Busy line
Everyone is already on a call
The second and third callers are answered instead of hearing a ringtone or a full voicemail box.
Workflow · Missed calls
Every call answered, even when nobody is free.
When your team is busy, out or closed, the call is still answered, understood and booked, and the caller gets a text to confirm.
When this happens
You choose when it picks up. Everything else rings through to your team as normal.
Lunch
The desk is empty for an hour
Calls during breaks and meetings are answered after the number of rings you set.
Evenings
Someone calls after work
Many people only have time to call once their own working day ends. They can still book in that evening.
Weekends
The office is closed
Saturday callers get an answer, a booking for next week and a text, rather than a message they may never leave.
Peaks
Monday morning rush
When calls stack up, routine requests are handled so your team can focus on the calls that need them.
Cover
Holidays and sickness
When your receptionist is away, the phones are still covered without arranging a temp.
What happens, step by step
The homepage shows four steps. This is the full version, including what happens with urgent calls.
- 01Automatic
Call answered
It picks up after the rings you set, or when the line is busy or closed. Its first line gives your firm's name and says it is an AI receptionist.
- 02Waits for you
Urgent calls go to a person
If a caller describes something urgent or a risk to someone's safety, it does not try to handle it. It transfers to your on-call person where your phone system allows, or tells the caller to ring 999.
- 03Automatic
Need understood
It works out whether this is a new or existing client, what the call is about and any preferences, such as mornings only. It asks only the questions you approved.
- 04Automatic
Simple questions answered
Opening hours, where you are, parking, what to bring and which services you offer, all from information you approved. Anything else becomes a message.
- 05Automatic
Diary checked
It looks at real availability in the right person's or team's calendar and offers times that fit the caller's preferences and your rules.
- 06Automatic
Booked and texted
The booking goes into your diary and the caller gets a text confirming the day, time and place, with a way to change it.
- 07Automatic
Summary to your team
Every call leaves a short written summary in the inbox or system you choose, so nobody has to listen back to find out what happened.
- 08Waits for you
Call-backs for the rest
Questions that need advice, complaints and queries about an existing matter or treatment become messages for a person to call back.
What runs on its own, and what waits for you
Answering, understanding the reason for the call, booking routine appointments and confirming them by text run on their own, because they follow your rules and your diary. Anything that needs a professional view goes to a person as a message or a transfer.
We agree the rules with you before launch: when it answers, which appointment types it can book and with whom, what it can say about your services, and what counts as urgent. Out of hours it can book into next week, take messages, or both. You choose.
The voice and wording are set to match your firm, formal or relaxed, and it always opens by saying it is an AI. If a caller asks for a person, it takes a message or transfers them where your phone system allows. It never pretends otherwise.
- When it answers: rings, busy line, out of hours
- Which appointments it can book, and with whom
- Approved answers about your services
- Your urgent-call rules and on-call contact
- Where call summaries are sent
- Wording and tone of the greeting
An example call
A fictional Saturday call to a law firm's private client team.
Saturday 11:40 · Office closed. Call answered on the first ring, as set for weekends.
AI receptionistGood morning, you have reached Harlow & Reed. I am the firm's AI receptionist. How can I help?
ClientHi, I need help with probate for my dad. Are you open Saturdays?
AI receptionistI am sorry about your dad. We are closed on Saturdays, but I can book you a first appointment with our private client team on Monday. Would morning or afternoon suit you better?
ClientMorning please. Will I have to pay inheritance tax?
AI receptionistI cannot advise on that, but the solicitor will go through it with you on Monday. I have Monday at 10:30. Shall I book it?
ClientYes, thanks.
Booked Monday 10:30 with the private client team. Text confirmation sent. Summary in the team inbox, with the tax question flagged for the solicitor.How it looks in your sector
Law
Law firms
New callers about wills, probate, property or disputes are booked with the right team. Existing clients asking for their solicitor get a message passed on. It never comments on a case or the law.
Read more →Accounting
Accountants
Busy periods such as the run-up to the January self assessment deadline bring more calls. It books meetings, takes messages for each client's manager and answers only from your approved list.
Read more →Healthcare
Healthcare
Routine appointment requests are booked into the right clinician's diary. Anything that sounds like a medical emergency follows the urgent protocol you set, such as 999 or a transfer to your clinical team.
Read more →The rules it works by
Limits on calls
- It never gives advice.Legal, medical or financial questions become a message for the right person.
- It never holds an emergency.Urgent or safety calls go straight to a person or to 999.
- It never pretends to be human.Its first line says it is an AI receptionist.
- It never books outside your rules.Only the appointment types, people and hours you approved.
Questions about missed calls
Does it work on our existing phone number?
Usually yes, through call forwarding from the number your clients already know. We confirm how it works with your phone provider during the audit, before anything is built.
Can it put a caller through to a person?
Where your phone system allows transfers, yes, and you choose who it transfers to and when. Where it does not, it takes an urgent message and alerts your on-call person by the route you set.
What happens with urgent or safety-related calls?
It does not try to handle them. It transfers the caller to a person or tells them to ring 999, following the urgent rules you agree with us before launch.
Will callers know they are talking to an AI?
Yes. Its first line says so. If a caller would rather speak to a person, it takes a message or transfers them.
Can existing clients ask about their matter or treatment?
It can take a message and pass it to the right person, with a summary of what was asked. It does not discuss the detail of a case or treatment.
Other workflows
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.