Fictional demonstration · Reception
The Welcome Desk then handoff.
An original workflow for an imagined practice: a first reply, information the practice has approved and a handoff to a person.
CH 01
The brief
Hello, then handoff.
The imagined practice answers its phone when someone is free. Enquiries arrive in one place, are answered in another and are handed to a colleague in a third. The brief: one calm first reply, information that has already been approved, and a clean handoff when a person is needed.
CH 02
The approach
Say who is answering.
A welcome should be useful the moment it is heard. It says who is answering, what happens next and where else to go. In this demonstration the first voice is an AI receptionist, and it says so in its first sentence. Here is the whole call, and the note it leaves for a colleague.
- 00:00 Receptionist (AI)
Thank you for calling. You have reached the front desk. I am an AI receptionist. I can answer common questions, take a message or pass on a booking request. How can I help?
- 00:09 Caller
Hi. I would like to come in this week, but what I need is not on your website. Can you do it?
- 00:16 Receptionist (AI)
I cannot confirm that myself, and I will not guess. A team member can. I will pass it on with the details so you do not have to repeat yourself. May I have your name?
- 00:27 Caller
Sam.
- 00:29 Receptionist (AI)
Thank you, Sam. What is the best way to reach you, and when is your timing tight?
- 00:35 Caller
Email is fine. I need it sorted by Friday.
- 00:41 Receptionist (AI)
Here is what I have: a request outside the published list, a Friday deadline and a reply by email. A team member will review it and reply. The reply window is in the message I send you. Is there anything else?
- 00:55 Caller
No, that is everything. Thanks.
- 00:58 Receptionist (AI)
Thank you for calling, Sam. Goodbye.
Handoff note · created at 00:58
- AI disclosed
- Yes, in the first sentence (00:00)
- Context
- New enquiry outside the published list, with a Friday deadline
- Contact
- Sam, by email
- Owner
- A team member, who reviews it and replies
- Reply window
- Stated in the message, as agreed with the practice
CH 03
What it shows
When a handoff needs a person.
An escalation summary is the page a colleague reads before they pick up the thread. It has four short parts.
- 01
Context
New enquiry asks for a service outside the published scope and mentions a timing constraint.
- 02
Owner
Reception records the question and names the team member who can assess it. The reply window is the one the practice has agreed.
- 03
Reply
The owner confirms what is possible, asks only for the missing detail and offers a clear next route.
- 04
Close
If the practice cannot help, the reply says so plainly and points to a more suitable route where one is known.
CH 04
For a real client
What it would take.
A real set-up starts from your phone, not from a template. These are the steps and what you get back.
- How your phone is answered today, in your own words
- A greeting and call rules written with you, including what is passed to a person
- Your number connected, with booking and message handling set up
- A review of the first week of calls
- A published price: $597 set-up with the first month included, then $397 a month (CAD)
Read more in The better first impression is usually clearer.
Reception
Hear it answer a call.
Try the live demonstration on the reception page, or tell us about your phones and we will set it up with you.