HOW IT WORKS

How the AI Receptionist handles a call, start to finish.

Four moments decide whether a call becomes a customer: who answers, what they know, what they can do, and what you hear afterwards. Here is each one.

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How does an AI receptionist work?

When a call comes in and your answer mode says the AI should take it, the receptionist greets the caller in your business's name, says it is a virtual assistant, and answers from your knowledge base and notes. It can book a real open time, transfer to your team during hours, or take a message. When the call ends, it saves a summary and transcript and emails you.

1. Before the call

You set the rules once.

Choose an answer mode: every call, only the calls nobody picks up, only after hours, or missed calls and after hours together. Set how long your phone rings first, from 5 to 60 seconds, and your business hours in your own time zone.

Then write a greeting and the notes it should know. Changes take effect as soon as you save, and a free test call from your own phone lets you hear the result.

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2. During the call

What the caller hears and what it can do

  • It introduces itself honestly

    Every call opens with your business name, a line saying it is a virtual assistant, and a note that the call may be recorded.

  • It answers from what you wrote

    Questions about services, hours, area and the prices you chose to share are answered from your website chat's knowledge base and your notes. Nothing else.

  • It books, transfers or takes a message

    Depending on what the caller needs, it books a real open time, hands the call to your team during hours, or takes a message with a read-back of the number.

  • It knows when to stop

    Anyone describing an emergency is told to hang up and call 911. Robocalls and sales pitches are politely ended.

3. Under the hood

A short list of tools, and nothing else.

The receptionist works through five tools: take a message, find open times, book an appointment, transfer, and hang up. It cannot act outside them.

A booking is confirmed only when the calendar answers that it is booked. Until then, it never tells a caller they have a time.

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4. After the call

A summary and transcript, in your inbox.

Every answered call is saved with the caller, its length, the outcome, a short summary and the full transcript, and you get an email about it. Calls also appear in your dashboard next to your form fills and chats.

If a call is ever missed by the normal hand-off, an hourly sweep picks it up, so no answered call goes unreported.

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FAQ

How it works, in questions.

How does an AI receptionist answer the phone?

It comes with its own local number. Calls to that number, or calls you forward to it from your existing line, are answered by a voice agent that follows the answer mode, hours and notes you set in the dashboard.

How does it know about my business?

It reads your website chat's knowledge base plus any notes you write for it, such as your service area, hours and the prices you are happy to quote. It answers only from those.

How long does setup take?

Most of it is writing down what callers usually ask. Choose an answer mode, set your hours, make a free test call from your own phone, and switch it on when it sounds right.

What if the call goes somewhere unexpected?

When it does not know an answer, it says so and offers to take a message. It never invents prices, availability or promises.

Is there a limit on calls?

It answers up to 50 calls a day and 3 from any one caller an hour, and each call can run up to 15 minutes. Past a limit, calls ring your phone as normal.

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More about the AI Receptionist

AI Receptionist

Set it up this afternoon.
Let it answer tonight.

Plans from $49/mo. Test calls are free, so you hear it before your customers do.

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