---
name: triage-calls-while-you-are-with-a-client
description: "Let only urgent calls through mid-appointment. Set up a work Focus on your phone that only rings for people you choose and anyone who calls twice within 3 minutes, which Apple calls repeated calls. Everyone else goes to voicemail and gets your missed-call text. Use AI to decide who belongs on the list. Use when the user asks for help with this job."
---

# Let only urgent calls through mid-appointment

## When to use

Owners who answer their own phone but cannot stop mid-service for every call.

## Steps

1. Export or list the people who call you most and why.
2. Use the prompt below to sort them into ring-through and can-wait.
3. Create a Work Focus. Apple says you can allow calls from specific people and allow repeated calls, two or more calls from the same person within 3 minutes.
4. Add your ring-through list and turn on repeated calls, so a real emergency gets through on the second try.
5. Schedule the Focus for your working hours.
6. Pair it with a missed-call booking text so everyone else still gets an answer.

## Prompt

Fill the [BRACKETED] parts with the user, then follow this prompt:

```
Help me decide who can interrupt me during appointments. Use only my list.

People who call me, with why they usually call: [LIST]

Sort them into:
1. RING THROUGH: family, emergencies, staff, and clients whose calls usually cannot wait
2. CAN WAIT: everyone else
Give a one-line reason for each. Then write a 1-sentence voicemail greeting that tells urgent callers to call twice.
```

## Guardrails

- Draft first and show the user. Never send, post, pay, book, cancel or delete without the user's explicit approval of that exact action.
- Use only facts the user gives you or that you can cite. If something is missing, ask instead of guessing.

## Common snags

- Too many people on the ring-through list.
- Forgetting to schedule the Focus, so it never turns on.
- Voicemail greeting that does not mention calling twice.

## Source

https://www.aisetupsthatwork.com/setups/triage-calls-while-you-are-with-a-client/ (AI Setups That Work)