An AI receptionist for your next customer call.
An AI receptionist answers routine business calls, understands why someone is calling and helps them take the next step. VirtualVox helps you plan that workflow around your business information, opening hours and escalation rules.
Where this workflow helps
When your team is already speaking with a customer, another enquiry can wait unanswered. A reception workflow gives routine questions a consistent first response and collects details for conversations that need your team.
How to plan your ai receptionist workflow
Define what the receptionist can answer
Prepare your opening hours, services, locations and frequently asked questions. Decide which details should never be guessed, such as a custom quote or an unavailable service.
Capture a useful callback request
Agree on the information your team needs: caller name, reason for calling, preferred callback time and relevant context. Ask only for information needed to handle the enquiry.
Set a clear handoff
Define what happens when the caller asks for a person or the answer is not in your business information. Confirm callback and transfer options with your phone provider during setup.
Example: a service business receives an after-hours enquiry
A caller asks whether your team can help with a repair tomorrow. The receptionist can follow your approved questions, collect the request and explain the next step. It should not promise a technician or appointment until availability is confirmed. This is an illustrative workflow, not a customer case study.
What to prepare
- Opening hours and service area
- Approved answers and unavailable services
- Callback ownership and response expectations
- Phone number compatibility and language testing
What to measure in a pilot
- Enquiries captured when staff cannot answer
- Callback requests with complete details
- Questions requiring human assistance
- Caller feedback and incorrect answers
Your questions, answered
Is an AI receptionist the same as an IVR?
An IVR usually routes callers through menus or fixed choices. An AI receptionist handles spoken questions within the information and actions configured for it. Some businesses use both; the best setup depends on their phone system and callers.
Can small businesses in India use an AI receptionist?
A small business can start with one enquiry workflow rather than automate every call. For an Indian deployment, confirm phone connectivity, language performance and the total quote before rollout. Your account administrator confirms the setup for your business.
Will it replace my receptionist?
It is best evaluated as support for routine enquiries and calls your team cannot answer. People should retain responsibility for exceptions, sensitive conversations and decisions outside the configured workflow.
Start with a conversation
Tell us about your phone system, languages and expected call volume. Your signed-in dashboard shows the rate assigned to your account.