02 / INCOMING CALL SYSTEMAll systems ↗
Answer, understand, and route every approved call type.
An AI receptionist system for routine inbound enquiries, qualification, appointment coordination, summaries, and clearly defined human handoffs.
A customer calls while staff are busy, unavailable, or outside normal opening hours.
THE FLOWFour connected moves.
Four connected moves.
No mystery in the middle.
- 01↘
Answer
Open with an approved greeting and identify what the caller needs.
- 02↘
Understand
Collect only the information required for the supported call type.
- 03↘
Coordinate
Check an approved calendar, offer the correct next step, or arrange a callback.
- 04↘
Handoff
Send the team a concise summary and escalate sensitive or unusual situations.
VapiTwilioGoogle CalendarWhatsAppGoogle Sheets or CRMn8n
Useful automation has limits.
The receptionist is limited to approved administrative conversations. Urgent, sensitive, medical, legal, financial, uncertain, or explicitly requested situations are handed to a person using predefined rules.