Your AI
Receptionist
Your smart receptionist, available 24/7. Welcomes callers, answers questions and connects them to the right person—even after office hours.
Call answering
conversations
call routing
notifications
A helpful first response.
A more focused team.
From the first question to the next available person, give callers a clear path forward.
Stay available after hours
Let callers ask a question or leave their details when your team has finished for the day. A callback request gives you a starting point for the next conversation.
Reduce routine interruptions
Let your receptionist handle common enquiries and find the right destination, so your team can spend more time on conversations that need their attention.
Make follow-up easier
Capture the caller’s name, callback number and reason for calling. Give your team useful context when a live connection is not possible.
The right person. Wherever they are.
Your AI receptionist understands who the caller needs and follows your routing sequence to find the right destination.
Understand
Identify who the caller needs.
Try desk
Call their Cloud PBX extension.
Try mobile
No answer? Try their mobile phone.
Try backup
Route to another team member.
Take a message
Capture caller details and the reason for calling.
Notify
Send an SMS and call summary.
More than call answering
Give every caller a consistent experience while your team stays focused on what matters.
24/7 availability
Answer calls during office hours, weekends, holidays and after hours.
Natural conversations
Callers simply say what they need instead of navigating phone menus.
Intelligent transfer
Route to employees, departments, queues or external numbers.
Find-me / follow-me
Try desk phones, mobiles and alternate destinations automatically.
AI message taking
Collect caller details, the reason for calling and callback requests.
Voicemail transcription
Turn voice messages into easy-to-read text.
Instant SMS notifications
Notify the intended employee when a message is captured.
Business knowledge
Answer common questions using information about your business.
See how a call
could unfold.
A business enquiry, a request for a colleague or an after-hours message: each caller needs a different next step.
Illustrative conversations. Actual responses depend on your business information and call-routing setup.
Discuss your call flowA new sales enquiry
CallerI’d like to speak to someone about your services.
AI receptionistI can help connect you. What would you like to discuss?
CallerA phone system for our new office.
AI receptionistLet me try the sales team for you.
Next step: route the caller to the relevant team.
Reaching a colleague away from their desk
CallerCould I speak to David, please?
AI receptionistI’ll try David’s extension.
AI receptionistThere’s no answer at his desk. Let me try his mobile.
Next step: follow the configured desk, mobile and backup sequence.
A message after office hours
CallerI’m calling about an appointment tomorrow.
AI receptionistThe team is unavailable right now. May I take your name, callback number and a message?
CallerI’d like to ask about changing the time.
Next step: capture the request and notify the team for follow-up.
Let customers say
what they need
No complicated phone menus. Your AI receptionist understands the caller’s request and determines the best next step.
- Understands employee names and departments
- Answers common business questions
- Routes calls to the right destination
- Transfers to a human when needed
AI + cloud communications
in one solution
Your AI receptionist becomes an intelligent layer inside your InstaCall Cloud PBX environment.
One AI receptionist. Many business use cases.
Sales
Capture leads and connect prospects to your sales team.
Customer support
Answer routine questions and route complex issues.
Appointments
Help callers with scheduling and appointment enquiries.
Multi-location
Find the right branch and connect the caller.
Start with the way your team works.
Bring your business information and preferred call flow to your setup conversation with InstaCall.
Prepare your answers
Gather opening hours, locations, service information and common questions. Decide which enquiries should go to a person.
Map the next steps
List employees, departments and backup contacts. Agree what should happen during business hours, after hours and when nobody answers.
Walk through real calls
Review typical enquiries, transfers and message-taking scenarios with our team before putting your receptionist to work.
Before your first call.
Understand how the receptionist fits your team and what to prepare.
Talk through your requirementsWhat does an AI receptionist do?
It provides the first response to an inbound call. InstaCall’s AI receptionist can answer common business questions, route callers to a person or department, and collect a message when your team is unavailable.
How is it different from a traditional phone menu?
A phone menu asks callers to choose numbered options. An AI receptionist lets them explain what they need in conversation, then uses that request to find a relevant answer or destination.
What happens outside business hours?
The receptionist can answer common questions and collect callback details after hours. Available transfer destinations depend on the routing sequence and contacts configured for your business.
Can a caller still speak to a person?
Yes. Calls can be directed to employees or departments. If the first destination does not answer, your configured sequence can try a mobile or backup contact before taking a message.
What information should we prepare?
Start with business hours, locations, frequently asked questions, employee and department contacts, and instructions for unanswered calls. Keep this information current as your business changes.
How does it work with InstaCall Cloud PBX?
The AI receptionist provides conversational call handling alongside your Cloud PBX destinations, such as extensions, ring groups and queues. Our team can help map a call flow to your environment.
Can it help with appointment enquiries?
It can collect the reason for the call and connect the caller to the right team or capture a request for follow-up. Ask our team about any scheduling-system connection you need before relying on direct booking.
How do we find the right setup and price?
Talk to the InstaCall team about your call volume, office hours, locations and routing needs. We can discuss the configuration, available integrations and pricing for your business.
Get your AI receptionist.
Give every caller a next step.
Give customers an intelligent first response while your Cloud PBX handles everything behind the scenes.
Talk to our team