Everything your front desk does, on every call
Nine jobs, one at a time, with the situation each one actually shows up in.
Answers every call, day or night
The phone rings at 7:40 on a Saturday morning while you are still loading the van. It gets picked up on the second ring. There is no queue and no voicemail, and ten people calling at the same moment all get answered at the same moment. Your hours decide when you work. They have nothing to do with when your phone gets answered.
Quotes your prices
A caller wants to know what a water heater swap runs. Your receptionist quotes from the price list you handed over on the onboarding call, including your call-out fee and the range on anything that depends on the job. When something has to be priced on inspection it says so and books the estimate.
Books appointments into your calendar
It checks your real availability before it offers a time, so it will never hand out a slot you have already filled. The caller takes Tuesday at two, it writes the job into your calendar with the address, the number, and what the work is, and the caller gets a text confirming it. Calendar booking starts on the 400 minute plan.
Moves and cancels bookings by voice
A caller rings back on Thursday and asks to move Friday's job to Monday. Your receptionist finds the booking, checks what is free, changes it, confirms the new time out loud, and updates your calendar. Finding an existing appointment and changing it is the difficult half of this. Yours does it on the call. Moving and cancelling start on the 900 minute plan.
Tells callers your hours, services, and location
Are you open Sunday. Do you take commercial work. Where do they park. Do you cover the next town over. Your receptionist has the answers because you gave them to it, and it gives the same answer every time. When someone asks about work you do not take, it says so early instead of booking a job you would have to hand back.
Takes messages
Not every call is a booking. Someone is chasing an invoice, a supplier is confirming a delivery, a customer wants you to call about the quote you sent last week. It takes the name, the number, and what it is about, and that lands on your phone as a text before you have finished the job you are on.
Transfers urgent calls to your phone
You decide what counts as urgent. No heat in January, water coming through a ceiling, a patient in pain. When one of those comes in, your receptionist puts the caller straight through to whichever phone you nominated and tells them that is what it is doing. Everything else stays off your phone until you are ready for it. Transfers start on the 900 minute plan.
Texts you a summary after every call
Who called, what they wanted, what was agreed, and what happens next. It arrives as a text within a minute of the call ending, and the full recording and transcript are there when you want to hear exactly how something was handled. Every plan includes this.
Follows up with leads who did not book
Someone calls for a quote, says they will think about it, and never rings back. Your receptionist rings them. It still has the details of what they asked for, so the follow-up picks up where the first call ended rather than starting again. Outbound follow-up is on the 2,000 minute plan.
What it plugs into
Your receptionist writes into the calendar you already use. Google Calendar, Outlook, Calendly, Acuity, and Jobber are the ones we set up most often. On the 2,000 minute plan it writes the call and the contact into your CRM as well, and we have connected it to HubSpot, Pipedrive, GoHighLevel, and Zoho.
If you run something that is not on that list, tell us on the audit call. We will say straight away whether it connects, before you have paid anything.
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