AI Receptionist Engine
A fully managed AI receptionist that handles routine questions, FAQ's, booking, rescheduling, message-taking, and call routing so your team can focus on the work that actually needs a human.
What it handles for you
- 24/7 Appointment booking, cancellation, and rescheduling directly into your existing calendar or booking system.
- Taking structured messages when a human is required, so your team always has the context they need to respond quickly.
- Routing urgent or sensitive calls to the correct person or team according to rules you approve in advance.
- Collecting key details: name, contact information, reason for calling so nothing important is missed.
- Answering standard FAQs (opening hours, location, services, pricing ranges) consistently and on-brand.
How it works
Understand your front desk
We map how calls and messages are handled today: the questions you receive, booking rules, escalation paths, and what “good” communication looks like for your organisation.
Design the AI receptionist
We build clear flows for answering FAQs, booking and cancelling, taking messages, and routing urgent matters all aligned with your policies and tone of voice.
Launch, monitor, refine
We launch in a controlled way, monitor transcripts and outcomes, and iteratively tune the system so it improves over time instead of going stale.
What it replaces
The AI receptionist doesn’t replace your team, it replaces the repetitive and low-value tasks they shouldn’t be doing manually at scale.
Missed calls & full voicemail
Instead of hoping people leave a message, every call is answered and structured.
Manual intake & note taking
No more scribbled notes or half-complete records — details are captured in a consistent format.
Unpredictable after-hours cover
Callers receive a structured response and can book into calendar even when your office is closed.
Front desk overload
Routine enquiries are handled automatically so staff can give proper attention to the cases that need it.
What it can say
You control the tone and boundaries. Here are simplified examples of the types of conversations the AI receptionist can handle.
Caller: I’d like to book a consultation next week.
Receptionist: Of course. Which day works best for you, and do you have any time preferences?
Caller: Any afternoon after 3pm.
Receptionist: We have Tuesday at 3:30pm or Thursday at 4:15pm. Which would you prefer?
Caller: I need to discuss something sensitive with Dr Smith.
Receptionist: I understand. I’ll arrange for the right person to call you back. May I take your full name, number, and a brief note on the topic so they can prepare?
Caller: [Provides details]
Receptionist: Thank you. I’ve passed this to Dr Smith’s team. They’ll aim to return your call within the agreed timeframe.
Caller: This is urgent, I need to speak to someone now.
Receptionist: I can help route this. Is this regarding an existing appointment, a new issue, or something else?
Caller: An existing appointment in the next 24 hours.
Receptionist: Understood. I’m transferring you to the on-duty contact for today’s appointments.
Receptionist workflow
A simple, predictable flow underpins every conversation. You know exactly what happens when calls or messages arrive.
Incoming call or message
A call, SMS, or chat arrives via your existing phone number or contact channel.
Identify intent
The system quickly determines whether this is a booking, a general question, an urgent issue, or something else.
Apply the right flow
Booking flows, FAQ responses, message capture, or escalation rules are applied based on your agreed logic.
Log & hand-off
Outcomes are logged and, where needed, passed to the correct person or system with clean structured data.
Integrates with your stack
We connect to the scheduling, telephony, and CRM tools you already use, so the receptionist feels like part of your existing workflow.
Pricing
Pricing depends on call volume, channels, and integration depth. Most teams fall into one of these ranges:
- • Core flows & FAQs
- • Single location / number
- • Business-hours coverage
- • Multi-location or multi-number
- • 24/7 or extended hours coverage
- • Ongoing optimisation & reporting
- • High call volumes or complex routing
- • Advanced triage & segmentation
- • SLA & dedicated support
Pricing is finalised after a short discovery on your call patterns, channels, and internal processes.
AI Receptionist FAQs
Does this replace our existing reception team? ⌄
No. The goal is to remove low-value, repetitive work from your front desk not to remove people. The AI receptionist handles routine calls and messages so your team can focus on sensitive, complex or high-value conversations.
What happens when the AI is not confident? ⌄
We build explicit fallbacks into the flows. If the system is unsure, it can take a structured message, route the call to a human or offer a safe, limited response. You decide which options are appropriate.
How do we keep control over what it says? ⌄
We agree guardrails up-front: approved information sources, topics the AI can and cannot address, tone of voice, and escalation rules. We also review transcripts during rollout so you can see how it behaves in practice.
How long does it take to go live? ⌄
Most teams go from first workshop to a live receptionist in 10–21 days. The main variables are the complexity of your flows and how quickly we can get access to the tools and data the system needs.
Ready to stop missing calls and opportunities?
Tell us how your front desk works today and we’ll outline what an AI receptionist could take off your plate, where humans should stay involved, and whether it’s a fit for your team.