24/7 AI receptionist

Turn calls into
booked appointments.

Your 24/7 AI receptionist answers questions, qualifies callers, and books appointments or connects them with your team. We handle setup and ongoing management.

Plan my receptionistHear a call

Full-time, overflow, and after-hours coverage.

  1. Incoming call
  2. Details captured
  3. Availability checked
  4. Appointment booked

Coverage options

Available 24/7.
Configured around
your team.

Use your AI receptionist as the first point of contact, a backup when staff are busy, or coverage when the office is closed.

Choose a coverage option

Full-time reception

Your AI receptionist answers incoming calls first, then handles questions, books appointments, or connects callers with your team.

Overflow coverage

Your team answers first. Calls they cannot take move to your AI receptionist.

After-hours answering

Your AI receptionist handles calls when the office is closed, following your booking and escalation rules.

We configure coverage around your hours, staff, and existing phone setup.

A call in action

See how a call becomes a booking.

Follow an incoming inquiry as the receptionist collects details, checks availability, and books the appointment.

0:001:19

Demo call · HVAC · No heat

  1. CallSteam

    Thanks for calling Larkfield Heating and Air. This is the virtual assistant. How can I help?

  2. Caller

    Hi, yeah. My furnace stopped working last night. It’s just blowing cold air.

  3. CallSteam

    Sorry to hear that. Let’s get a technician out to you. What’s the service address?

  4. Caller

    It’s 418 Linden Street, in Ambler.

  5. CallSteam

    Got it, 418 Linden Street, Ambler. Is anyone in the home at risk without heat, like an infant or someone elderly?

  6. Caller

    No, just me and my wife. We’ve got space heaters going.

  7. CallSteam

    Okay, good. Is it a gas furnace, and do you know roughly how old it is?

  8. Caller

    Gas. Maybe twelve years old?

  9. CallSteam

    Thanks. Let me pull up tomorrow’s openings.

  10. Calendar checked · 2 openings tomorrow
  11. CallSteam

    I have 8 to 10 AM or 1 to 3 PM tomorrow. Which works better?

  12. Caller

    Eight to ten, please.

  13. Booked · Tomorrow, 8–10 AM
  14. CallSteam

    You’re all set for tomorrow between 8 and 10. Is this the best number for the technician?

  15. Caller

    Yep, this number’s fine.

  16. CallSteam

    Perfect. The technician will call when they’re on the way. The diagnostic visit is $89. Anything else?

  17. Caller

    No, that’s it. Thank you.

  18. CallSteam

    You’re welcome. Stay warm tonight.

When your team cannot answer

Give incoming calls a next step.

Calls arrive while your team is busy, after the office closes, and between callbacks. Your receptionist keeps the conversation moving.

  • Office closed

    After hours

    The office is closed. A new inquiry still gets an answer.

  • While your team is busy

    Your staff are helping someone else. The next caller can still reach your receptionist.

  • Before the callback

    A caller can get answers or arrange an appointment without waiting for your team to call back.

Configured around your coverage, booking, and handoff rules.

What’s included

A complete inbound call flow.

Your receptionist answers, collects the right information, and moves each call toward an answer, a booking, or your team.

Answer incoming calls with the greeting, voice, and coverage rules configured for your business.

Included

  • Full-time, overflow, or after-hours coverage
  • Multiple calls handled at the same time
  • English and Spanish
  • Custom greeting and speaking style

Collect the information your team needs before deciding what happens next.

Included

  • Caller and contact details
  • Questions specific to your services
  • Service-area and eligibility checks
  • Information captured for booking or handoff

Check availability and book eligible appointments during the call.

Included

  • Live availability in supported calendars
  • Appointment types and booking rules
  • Required details collected before booking
  • Appointment requests captured when direct booking is unavailable

Connect callers with the appropriate person using the rules you approve.

Included

  • Transfers to your designated contacts
  • Routing by caller needs and business hours
  • Urgent-call escalation instructions
  • Fallback steps when nobody is available

Answer routine questions using your approved business information.

Included

  • Services, hours, and locations
  • Service areas and business policies
  • Custom FAQs and approved answers
  • Instructions for questions that need your team

Keep caller details, conversation records, and outcomes available to your team.

Included

  • CRM logging through supported integrations
  • Call summaries, recordings, and transcripts
  • Captured details and next steps
  • Reporting on call activity, bookings, and handoffs

We confirm your calendar, CRM, and routing requirements before launch. Multi-location workflows are configured around your setup.

Built around your business

Your industry. Your call flow.

We configure the questions, business knowledge, booking rules, and handoffs around how your team works.

HVAC

Handle service inquiries, collect equipment and issue details, and arrange the appropriate next step.

  1. Understand the request

    Capture the issue, service address, and relevant equipment details.

  2. Check the fit

    Follow your service-area, appointment, and escalation rules.

  3. Move it forward

    Book an eligible visit or pass the details to your team.

Information captured

  • Service needed
  • Service address
  • Equipment details
  • Next step

Roofing

Collect project details and help callers arrange an inspection or reach the right person.

  1. Understand the request

    Capture the property location and whether the inquiry concerns a repair, replacement, or inspection.

  2. Check the fit

    Follow your service-area and project-intake rules.

  3. Move it forward

    Arrange an eligible inspection or route the inquiry to your team.

Information captured

  • Project type
  • Property location
  • Issue details
  • Next step

Dental

Handle routine practice questions, capture patient inquiries, and support your appointment workflow.

  1. Understand the request

    Identify whether the caller is a new or existing patient and collect the reason for calling.

  2. Check the fit

    Follow your approved appointment and staff-handoff rules.

  3. Move it forward

    Book a supported appointment or connect the caller with your practice.

Information captured

  • Patient status
  • Reason for calling
  • Appointment request
  • Next step

Med spas

Answer approved service questions and help callers arrange a consultation or reach your team.

  1. Understand the request

    Capture the service of interest and whether the caller is new or returning.

  2. Check the fit

    Follow your consultation, scheduling, and staff-handoff rules.

  3. Move it forward

    Book an eligible consultation or send the request to your team.

Information captured

  • Service of interest
  • Client status
  • Consultation request
  • Next step

Calendar access, business rules, and connected systems determine the final workflow.

Setup and ongoing management

We build it. We test it. We manage it.

We configure your receptionist around your business, check the connected actions, and keep the workflow aligned as your needs change.

Before your first live call

  1. Map your calls

    We learn your services, common questions, coverage needs, booking rules, and escalation contacts.

  2. Build and connect

    We configure the receptionist and connect the agreed calendar, CRM, and call-routing actions.

  3. Test and approve

    You review test calls. We check the answers, bookings, handoffs, and fallback steps before launch.

After launch, we stay involved.

Your business changes. We review the calls, maintain the setup, and handle the updates.

  • System checks

    Daily

    Daily automated checks for configured system and integration failures.

  • Exception review

    Business days

    Business-day review of flagged calls and failed actions.

  • Call-quality review

    Weekly

    Weekly review of selected calls and identified issues.

  • Updates and maintenance

    As needed

    Routine changes tested and released within two business days. Larger changes receive a separate timeline.

  • Monthly reporting

    Monthly

    A summary of call activity, bookings, handoffs, issues, and improvements.

See how we handle an update
Example: one change, start to finish

  1. Review

    Issue identified

    A caller asked about an area outside the configured service boundary.

  2. Adjust

    Change prepared

    Clarify the service-area response and next step.

    Approved answer · service area

    1. Caller asks about an area
    2. Check approved service areas
    3. RevisedOutside the area: explain coverage and offer the next step

  3. Test

    Test completed

    Check the revised answer and fallback behavior.

  4. Release

    Update released

    Publish the checked change.

Compare your options

Choose how your calls are handled.

The right setup depends on the calls you receive, the work you want handled, and who will maintain the workflow.

CallSteam

Managed AI receptionist

For businesses that want their receptionist built, tested, and maintained for them.

  • Custom setup and testing
  • Configured call handling
  • Supported booking and transfers
  • Ongoing review and monthly reporting
View service detailsHide service details
Setup
We configure your knowledge, call flow, and agreed integrations, then test the setup with you.
Call handling
Your AI receptionist answers, qualifies inquiries, and follows your booking and handoff rules.
Booking and routing
We configure supported calendar actions, transfers, and fallback steps.
Ongoing management
We handle the agreed checks, call-quality review, routine updates, and monthly reporting.

Self-managed AI software

For teams that want to configure and maintain their own AI receptionist.

View detailsHide details
Setup
Your team configures the business information, call flow, and connected actions, with any support included by the provider.
Call handling
The AI follows the knowledge, instructions, and capabilities configured in the platform.
Booking and routing
Available actions depend on the software, integrations, and setup.
Ongoing management
Your team owns the business-specific review and changes, alongside the provider’s platform support.

Human answering service

For businesses that want people answering calls on their behalf.

View detailsHide details
Setup
The provider establishes the answering instructions and service scope with you.
Call handling
Human agents answer using the provider’s processes and your agreed instructions.
Booking and routing
Scheduling, transfers, and integrations depend on the provider and plan.
Ongoing management
The provider manages its answering team. Script updates, reporting, and workflow support vary.

Capabilities and support vary by provider and agreement. CallSteam transfers calls to your designated contacts; it does not supply human answering agents.

Questions, answered

What to know before we start.

Fit and call handling

Can it work with our current phone setup?

We review how your calls are routed and confirm the connection before launch. The receptionist can be configured for full-time, overflow, or after-hours coverage, depending on your setup.

Can it work alongside our existing receptionist?

Yes. Your team can keep answering first, with the AI handling calls they cannot take or calls outside office hours. We configure the coverage around your staff and schedule.

Can it book directly into our calendar?

Yes, with supported calendars and booking actions. We confirm access, availability rules, and appointment types before launch. If direct booking is unavailable, the receptionist captures the request for your team.

What happens when a caller needs a person?

The receptionist follows your agreed transfer rules using your employees or existing answering arrangements. CallSteam does not supply human answering agents.

What happens if nobody answers a transfer?

We agree on the fallback before launch. Depending on your setup, that can mean trying another contact or capturing the details for follow-up. After-hours escalation follows your designated contacts and instructions.

Will callers know they are speaking with AI?

Yes. The receptionist introduces itself as a virtual assistant, and callers can ask to speak with a person. Transfers follow your configured availability and handoff rules.

Can it handle English and Spanish?

Yes. We configure English and Spanish call handling and test the relevant questions, answers, and handoffs before launch.

Setup and ongoing care

Which CRM and calendar systems can you connect?

We assess your systems and the actions you need before confirming scope. The setup can include booking appointments, logging caller details, recording outcomes, and passing information to your team through supported integrations.

Can it support multiple locations?

Yes. We configure location-specific information, coverage, booking, and routing around your requirements. The setup depends on how your locations and connected systems operate.

What do you need from our team?

Approved business information, system access, booking rules, and escalation contacts. You review representative test calls and approve the workflow before launch.

What happens when our business changes?

Send us the requested update. We test and release routine changes within two business days. Larger configuration or integration changes receive a separate timeline.

What does ongoing management include?

Daily automated system checks, business-day exception review, weekly call-quality review, routine maintenance, and monthly reporting on activity, outcomes, and improvements.

Your next step

Let’s plan your receptionist.

Tell us how your business handles calls today. Then choose a time to discuss the coverage, booking, and handoffs you need.

Plan my receptionistRevisit the call demo
  1. Five questions
  2. Choose a time
  3. Discuss your setup
1 of 5

Your call workflow