Phone AI · Custom solution
AI receptionist for incoming calls and appointment booking
The phone rings. Your front desk is ready.
When the front desk is busy, calls ring out and appointments go elsewhere. An AI receptionist answers incoming calls, tells callers what they need to know about your business, takes messages, routes calls to the right person and handles appointment requests.
How far it goes with appointments depends on your calendar: it can record a preferred time for your team, or book directly where a calendar integration is agreed and built.
- Channel
- Incoming phone calls
- Handles
- Information, messages, routing, appointments
- Bookings
- Requested or confirmed, depending on integration
- Delivered
- After discovery, integration and testing
What it does
What callers get from the receptionist
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Business information
Opening hours, location, services, fees you publish and what to bring, from content you approve.
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Messages that reach the right person
Name, number and the reason for the call, recorded and passed to the team you choose.
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Call routing
Callers who need a person are transferred or offered a callback, by the rules you set.
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Appointment handling
New appointments, and changes or cancellations where your calendar integration allows it.
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Out-of-hours cover
Calls outside working hours are answered, with a clear next step for the caller.
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Languages
Agreed during discovery and tested with real callers before launch.
Appointments
A requested time is not a confirmed appointment
We agree with you which of these the receptionist does, and callers hear exactly which one happened.
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Without calendar integration
Records the request
The caller’s preferred day and time are recorded, and your team confirms the appointment. The caller is told it is a request.
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With calendar integration
Books, reschedules or cancels
The receptionist checks available slots in your connected calendar and confirms the booking during the call, within the rules you set.
An example call
A diagnostic centre, on a busy morning
An illustration with a connected calendar. Administrative questions only: the receptionist gives no medical advice.
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Customer
Asks
“Do I need to fast before a blood sugar test, and can I come tomorrow?”
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Assistant
Shares approved information
It reads out the centre’s published preparation instructions and suggests asking the doctor for anything specific.
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Business system
Checks the calendar
It looks up tomorrow’s free slots in the connected booking system.
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Assistant
Confirms the booking
The caller picks 8:30 am; the booking is made and read back.
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Person
Your team sees it
The appointment is in your system, with the call summary.
Where it fits
Businesses with busy front desks
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Hospitals, clinics and diagnostic centres
Appointments and admin enquiries
Timings, preparation instructions you publish, locations and appointments. No medical advice.
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Salons and wellness
Service appointments
Services, prices you publish, stylist availability and bookings.
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Automobile service centres
Service bookings
Service slots, pick-up times and messages for the service advisor.
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Professional services
Consultations
Consultation scheduling, practice areas and messages for the right person.
What we agree with you
Scope before building
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What it may say
The information callers can be given, and what must go to a person.
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Routing rules
Who receives which calls and messages, and what happens after hours.
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Appointment mode
Requests only, or bookings through a calendar integration you choose.
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Transfer or callback
Whether callers are transferred live or offered a callback, depending on your phone set-up.
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Records
What is kept from each call, where, and for how long.
Questions
About the AI receptionist
Which calendars can it book into?
Calendars and booking systems with an API we can use from the server. We confirm your system during discovery rather than promising a list.
Can callers reach a person?
Yes. They can ask at any time, and are transferred or offered a callback according to your set-up.
Will it give medical or legal advice?
No. It shares only information you approve and passes anything else to your staff.
Is this the same as the website chatbot?
No. The receptionist answers phone calls and is built for you. The website chatbot is bought online and works on your site.
Tell us how calls reach your front desk today
Share your call volume, your opening hours and how appointments are booked now.