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The phone always rings at the wrong moment: during a meeting, over lunch, just after five. Callers who get no answer do not always try again.

A receptionist is hard to find, and you do not hire anyone just for the peaks and the evenings.

The Phone Assistant picks up when your team cannot, answers the questions with a fixed answer, books an appointment or logs a call-back request, and transfers the call where that has been agreed.

What it does, step by step

  1. Pick upOut of hours, when it is busy or after a set number of rings, as you configure it. The caller hears straight away that they are speaking to an AI assistant.
  2. Recognise the questionOpening hours, the status of an appointment or order, an address, or something that needs a person.
  3. Answer from your own sourcesOnly what is in your knowledge base, calendar or system. If it does not know, it says so.
  4. Book an appointment or log a call-backName, number and what it is about, read back to check and recorded in your calendar or CRM.
  5. Transfer or hand overTo the right colleague if they are available, otherwise with a short summary in Teams or by email.

Onboarded into your business

Jolien does not start from a generic script. Like any new colleague, Jolien is onboarded into the way your team works first.

  • Your knowledgeWe onboard Jolien with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Jolien handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Jolien to match.

Works with these systems

Telephony
  • Phone system
  • APIs
Calendar
CRM
Communication

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Businesses where the phone is answered by whoever happens to be nearby.
  • Practices, installers and service businesses with lots of similar calls.
  • Organisations that want to be reachable out of hours without an evening shift.

Less of a fit if

  • Calls where emotion or difficult news is the point: those belong with a person.
  • Reports of immediate danger: those go to a colleague or to the emergency services.
  • Callers who mainly want advice that differs from call to call.

What it can deliver

  • Fewer missed callers at busy times and out of hours.
  • Call-back requests recorded in full rather than on a scrap of paper.
  • Colleagues pulled away from their work less often for the same questions.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

What is an AI receptionist or AI phone assistant?

An assistant that answers the phone, recognises what the caller wants and acts on it: answering from your own sources, booking an appointment, logging a call-back request or transferring the call. It does not take over conversations a person should have. It catches the calls that currently go unanswered.

Is an AI phone assistant the same as a voicebot?

A voicebot is the technology that understands spoken language and replies. A phone menu asks the caller to press a number. The AI phone assistant uses that speech technology, but also works in your calendar, your CRM and your knowledge base, and records every call there. That is the difference.

Does the caller know they are talking to an AI?

Yes, it says so at the start of the call. That is honest, and it stops anyone feeling misled. Anyone who would rather speak to a person can always leave a call-back request, or is transferred if someone is available.

Does an AI receptionist understand every caller?

Not always. A poor line, background noise or a strong accent makes speech recognition less reliable. That is why it reads back names, numbers and dates to check, and logs a call-back request when in doubt rather than guessing. How well it works for your callers, we test first with real calls.

Can it book appointments in our calendar?

Yes, in the calendar your team already uses, such as Outlook or Google Calendar. It only offers times that are genuinely free and fit your rules, such as the length of an appointment and who does what.

Are the calls recorded?

Only if you choose to, and then the caller is told. What is kept, a recording, a transcript or just a summary, and for how long, is agreed for each implementation.

How to put this to work

  1. 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?

More support tasks

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