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Give callers and chat visitors a clear first response, even when the office is busy.
A voice receptionist or website chat assistant answers when your office can’t, asks the questions your team always asks, and passes a tidy summary to the right person. It’s set up around your services, coverage and handoff rules.
The problem
When nobody can pick up
- Calls arrive while techs are on site and the office is juggling other work.
- Messages get left without the site, equipment or callback details your team needs.
- After-hours inquiries wait until morning with no record of what was asked.
The workflow
What it does
Answers and identifies the request
Greets the caller or visitor and sorts the request into the service types you define, such as repair, preventive maintenance or a new installation.
Collects useful details
Site address, equipment, symptoms in the customer’s own words, urgency and the best callback number — and notes what’s still missing.
Hands over cleanly
Sends a summary to the person or channel you choose, with an alert path if nobody picks it up.
Pick a sample requestSee the summary your team would receive.
Sample data
Summary for your team
- Request
- Repair
- Site
- Ridgeway warehouse
- Equipment
- Dock leveler, door 4
- Urgency
- Wants tomorrow; door blocked
- Missing
- On-site contact
Routed to: On-call service coordinator
Calls can follow your rules for emergencies and after-hours requests. It does not make a person available; it makes sure the request is captured and routed.
Human responsibility
What your people still decide
- Diagnosis, safety calls and anything that needs a technician’s judgement
- Prices, quotes, warranties and arrival times
- Escalations and unhappy customers
Scope
What we agree before building
- Phone setup and number routing with your provider
- Service categories, questions and handoff rules
- Where summaries go (email, text, CRM) and who receives them
- Test calls, including difficult and out-of-scope requests
- Usage-based provider costs, if any
Questions
Good to know
Works well with
Can it diagnose a door problem or promise an arrival time?
No. It records what the customer describes and routes it. Diagnosis, safety, prices and arrival commitments stay with qualified people on your team.
Does it sound like us?
We write the greeting, questions and handoff wording with you, and you review them before anything goes live.
Can we try it first?
Yes. You can test it on difficult calls before launch, and the demo section shows the kind of conversation it handles.
Start with a free 30-minute AI audit.
Bring one workflow you’d like to improve. We’ll look at how it runs today and talk through practical options. If there’s a fit, a tailored proposal review follows on a separate call.
Free · 30 minutes · Google Meet · No obligation