Using the AI Voice Receptionist day to day

Once live, the receptionist works on its own. Your role becomes reading the summaries, handling callback requests and letting us know when something changes in the business. This page explains the typical flow and good practice.

What happens on a call

1. The caller hears the greeting with your business name and the recording notice.
2. The receptionist works out why they are calling and answers, asks clarifying questions or collects details.
3. For a booking, it confirms the date, time and contact, then records it or sends it as a request.
4. If the call matches your transfer rules, it rings the mobile you chose.
5. At the end, it says goodbye and a summary is sent to you by WhatsApp or email.

Reading call summaries

Each summary includes, where available, the caller's number, name, reason for calling, action taken (answered, booked, transferred, callback requested) and any notes. Requests that need a reply are highlighted.

What the receptionist won't do

• It won't take payments or ask for card details over the phone.
• It won't give medical advice, diagnoses or clinical guidance; at clinics it routes to the team and, in an emergency, tells the caller to dial 112.
• It won't promise discounts, exceptions or terms that are not in the information you gave us.
• It won't replace your team in sensitive conversations such as serious complaints; in those cases it transfers or takes a callback request.

Accents, noise and difficult calls

The receptionist copes well with regional Portuguese accents and English speakers with different pronunciations. On calls with lots of background noise, a weak signal or people talking over each other, it may ask the caller to repeat. If it still can't understand, it offers to take a callback request so the caller is never left without an answer.

Improving over time

If you spot a question the receptionist handled badly or couldn't answer, send us the summary of that call. We add the answer and adjust the rules. For technical issues, see troubleshooting.