Service
An AI receptionist that answers, books and hands over to your team
A front desk that answers new enquiries on the channels your customers already message you on, collects the details your staff need, and passes the booking to a person.
- Built for
- Clinics, dental practices, salons, brokers, contractors
- Channels
- Messenger, Viber, WhatsApp, website chat
- Staff role
- Confirm bookings, take over special cases
- Price
- Request a quote
For businesses where a missed message is a missed booking
If customers ask "Do you have a slot?", "How much is this?" or "Where are you?" and your team answers between other jobs, a receptionist assistant takes that first layer.
It is written for small and mid-sized practices and offices with a Facebook Page, a Viber or WhatsApp number, or a website, and a person who confirms bookings.
What the assistant does
Answer
Replies from your own information
Services, prices you choose to share, hours, location, parking, requirements. If it is not in your information, it says it will check with staff.
Collect
Asks what your staff would ask
Name, mobile number, the service wanted, preferred day and any notes. You decide which fields are required.
Book
Records the booking request
Writes the details to your calendar, sheet or CRM, and tells the customer a person will confirm.
Hand over
Passes the conversation to staff
Complaints, urgent or sensitive questions and anything you list go to a named person with the full chat attached.
Follow up
Sends confirmations and reminders
Once staff confirm, the customer gets a confirmation and a reminder through the same channel, within each platform's messaging rules.
Record
Keeps a clean log
Every enquiry is saved with its source channel, so you can see where customers came from and what they asked.
From first message to confirmed booking
- Customer messages (Messenger, Viber), Automated
- Assistant answers (Your information), Automated
- Details collected (Name, service, day), Automated
- Staff confirm slot (Handoff), Your staff
- Confirmation sent (Same channel), Automated
- Reminder and log (Calendar + sheet), Automated
Sample
What a conversation can look like
CustomerHi, do you do teeth whitening? How much?
AssistantHello. I am the clinic's automated assistant. Yes, we offer whitening. The price depends on the treatment, so I can pass your details to our staff for a quote. May I have your name and mobile number?
CustomerAna Reyes, 09XX XXX XXXX. Saturday if possible.
AssistantThank you, Ana. I have noted Saturday. A staff member will confirm the slot and the price with you here. You can ask for a person at any time.
Staff alertNew request: whitening, Saturday, Ana Reyes. Chat attached. Please confirm.
The wording, fields and handoff rules are set with you. The assistant introduces itself as automated, and customers can ask for a person at any point.
What we need from you and what we handle
We need from you
- Your services, hours, locations and the prices you want shared
- Your most common questions, ideally from real chats
- Booking rules: what you need before a slot is held
- A person who receives handoffs and confirms bookings
- Access to the Page, number or calendar involved
We handle
- Setting up the assistant and its channel connections
- Writing and testing the replies against your real questions
- Connecting calendar, sheet or CRM
- Handoff alerts to your staff
- Staff walkthrough and written notes
Where the receptionist works
Chat
Messenger, Viber and WhatsApp
Each channel is its own connection with its own platform rules. We scope the ones you use.
Web
Website chat
A chat widget on your site, using the same approved answers as the other channels.
Phone
Phone line as an add-on
Calls are covered by the AI voice assistant, scoped separately.
What sits behind the receptionist
You approve the knowledge source: the services, prices, hours and rules the receptionist may use. It connects to the calendar or CRM you already run, follows handover rules you set, and writes a conversation log your team can read.
For clinics and dental practices, see AI automation for clinics and dental practices. To weigh it against a front-desk hire, see AI receptionist vs human receptionist.
Handled with care
Customer chats can include personal information. We set up collection around the Data Privacy Act of 2012 (RA 10173): ask only for what the booking needs, tell customers it is automated, and keep the data in accounts you control.
For clinics, the assistant is configured not to give medical advice. Symptom and treatment questions go to staff. Messenger, Viber and WhatsApp each have their own business messaging rules, and we build within them.
What it costs
Pricing is set per project, because the work depends on how you take bookings.
AI receptionist
Request a quote
Quoted per project after a short review of your channels, volumes and systems.
Request a quoteWhat moves the price
- Number of channels connected
- Monthly enquiry volume
- Calendar, CRM or sheet integration
- Amount of information to prepare
- Handoff and approval rules
- Whether you want ongoing support
Questions we get asked
Will customers know they are talking to an AI?
Yes. The first reply says it is an automated assistant, and customers can ask for a person at any point.
What if the assistant does not know the answer?
It says so, offers to pass the question to staff, and sends you the conversation. It does not guess on topics you have marked for a person.
Can it take payments or deposits?
Not by default. If you want a payment link in the flow, we scope it separately, using your existing payment provider.
Does it work with my existing booking system?
We check this in the assessment. Google Calendar, Google Sheets and GoHighLevel are common. If your system has no way to connect, bookings go to a sheet your staff confirm from.
Next step
See how it would work for your front desk.
Send us your three most common customer questions and how you take bookings today.