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AI Voice Receptionist and Calling Agent
Calls answered, details taken
An AI receptionist built on your booking and customer systems.
An AI receptionist built on your booking and customer systems. It answers inbound calls, works out what the caller needs, takes the details, books against your calendar and transfers to your team with the context when a person should take the call.
A missed call is often a missed booking, and a phone menu does not take one. Subscription receptionist products suit many small businesses. A custom voice agent makes sense when the call has to end in your systems: a booking in your calendar, a note in your CRM, a transfer to the right person with what the caller already said.
Today we can show the call logic working on transcripts: booking by voice, reading a name back, handling an interruption and transferring when a booking fails. It has not yet been run on live calls, and no language is offered until speech in that language has been tested on representative recordings.
How it differs from related agents: this agent answers the calls that come in. The outbound callback agent places the calls your team has asked for, and the appointment booking agent does the same booking work in text channels.
Six jobs it carries through
Call answering
Answers, identifies the request and responds from approved information.
- Greets and listens
- Recognises booking, question or request for a person
- Answers from approved knowledge
- Ignores unfinished speech fragments
Details by voice
Takes names, dates and times and reads them back before using them.
- Reads a name back when it was not heard clearly
- Accepts spelling letter by letter
- Resolves spoken times like "three p.m."
- Asks when a date has two readings
Booking by phone
Books against your calendar during the call.
- Checks real availability
- States the full date, time and time zone
- Confirms only after the calendar confirms
- Offers other times when one is taken
Staff transfer
Puts the caller through to the right person when they are available.
- Recognises a request for a named person
- Checks availability you maintain
- Transfers with a summary
- Uses the queue you set for that person
Callback requests
Takes a message when the person is unavailable.
- Records who called and why
- Stores the number to call back
- Queues it for the right person
- Lets the caller carry on with other requests
Call summary
Leaves a record of what was said, done and handed over.
- One record per action
- Reason for each transfer
- What was confirmed by which system
- Available to your team
How the Work Is Done Today
Calls outside working hours
The caller reaches voicemail and books elsewhere.
Names and dates heard wrongly
Speech recognition makes mistakes exactly where a booking needs precision.
Callers who interrupt
People talk over prompts; an agent that keeps talking loses them.
Requests for a specific person
"Is the doctor in?" needs a transfer or a message, not a menu.
Bookings that fail mid-call
If the calendar cannot confirm, the caller must not be told it is booked.
Two languages on one line
Callers switch between Arabic and English, sometimes in one sentence.
From the First Signal to the Record
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Call answered
The agent answers and listens. Interim fragments from the recogniser are ignored until the caller finishes.
Request identified
"I'd like to book a check-up tomorrow at three p.m." is read as a booking with a service, a day and a time.
Name confirmed
A name heard without high confidence is read back; if it is wrong, the caller spells it.
Availability checked
Your calendar is asked for that day; the agent offers only what is free.
Booking confirmed
The full date, time and time zone are read back, the caller agrees, and the booking is written once.
Transfer when needed
If speech stays unclear or the calendar fails, the call goes to your team with what was heard and done.
Walk One Real Case Through It
Thirty minutes, one case from your own process. We map it against the workflow on this page and tell you plainly what can be reused from our demonstrations and what has to be built for your systems.
The Systems Around It
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Telephony and voice
- A voice provider chosen with you
- your existing phone system
- a test number first
Calendar and booking
- Google Calendar
- Calendly
- or your booking system
CRM
- HubSpot
- Zoho
- Salesforce
- or a custom CRM
Knowledge
- Approved answers
- opening hours
- policies you maintain
Staff directory
- Who can be reached
- when
- and through which queue
Team handover
- Transfer
- callback queue
- or your help desk
A Caller Can Always Reach a Person
The agent acts only on speech it heard clearly enough, reads back anything a booking depends on and transfers instead of guessing. Caller ID is not treated as proof of identity.
Outbound calling is deliberately separate: it needs consent rules and your approval for every list, and cold-calling campaigns are not something we build into a receptionist.
- A confidence threshold you set
- Names and times read back
- Transfer after repeated misunderstanding
- No confirmation without the calendar
- No outbound calls without consent rules
- A record of every call
Straight Answers
What do you need from us to connect it?
A decision on the voice provider and phone number, which we make together after checking current capabilities and costs; access to your calendar or booking system; the answers the agent may give; and who can be transferred to. A test number or web call comes first, before any public line.
Who owns it, and who supports it after launch?
You do. The code, the configuration and the accounts it runs under are yours, in your name. Support after launch is agreed with the project: we can keep running and extending it with you, or hand it to your team with documentation.
What does it cost to run?
Running costs come from three places: the language model, which is billed by usage; the channel or provider, which has its own fees; and hosting and monitoring. For voice, the provider charges for call minutes and speech processing. We estimate these from your real volumes before anything is built, and we do not publish a price list because the figures depend on those volumes.
What can you show us today, and in which languages?
The call logic running on transcripts with test data: a booking by voice, a name read back and spelled, an interruption, an unavailable member of staff and a failed booking that ends in a transfer. It has not been run on live calls yet. We evaluate Arabic and English speech on recordings representative of your callers before offering either, and do not claim a language from a provider's feature list.
Start With One Kind of Call
Tell us which calls you miss or repeat most. We will show you the call logic, agree what a test line should prove and be clear about what has not been tested yet.