AI Receptionist
AI Receptionist
Calls answered, callers routed, appointments booked and messages taken — with a person always one step away.
What it does
It answers the phone, works out what the caller wants, and does one of three things: books them in, takes a message, or puts them through.
It knows your opening hours, your services, where you are, and what you do not do. It writes into the same diary your staff use.
It is built for the calls that currently go unanswered — evenings, weekends, and the times everyone is already on the phone.
What you get
What gets set up
Configured against how your phones already work.
A number, or your existing one
It can take overflow from the line you already advertise, or answer everything outside hours.
Booking into your diary
Appointments written into the calendar your staff already use, respecting what each slot type needs.
Messages that arrive as text
Caller, number, what they wanted and when — by email or text, immediately.
Put through to a person
Callers who ask for someone, or who the system cannot help, get transferred rather than looped.
Answers about your business
Hours, location, parking, what you do and what you do not, taken from material you provide.
A record of every call
Transcript and outcome, searchable, so nothing depends on remembering.
How it works
How it gets set up
Listen to how calls actually go
What people ring about, in what proportion, and what a good outcome looks like for each.
Write the call flows
Booking, message, transfer, and what happens when the caller says something unexpected.
Test it on real calls
Run alongside the existing arrangement before it takes anything live.
Turn it on in stages
Usually after-hours first, then overflow, then wider if it earns it.
In practice
The calls it is set up for
It earns its keep on the calls that currently go unanswered.
After hours
Evening and weekend calls that currently reach voicemail. For trades and home services this is usually where most of the missed work is.
Overflow at peak
The calls that arrive while every line is busy. They get answered, booked or noted instead of ringing out.
Booking and rescheduling
The highest-volume, most repetitive call a practice or clinic takes, written into the same diary the front desk uses.
The same six questions
Hours, location, parking, what you do and what you do not. Answered from material you provide, and it takes a message when asked something outside it.
What matters
What this is set up to do, and what it leaves to people
Answering machines that try to do everything are the ones that annoy callers. The scope is chosen deliberately.
It hands over rather than improvises
When a caller asks something outside what it has been given, it takes a message or transfers. It does not invent an answer about your business.
Complicated calls go to a person
Anything with a complaint, a negotiation or several moving parts is routed straight through. Those calls are worth a human.
The booking rules are yours
What can be booked, how long each thing takes, how much notice, and which slots are protected.
Accents and noise get tested
Real calls come from cars, sites and busy rooms, so it is tested against recordings that sound like your actual callers.
Callers are told what they are talking to
Stating it plainly at the start measurably reduces the number of people who hang up.
You see what it did
Every call is transcribed and logged, so the routing can be corrected from evidence.
Who it is for
Where this pays
Trades and home services
Calls arrive while everyone is on a job, and the first firm to answer usually wins the work.
Clinics and practices
High call volume, mostly booking and rescheduling, with a front desk that cannot keep up at peak.
Restaurants and hospitality
Bookings and the same six questions, at exactly the times nobody can get to the phone.
Property and lettings
Enquiries arriving evenings and weekends, when nobody is in.
Questions
Frequently asked questions
Will callers know it is not a person?
It says so at the start. Being straightforward about it reduces hang-ups compared with systems that try to pass as human.
What happens if it cannot help?
It transfers the caller to a person, or takes a message with a callback number. Those paths are set up before it goes live.
Does it work with our phone system?
It sits in front of most systems, taking after-hours calls or overflow. How it connects gets checked against your setup first.
Can it book appointments?
Yes, into the calendar your staff already use, following your rules about slot length, notice and which slots are protected.
What about callers with strong accents or background noise?
It gets tested against recordings of your actual calls before going live, and the routing is tuned from what those show.
Can we turn it off?
Yes, and most businesses start with after-hours only, then widen it once they have seen how it handles their calls.
Also on this site
Find out how many calls you are missing
Most businesses have never counted. It is usually the number that decides this.
(844) 422-7000