Scenario · inbound calls
24/7 call answering that never makes answers up
24/7 call answering means the AI voice agent picks up your company's calls outside office hours too: it answers from your documents, notes the request, books an appointment or takes a message, then sends a summary. When it does not know, it says so.
Updated 3 October 2026
Nova Parc, bună ziua! Sunt Andrei, asistentul virtual al recepției. Spuneți-mi, vă rog, cu ce vă pot ajuta.
Bună ziua. Am o livrare pentru unul dintre chiriașii voștri și nu știu pe unde să intru.
Vă ajut. Livrările se fac pe poarta 3, din strada Depozitelor, între 8 și 17. Poarta principală e doar pentru vizitatori.
Poarta 3, bine. Trebuie să anunț pe cineva?
Da, paza de la poarta 3 vă cere numele firmei destinatare și un număr de aviz. Pentru ce firmă e livrarea?
Pentru Atelierul Grafic, la etajul 2.
Atelierul Grafic, corp B, etajul 2. Vă pot pune în legătură cu departamentul logistic al parcului, ca să vă trimită pe cineva cu un cărucior.
Da, ar fi de ajutor, am cinci colete mari.
Am trimis cererea către departamentul logistic.
Mersi. Și încă ceva: vreau să las un mesaj pentru cei de la Atelierul Grafic.
Sigur, notez. Ce mesaj le transmit?
Să știe că vin în jur de 15:30 și că unul dintre colete e fragil.
Am notat: livrare în jurul orei 15:30, cinci colete, unul fragil. Pe ce nume și la ce număr vă pot suna dacă au întrebări?
Cosmin, de la curierat. 07xx xxx 846.
Mulțumesc, Cosmin. Mesajul a plecat către Atelierul Grafic, pe email și SMS.
Super, mulțumesc mult!
Cu plăcere! La poarta 3 vă așteaptă cineva cu căruciorul. Drum bun!
Call ended. Everything is in the record.
Motiv apelDepartamentMesaj
- Motiv apel
- Livrare · informații acces
- Departament
- Logistică · confirmat ✓
- Mesaj
- Transmis ✓ · livrare 15:30 · colet fragil
Simulated call with a fictional business and data.
The 6:05 pm call
Who answers calls after office hours?
After closing time, the phone rings out or goes to a recorded message nobody listens to. During the day, the front desk is busy with whoever is in front of them and calls pile up.
The agent answers every call, at any hour, in English, Romanian or another language. It does not just "take a message" after a beep: it holds a conversation, finds out what the caller needs and does something with it.
Some call it an AI receptionist or a virtual receptionist. Unlike a voicemail box, it understands the request; unlike a remote human secretary, it is there at 3 am and on public holidays.
The phone doesn’t ring only during office hours
Your people work set hours. Customers call when they have time: early morning, at lunch, in the evening. The agent is there then too.
- outside hours · office hoursEvenings, nights and early mornings, the phone rings out
- outside hours · the agentThe agent answers, takes notes and leaves the summary for the morning
In the example, 7 of 11 calls fall outside office hours: 00:42, 06:36, 08:12, 17:24, 19:00, 20:36, 22:18.
Illustrative calls, not real data. Office hours are an example.
The flow of a call
From "good afternoon" to a summary by email
-
It answers and introduces itself
With your company's name, as a virtual assistant, and says that the call is recorded.
-
It understands the reason
It lets the caller explain, then checks what it has understood. Questions like "which entrance do I use?" or "what time do you open?" are the most common.
-
It answers from the knowledge base
It searches your documents: opening hours, access, rates, procedures. It gives the answer briefly, without reading out a whole paragraph.
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It chooses the action
If it is a question, it answers. If it is a request, it notes it. If it is an appointment, it looks for a slot in the calendar. If it is for a particular person, it takes a message.
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It asks for the minimum details
The name and a contact number, so your company can get back to the caller. It reads back what it has noted.
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It sends the summary
The message reaches the right person by email, SMS or WhatsApp, depending on your setup.
Someone calls at 11:40 pm. What happens next
The agent answers right away, looks in what you gave it and sees the request through: an answer, a booking or a message noted for your team.
- 01Calls
- The customer calls any time, at night too
- 02Answers
- The agent answers right away, no queue
- 03Looks up
- Knowledge base your documents and website
- 04Resolves
- Answers from what you gave it
- Books offers 2-3 free slots
- Takes a message when a person is needed
- 05After the call
- Summary in the portal recording and transcript
- Confirmation by SMS or WhatsApp
- Team notification a colleague calls back
The usual alternatives
The agent compared with voicemail and a traditional front desk
It does not replace every kind of reception. Compare what matters to you.
| What matters | Voicemail | Human reception | AI voice agent |
|---|---|---|---|
| Availability | 24/7 | Office hours | 24/7 |
| Answers questions | No | Yes | Yes, from your documents |
| Records the request in a structured way | An audio message | Yes | Yes, with a summary |
| Unusual situations | Not applicable | Judges on the spot | Never makes things up: hands over or takes a note |
What it can do
From the knowledge base to action
Answers questions
From the documents and website you give it: opening hours, addresses, access, procedures, services.
Books appointments
Offers 2-3 free time slots from the calendar and books one, with a written confirmation. See clinic appointment booking.
Takes messages
Writes the message down word for word, with the caller's name and number, and sends it to the right recipient.
Routes calls
Sends the request to the right department. If you have a hand-over number set up, it can suggest or make the transfer.
Logs the request
Every call gets a summary and an outcome, visible in the portal, plus the recording and transcript.
Speaks the caller's language
English, Romanian or any of the configured languages. See the available languages.
What the agent does when it doesn’t know
It does not make things up. It searches your documents and, if nothing fits, says so honestly, notes the request and leaves it to someone on your team.
- 01Question
- A question maybe an unexpected one
- 02Searches
- Searches the documents only what you gave it
- 03Found?
- Yes answers from the documents
- No says so, makes nothing up
- 04Then
- The customer has the answer
- Takes a message name, phone, the request
- 05Your team
- Summary in the portal
- A colleague calls back with the request already noted
Fictional example
A call after hours
The company in this example is fictional.
Caller: I have a delivery in the morning and I don't know which gate to use.
Agent: Deliveries are received at the service gate, from 8 am. Which company is the delivery for?
Caller: A tenant on the second floor.
Agent: I can leave them a message so they know you are coming. What is your name, and which number can they call you on?
The information in the answer comes from the company's documents, not from the agent's imagination.
Firm rules
What you can expect, and what not
- It answers every call, whatever the hour
- It uses only your information
- It announces that the call is recorded
- It hands over or notes anything beyond its information
- It shows you every call in the portal
- It does not make decisions on behalf of the company
- It does not promise anything that is not in your documents
- It does not share personal information about other people
- It does not replace a person in sensitive situations
Quick answers
Frequently asked questions
Can it transfer the call to a person?
Yes, if you have set up a number or a person to hand over to for that situation. Otherwise it takes the message and sends it to the team straight away. We agree the rule for each type of request together.
Does it also work during office hours?
Yes. It can take all calls, or only those the front desk cannot get to, for example when every line is busy or after closing time.
How does it know what to answer?
From the knowledge base: your documents and website. The more complete the content, the better the answers. You can review calls and fill in whatever is missing.
Which languages does it speak?
English, Romanian and others from the 84 available languages. An additional language has a one-off setup, which you see in your estimate. Pricing explains how it is worked out.
Can I keep my current phone number?
A phone number is assigned automatically during setup. How it connects to your current number is agreed at the start, depending on how your company's telephony is organised. Write to us via contact.
Continue with
Where to go next
Clinic appointment booking
Clinic appointment booking by phone: the AI voice agent offers 2-3 free time slots from the calendar, confirms by SMS or WhatsApp and sends a reminder.
Call centers
AI call center: an AI voice agent runs repetitive confirmation, reminder and survey campaigns, with retries and reports. Hard cases stay with your people.
How it works
From sign-up to your first test call and daily operation. See what the agent does on a call, how it retries and what you can check in the portal.
The line is free
Hear it, then decide.
Sign up, see the estimated cost in the form and test the agent on your own phone before it calls anyone.