AI Assistants
Call handling and appointment booking
An AI receptionist that answers your business line, takes clear messages, and hands callers to a person when it matters.
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.
$500–$1,500 setup + $150–$400/mo Estimate
Includes human escalation and clear limits. No promise of perfect call handling or recovered revenue.
Overview
How it works
Missed calls are part of running a small business. You're on a job, with a customer, or closed for the night, and the phone keeps ringing. Your AI receptionist answers every call on your business number, says up front that it's an AI and that the call may be transcribed, and helps the caller using only the answers you've approved.
Its main job is simple. It finds out why someone is calling, answers the questions you've signed off on, and captures a clean message with a name, a callback number, and the reason for the call. When a caller asks for a person, sounds upset, or has something urgent, it connects them to your team.
After every call, you get an email with a short summary and the full transcript. The caller is saved as a lead in your dashboard, so nothing lives only in someone's memory. For appointment requests, the receptionist works with your booking rules and tells the caller clearly whether a time is requested or confirmed. You decide what it says, when it transfers, and who hears about each call.
What it looks like
A typical walkthrough
For example, here's a normal day for a landscaping company using the AI receptionist.
A call comes in while the crew is busy
The owner is on a mowing job and can't pick up. The receptionist 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 area. The receptionist answers from the approved service list and service area, in one or two short sentences.
The caller asks about price
The receptionist doesn't guess or quote. It explains that pricing is confirmed after the team learns about the job, and offers to take a message so someone can follow up.
It takes a clean message
It asks for the caller's name, best callback number, and what they need. It reads the number back to confirm it before saving the message.
An urgent call gets a person
Later, a caller reports a broken irrigation line flooding a yard. The receptionist says it's connecting them and transfers the call to the owner's cell.
The owner gets the summary
Between jobs, the owner opens an email for each call with the caller, number, reason, and full transcript. Each caller is already in the dashboard as a lead.
Under the hood
How our system does it
Disclosure comes first
Your business number runs on Twilio, which hands each call to the Vyybe receptionist after the system verifies the request came from Twilio. Every call opens with a spoken greeting that says the caller is talking to an AI assistant and that the call may be transcribed.
Each turn is speech in, short answer out
Twilio turns the caller's words into text, and Claude, the AI model from Anthropic, writes a short spoken reply. It answers only from your approved knowledge and never quotes prices or timelines.
Three clear tools: message, transfer, end
The receptionist acts only through three tools: take_message saves a name, callback number, and reason; transfer_to_team connects the caller to a person; end_call says goodbye and hangs up.
Transfers never loop
When a transfer is requested, the system checks that you've set a forwarding number. If no one is set up to receive the call, the receptionist doesn't bounce the caller around. It tells them nobody is available, takes a message, and ends the call politely.
Silence is handled gently
If the caller goes quiet, the receptionist asks, "Are you still there?" After a second silent turn, it offers another way to reach you, says goodbye, and closes out the call so it still gets logged.
Every call ends with a summary and a lead
When a call ends, for any reason, the system builds a transcript and emails a summary to the people you choose. If the caller spoke, it creates or updates a lead in your dashboard, matched against existing contacts so repeat callers don't become duplicates.
A safe fallback when the AI is unavailable
If the AI service can't be reached, the receptionist still takes the caller's message in one step, tells them the team will call back at that number, and sends you the summary. Callers are never left with dead air.
Works with
What it does
What it does
Discloses that it's an AI
Tells every caller it's an AI assistant and that the call may be transcribed, right at the start.
Answers approved questions
Covers services, service area, hours, and other facts you've approved, in plain spoken language.
Takes complete messages
Collects a name, callback number, and reason, and confirms the number back to the caller before saving.
Transfers to a person
Connects callers who ask for someone, sound upset, or have an urgent problem to the number you choose.
Handles appointment requests
Works with your booking rules and tells callers clearly whether a time is a request for your approval or confirmed.
Emails a summary and transcript
Sends the caller details, reason, transfer status, and full transcript to your team after every call.
What it can do for you
Why it helps
Fewer calls that go nowhere
Callers get a response and a clear next step even when you can't pick up.
Better callbacks
You call back with the name, number, reason, and transcript already in hand.
Less time on repeat questions
Routine questions about services and hours get answered without pulling you off the job.
Urgent calls still reach you
The calls that need a person get transferred, and the rest wait for you in an organized list.
What you control
Your rules, your approvals
- The greeting wording, which always includes the AI and transcription disclosure
- The approved answers the receptionist can use
- The forwarding number for transfers, and whether transfers are on
- Who receives call summaries and transcripts
- Which appointment types are requests and which can be confirmed
- Turning the receptionist on or off at any time
Who it's for
Is this a good fit?
- Service businesses whose owners are often on a job site or with a customer
- Teams that get calls after hours and want each one captured
- Businesses that answer the same few phone questions over and over
- Probably not the right fit if most of your calls need detailed, case-by-case advice that only a trained person can give
How we work
From first conversation to live
Discovery
We talk through how calls come in today, what callers ask, and which calls must reach a person right away.
Setup on your business profile
We load your services, hours, service area, and approved answers into one business profile, and connect your number, forwarding line, and alert emails.
Test in safe mode
We place test calls together and review the transcripts, adjusting answers, transfers, and the greeting until you're comfortable.
Go live
We point your number to the receptionist and watch the first real calls closely with you.
Ongoing review
We review transcripts with you, update approved answers as your business changes, and tune how calls are handled.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- AI receptionist on your Twilio business number
- Spoken AI and transcription disclosure on every call
- Approved-answer knowledge built from your business profile
- Message taking with callback number confirmation
- Transfer to your team, with a safe fallback when nobody is available
- Call summary and transcript emails
- Testing in safe mode and ongoing review of real calls
Not included
- Phone carrier and Twilio usage charges, which are billed by those providers
- Detailed quotes, diagnoses, or advice given over the phone by the AI
- Outbound sales or cold calling
What you'll provide
- Your services, hours, service area, and the questions callers ask most
- Approved answers, including what the receptionist must never say
- A forwarding number for transfers and the email addresses for call summaries
- Access to your existing business number, or approval to set up a new Twilio number
- Your booking rules, if callers can request appointments
Safeguards
Controls built in
- Every caller hears that they're talking to an AI and that the call may be transcribed
- The receptionist answers only from approved knowledge and never quotes prices, timelines, or guarantees
- It confirms a message is saved only after the system saves it
- Requests for a person, upset callers, and urgent issues go to a person
- Transfers fall back to a message when no forwarding number is available, so callers aren't bounced
- You own your phone number, call records, and lead data
FAQ
Questions owners ask
Will callers know they're talking to an AI?
Yes. Every call starts with a spoken notice that the caller is talking to an AI assistant and that the call may be transcribed. If a caller asks, the receptionist confirms it again. We treat this as part of how the system works, not an option.
What happens when someone asks for a real person?
The receptionist connects them to the forwarding number you set. If nobody is set up to take the call, it tells the caller plainly, takes a message, and you get the summary right away.
Can it quote prices?
No. It explains that pricing is confirmed after the team understands the job and offers to take a message. For Vyybe's own work, scope and price are confirmed in writing after a short conversation.
What do I get after each call?
An email with the caller's name, number, reason, whether the call was transferred, and the full transcript. The caller also appears as a lead in your dashboard.
How much does it cost?
Scope and price are confirmed in writing after a short conversation about your calls and setup. Phone and Twilio usage are billed by those providers, separate from our fees.
Put call handling and appointment booking to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.