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Best Practices

Get the most out of your EZBiz tools with these recommendations.

AI Front Office​

Greeting & Script​

  • Keep your greeting under 15 seconds. Callers want help fast.
  • Include your business name in the greeting so callers know they reached the right place.
  • List your most common services so the AI can offer relevant options.

Appointment Scheduling​

  • Block off buffer time between appointments (15-30 min) to avoid back-to-back issues.
  • Set realistic service durations. It's better to overestimate than have overlapping bookings.
  • Keep your calendar up to date — the AI books based on available slots.

Missed Call Text-Back​

  • Respond within the first 5 minutes. The default auto-text fires in seconds.
  • Include a booking link in your text-back message.
  • Keep the message short and friendly — 2-3 sentences max.

Reviews​

  • Wait 1-2 days after service before requesting a review. Give customers time to evaluate.
  • Don't send review requests after negative interactions. The AI can flag these.

PDFShift​

  • Large files: Split before processing. Working with smaller files is faster and more reliable.
  • OCR: For best results, ensure scanned documents are at least 300 DPI.
  • E-Sign: Use the draw feature on a touchscreen device for the most natural-looking signature.
  • Cloud history: Download important files to your local device. Cloud history is for convenience, not long-term archival.

SEO Toolkit​

  • Run audits regularly — monthly at minimum. SEO issues can appear after any site update.
  • Fix critical issues first — broken links, missing meta tags, and SSL problems before content optimization.
  • Track keywords over time — a single snapshot isn't as useful as seeing trends.
  • Don't over-optimize — keyword stuffing hurts rankings. Aim for natural content.

MCP Servers​

  • Be specific in your prompts. "Research the HVAC market in Dallas" gets better results than "tell me about HVAC."
  • Chain tools together. Use market research, then competitor analysis, then SWOT for a complete picture.
  • Upgrade if you hit limits. Free tier limits are meant for evaluation. Pro tiers offer significantly more capacity.