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Rachel — Phone Receptionist

Using Rachel for phone calls without losing customers.

Rachel sounds natural on calls and handles the standard inbound patterns for a service business. The key to a good call experience is setting her up with specific answers to your most common questions — and making sure callers know she's your AI receptionist so they're not confused.

What Rachel handles well

Caller type What Rachel handles When she transfers
New customer inquiry Answers questions about services, provides basic pricing, takes message or schedules Complex quote requests, specific job questions
Existing customer scheduling Checks availability, books appointments, confirms details Same-day changes, urgent issues, complaints
Service question Answers FAQ, explains standard services, provides business info Technical troubleshooting, dispute calls
Appointment confirmation Confirms date/time, reminds of what's included, answers logistics Rescheduling requests without prior notice
After-hours caller Takes message, explains business hours, provides emergency contact info if set Active emergencies, billing disputes

The opening script every caller gets

How Rachel answers
"Thank you for calling [Your Company Name], this is Rachel. How can I help you today?"

[If they ask who she is:]
"I'm an AI receptionist working for [Your Company Name]. I'm here to help with scheduling, answer questions about our services, and make sure you get connected to the right person."

[If they seem confused:]
"I understand if this is new — I'm the virtual receptionist for [Your Company]. I can help you schedule, answer common questions, or connect you with [Owner's name] if needed."

What to put in Rachel's workspace

  • Business hours: When calls go to voicemail vs. to you
  • Service list: What you do, what you charge, what's included
  • Transfer rules: Who gets called for what type of issue
  • Pricing basics: General ranges so she can answer "what does this cost?"
  • No-go list: What she should not commit to without checking with you
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Important context: Texting is not available through Rachel — that's a known blocker. Set expectations with callers that she handles voice calls and can take a message. If you need texting, that's a separate tool.

Test call checklist before going live

  • Call your own number and listen to Rachel's opening
  • Ask a basic service question and see if she answers correctly
  • Ask for a quote on a specific job — does she give general info or transfer?
  • Say "I want to speak with a human" — how does she respond?
  • Ask for a scheduling appointment — can she give availability?
  • Call after hours and see the after-hours handling
  • Ask a question that has a specific answer (e.g., "do you service [neighborhood]?")

Do this weekly in the first month to catch problems before customers do.

Common mistakes to avoid

  • Not telling callers she's an AI receptionist — creates confusion when they find out mid-call
  • Leaving her workspace empty — she defaults to generic responses without specific answers
  • Not testing after changes — always call-test after updating pricing, services, or transfer rules
  • Setting her to auto-send without review — always confirm she's handling calls correctly
No missed calls

Rachel answers so you never miss a lead.

$33/mo · All 6 employees · 7-day money-back guarantee

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