players on a soccer field or uses your own smartphone to accurately measure yourself. This combination between physical and digital provides variety and extra challenge. For me, these are the main reasons for my interest and enthusiasm in what I do!

This piece was written by Tim Treurniet, employed Designer of intelligent systems at Pegamento.

Vera van der Plas-UI-UX designer

Vera van der Plas

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As a UX/UI designer, I deal daily with transforming complex data into user-friendly visualizations. All of this topped off with a digital lick of paint which should attract the visitor’s attention to take action.

One of the interesting aspects of this field I find the effects that small tweaks, both textual and visual, can have on conversion. The psychological impact that a simple background color of a CTA button has on our behavior is huge. After all, that color can determine whether or not you are going to buy that product.

What we see and how our brains process and interpret this information fascinates me. The possibilities of subconsciously pointing potential customers in your chosen direction are endless. I hope to apply my expertise more often within our solutions in the future.

This piece was written by Vera van der Plas, working as a UX/UI Designer at Pegamento.

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Fouad Rahaoui

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At Pegamento, I can learn all about the latest IT developments. Like the latest development in the field of Machine learning and deep learning.

Through these application areas, as Financial Controller, I can further automate the financial business processes within Pegamento and implement improvements for the automatic processing of financial data.

This piece was written by Fouad Rahaoui, working as a Financial Controller at Pegamento.

Ernst Vegter-Business consultant Pegamento

Ernst Vegter

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Hospitality is one of my deepest motivations.
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Fed by various senses, an image forms around the client. I listen to what is being said, watch facial expressions, taste the underlying tone and get a feel for the challenge to be addressed. An image literally forms on my retina. I have to be able to see it. If I can see it, I can create it.

In this, the trick is to pursue simplicity, give the client a warm feeling that the problem is understood, receive good advice, facilitated and carefully guided to the solution. Trust, connect and unburden.

The feeling when a guest arrives at your hotel after a long tiring journey, can sit in front of the fireplace, be handed a good glass of wine and stare carefree at the fire. My guest knows it will be okay.

This piece was written by Ernst Vegter, working as a Business Consultant at Pegamento.

Gunisch-AI developer Pegamento

Gunish Alag

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A picture is worth a thousand words, is an expression most of us have heard. We see a lot of things around us on a daily basis and subconciously have the ability to recognize and understand them. This ability of humans to me seems bizarre.

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This story is written by Gunish, working as an AI developer at Pegamento.

Ewold Jansen-Service engineer Pegamento

Ewold Jansen

Service & Support Engineer

Hearing the wishes a customer has or the problems a customer is facing is important in order to then be able to help them properly. In both cases, I help find the right solution.

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This piece was written by Ewold Jansen, working as a Service & Support Engineer at Pegamento.

Andre Glasbergen-Scrum master Pegamento

Andre Glasbergen

Scrum Master

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I developed further and went to work as a consultant. Listening well to the customer and supporting in the pre-sales phase of projects. Executing projects and listening suited me very well. It was a small, but logical, step to now work as a Scrum Master and Project Manager. I have been supervising projects for a few years now. Such as RPA, Cloud applications and AI, according to the Human lead agile approach, We build this with a large team of specialists.

This piece was written by André Glasbergen, working as a Scrum Master at Pegamento.

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Ensar Ari

IT Engineer

Good communication between customer and organization is very important. As an organization, you naturally want to be easily accessible to your customers. Either via social media channels or via the old familiar telephone. Often organizations do not know exactly how they want their telephone line set up. That is why I like to help them think along and give them ideas. I believe there is a solution to every problem. But sometimes you just need someone who looks at the situation a little differently.

This piece was written by Ensar Ari, working as an IT Engineer at Pegamento.

Nini Heerings-Chief Happiness Officer Pegamento

Nini Heerings

Chief Happiness Officer

“You get to know someone better by playing for an hour than by talking for a year.”

This quote from Plato is totally hitting home for me. That’s why I like to connect people through play. Because while playing, you are totally on, all your senses at work.
In my great role as Chief Happiness Officer, I want to do that by connecting colleagues with each other and with the organization. In a creative and playful way that suits Pegamento.

When I’m not at work, I also enjoy connecting people. I do this by organizing The Playground, where adults play games you used to play in the schoolyard, gymnasium or neighborhood playground. The pure feeling of fun, total relaxation and no thoughts of anything but playing. That feeling is the goal.

This piece was written by Nini, working as Chief Happiness Officer at Pegamento.

Ger Koedam-Communication & Marketing Pegamento

Ger Koedam

Marketing & Communications

How can I help you? That’s pretty much the first question I ask when talking to people who are curious about our services. In such a conversation, the use of senses is very important. Because not everyone is the same. One person thinks in images, while for another words are important or how something feels. For me, sight and hearing are the most beautiful senses, because both eyes and ears absorb information and can convey or process emotions.

Why hearing? Because listening is essential in contact. And it’s the key to unlocking valuable insights.

I developed this skill early on. As a child, I enjoyed radio plays on the radio, bringing the stories to life in my head.

Pim Ritmijer-Software developer Pegamento

Pim Ritmeijer

Software Developer

Programming is more than just “code knocking. For me, listening to what the customer wants and visualizing that is an important part of software development.

Actively listening to a customer to understand the customer’s full story is crucial before building a solution. When you understand a customer’s story, you can think together about a solution that truly helps the customer.

Visualizing solutions is the next step for me. What will be the route we will climb to get to a solution? What challenges are we going to face to get to the top?

Like climbing, good preparation is valuable. Even though you can’t prepare for everything, preparation helps make the application fit the client’s needs as well as possible.

What a beautiful and fascinating profession programming is.

This piece was written by Pim Ritmeijer, working as a Software Developer at Pegamento.

Denise Verhoef-Software developer Pegamento

Denise Verhoef

Software Developer

Hearing is something you do a lot of as a programmer but also thinking, for example, when you are tasked with putting together a customer need. If the customer wants a function for his application, it is important that as a programmer you think carefully about which functions are functional and which functions are not. In this way, you will put together the most functional application possible and the customer will have a good end product. Turning needs into code into functionality is something I find interesting.

I am currently doing an internship at Pegamento and studying Software Developer. I get a lot of information that you have to process and apply. The nice thing about this is that you can learn new things but also that you can experience how it works in real business. I started this training last year and knew nothing about programming beforehand. Now I can find my own way with programming and I enjoy working with it. That you can get from a blank page to a functional application through code is cool!

This piece was written by Denise Verhoef, working as a Software Developer intern at Pegamento.

Remco Pabst-Business consultant Pegamento

Remco Pabst

Computer Vision & AI Lead

Using innovative software technology for people or business to make “things” easier and smarter is really a driving force. That’s why the connection between the senses appeals to me the most. Our brains connect the senses just like a business process connects people, systems (data) and logic. They register and trigger an action, exactly how it should be in an optimal workflow. Very cool what is already possible today when we add a lot of computational power to that as well.

Hearing also means a lot. Not because I like to listen to Jazz, Soul, Deep House or Focus-like music every day AND have to be able to listen well to interpret a wish or pain point, but more because not everyone can have all the senses at their disposal. Think of him or her with a visual impairment. The fact that in close cooperation we were able to apply AI, TTS/STT technology (which is still in development) for this often underserved group of people in today’s digital world and to improve the interaction and experience with it gives me a lot of energy and meaning to what I try to do with technology; create value.

This piece was written by Remco, working as a Business Consultant at Pegamento.

Thomas de Wolf-Vision Engineer Pegamento

Thomas de Wolf

R&D Director

Once when I had to choose which study I was going to do, I had a hard time making that choice. I was interested in engineering, but what I most wanted to do was just work with a team toward a common goal.

To this day, that is still what I love doing most. The technology has become image recognition and the team the computer vision department of Pegamento. So it’s logical that in terms of sense, I end up with “seeing. By using our image recognition solutions to see things in the real world, our entire team solves relevant problems for our customers. And because of the variation in customers, the places where our solutions end up are never the same. For example, one moment I am in the control room of a bridge and the next day I am on a production line for sandwiches or between the fences of a TBS clinic.

This piece was written by Thomas de Wolf, working as a Computer Vision & AI Lead at Pegamento.

Rob Roode-Research Development

Rob Roode

Research & Development

Recognizing and automating patterns. Tasks we are constantly working on when implementing our robots at Pegamento. My 2 Drentsche Patrijshonden are hunting dogs and certainly not robots. The hunting instinct and intuition is basically in their genes. Continuing to offer new forms of training has taught them to recognize and act independently in hunting situations. Even “unsupervised,” even if I’m not around.

But when you try to teach a brain something, it also starts to see things you don’t expect. Dogs pick up on the slightest deviation in your voice or directions. To start recognizing that and correcting it again is perhaps the most complex challenge. But in our work, for the wonderful clients for whom we get to work, it often yields the most beautiful new insights!

This piece was written by Rob, founder of Pegamento and in charge of Marketing and R&D.

Serge Poppes-CEO Pegamento

Serge Poppes

CEO

Feeling. That’s the best thing Pegamento stands for. Feeling for technology in the broadest sense of the word. Not only feeling for the exciting stuff like AI, but also for the basics of communication.

The very best part of my job is selling, listening, translating and thinking about what really matters. We bring the digital transformation with a great team!
The diversity of our team, how sharp we are, but especially the wonderful things we get to make makes me feel extremely good. Hence, I intuitively chose the sense of “feeling.

Feeling gives life and differentiation!