AI Assistants
Call handling and appointment booking
A planned AI receptionist that would answer your calls, take clear messages, and hand off to a person when it should.
Calls go unanswered while you're on a job or after hours.
Calls are answered, key details captured, approved questions answered, and appropriate appointments routed or booked.
To be confirmed
Includes human escalation and clear limits. No promise of perfect call handling or recovered revenue.
Overview
How it is designed to work
This service is planned and not available yet. It is designed for owners who miss calls while they're on a job, with a customer, or closed for the night. When it launches, an AI receptionist would answer your business line, say up front that it's an AI and that the call may be transcribed, and help the caller using only answers you've approved.
Its main job would be simple: understand why someone is calling, answer the questions you've signed off on, and capture a clean message or appointment request for your team. Anything it can't handle, or anything urgent, would go to a person. We've built a similar phone assistant for Vyybe's own business line, so the design draws on that work rather than guesswork.
What it looks like
A walkthrough of the intended experience
For example, here's how a day could look for a landscaping company once the service launches. This is an illustration, not a real client.
A call comes in while the crew is busy
The owner is on a mowing job and can't pick up. The AI answers: "Hi, you've reached the business. I'm an AI assistant, and this call may be transcribed. How can I help?"
It answers an approved question
The caller asks whether the company does spring cleanups in their town. The assistant checks the approved service list and service area, then confirms they do. It doesn't guess about anything outside that list.
It takes an appointment request
The caller wants someone to look at the yard. The assistant offers times that fit your rules, collects their name, address, and callback number, and reads the number back. It tells them this is a request, and the team will confirm.
It routes a price question
The caller asks what a cleanup costs. Unless you've approved specific wording, the assistant explains that pricing is confirmed by the team and adds the question to the message.
It escalates when it should
Later, a caller says a sprinkler line has burst and is flooding their driveway. That matches your urgent rules, so the assistant offers to transfer them to the on-call number. If nobody answers, it takes a message marked urgent.
You review at the end of the day
Each call arrives as a short summary with the caller's details, the reason, and the transcript. You confirm the requested appointment and call back the people who need you.
What it does
What it is designed to do
Answers with a clear disclosure
Every call would start by saying it's an AI assistant and that the call may be transcribed. It wouldn't pretend to be a person.
Answers approved questions only
It would answer from a set of answers you've reviewed, such as services, hours, and service area. If something isn't covered, it says so and takes a message.
Takes complete messages
It would collect the caller's name, best callback number, and reason for calling, and confirm the number back before saving it.
Transfers to a person
If the caller asks for a human, is upset, or the call is urgent, it would transfer to a number you choose. If nobody picks up, it takes a message instead.
Follows your hours and service area
It would know when you're open and where you work. Outside those rules, it would explain politely and take a message rather than promise anything.
Captures appointment requests
It would gather what you need to schedule a visit. By default these are requests your team confirms, not confirmed bookings, unless you choose otherwise during scoping.
Sends a summary and transcript
After each call, your team would get a summary with the caller's details and the full transcript, so nothing depends on memory.
What it can do for you
Why it can help
Fewer calls lost to voicemail
Calls that come in while you're busy or closed would be answered and logged, instead of waiting in a voicemail box.
Cleaner callback lists
Instead of scribbled notes, you'd get a name, a confirmed number, and a reason for each call.
Fewer interruptions on the job
Routine questions could be handled by approved answers, so you can decide when to step away and call back.
Urgent calls still reach you
Escalation rules would send urgent calls to a person, so automation doesn't sit between you and an emergency.
Who it's for
Is this a good fit?
- Owner-operators and small teams who are often on a job site or with customers
- Service businesses that get calls after hours or on weekends
- Businesses with a fairly stable set of common questions and a clear service area
- Probably not the right fit if most of your calls need detailed, case-by-case advice, or if your industry has rules that don't allow AI-handled calls
How we work
From first conversation to a working setup
Discovery call
We'd talk through who calls you, what they usually ask, when you're unavailable, and what counts as urgent for your business.
Scoping in writing
We'd agree the approved answers, hours, service area, transfer numbers, and whether appointments are requests or bookings. Scope and price are confirmed in writing before any work starts.
Setup
We'd configure the greeting, disclosures, answers, message format, and escalation rules, and connect the phone number or call forwarding you choose.
Testing with you
You and your team would make test calls, including tricky ones: price questions, out-of-area requests, and urgent situations. We'd adjust until you're comfortable.
Launch and ongoing review
After go-live, you'd review summaries and transcripts. We'd update approved answers and rules as your business changes, within the agreed scope.
Scope
What's included, and what isn't
Typical scope. Exactly what's included is confirmed in writing for each project.
Typically included
- Custom greeting with AI and call-transcription disclosure
- Reviewed set of approved answers for common questions
- Message-taking with name, callback number, and reason
- Human transfer and urgent-call escalation rules
- Business-hours and service-area rules
- Call summaries and transcripts sent to your team
- Exact scope is confirmed in writing after a short scoping conversation
Not included
- Quoting prices, unless you approve specific wording
- Diagnosing problems or giving professional, legal, or medical advice
- Outbound sales calls or cold calling
- Texting callers who haven't given consent
- Phone carrier fees, phone numbers, and AI usage costs, which may carry their own costs
- A promise of perfect call handling or recovered revenue
What you'll provide
- The answers you're happy for the assistant to give, in your own words
- Business hours, holidays, and the areas you serve
- A transfer number someone actually answers, plus your rules for urgent calls
- How you want appointment requests handled and what details you need
- Access to your phone setup, or permission to set up call forwarding
Safeguards
Controls built in
- The assistant says it's an AI and that the call may be transcribed at the start of every call
- It answers only from approved content and says when it doesn't know
- Callers can ask for a person at any time, and urgent calls follow your escalation rules
- If a transfer isn't answered, it takes a message instead of leaving the caller stuck
- Appointment requests are marked as requests until your team confirms them, unless you choose confirmed booking
- Transcripts let you review what was said and correct answers quickly
FAQ
Questions owners ask
Is this available now?
No. This service is planned and not yet offered. If it sounds useful, tell us about your calls and we'll be honest about where it stands. We don't give launch dates.
Will callers know they're talking to an AI?
Yes. The design starts every call by saying it's an AI assistant and that the call may be transcribed. It would never claim to be a person.
What happens when it doesn't know the answer?
It would say it isn't sure, take a message with the caller's details and question, and pass it to your team. It's designed not to guess or make things up.
Can it book appointments directly into my calendar?
By default it would capture appointment requests that your team confirms. Direct booking may be possible depending on your scheduling tool and your rules. We'd decide that together during scoping.
Will it tell callers my prices?
Only if you approve the exact wording. Otherwise it would explain that pricing is confirmed by the team and note the question in the message.
What if a call is urgent?
You'd define what urgent means for your business. Those calls would be offered a transfer to a person, and if nobody answers, the message is flagged as urgent.
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Read moreInterested when it launches?
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