Aaptly AI receptionist
When you’re with a customer or closed for the day, Aaptly can answer the call, ask what’s needed, and collect the right details. Book where supported, or leave your team a clear request to follow up.
Your services, hours, and instructions.
Aaptly handles the phone setup and test calls.
A question about heating repair.
“Thanks for calling Cedar Heating & Air. I’m the AI receptionist. How can I help?”
A greeting that identifies the business and the AI receptionist.
Receptionist for HVACWhat the receptionist does
Customers call with a question, a problem, or a plan. We set up the receptionist to understand the request, use your business information, and explain what happens next.
Use your business name, services, opening hours, location, and approved answers. We prepare the greeting and call instructions around the questions your customers actually ask.
Prices, service areas, policies, and availability come from the information you approve. Unknown details need a follow-up.
Find out what the caller needs, confirm their name and callback number, and collect relevant details. A repair inquiry, a haircut, and a first consultation need different questions.
Keep the conversation focused. Your team receives the request without asking the caller to start from the beginning.
Check available times and make a booking where a supported Aaptly calendar and the right services are configured. Otherwise, collect a request for your team to confirm.
A requested time is not a booking. An estimate, dispatch time, or appointment in an unconnected system needs confirmation from the business.
Use AI-first answering or let your team’s phone ring before Aaptly answers. Set the hours when a person can be reached and the wording for callers outside those hours.
We configure and test the agreed phone arrangement. When nobody is available, the caller can leave a useful callback request.
Requests outside the agreed answers, complaints, and callers asking for a person need a clear handoff. We set the destination and what the team should receive.
The current handoff records a request for a person to follow up and can alert the configured contact. Team-first routing lets staff answer the live call before the AI.
Review the caller’s request, call outcome, and available summary, transcript, or recording. Call and conversation details help the team see what still needs a reply.
We test the agreed notifications and follow-up path. Recording availability depends on the setup and successful capture.
The way your phone is answered
Keep the arrangement that makes sense for your team. We check the number, call destination, ring time, and what happens when nobody is available.
The business destination rings. If nobody answers within the configured time, the AI receptionist takes the call.
The AI answers using your business instructions. A request for a person follows the agreed handoff and team availability.
Existing numbers and forwarding depend on the current phone provider. We confirm the arrangement and run test calls before launch.
Bookings & human follow-up
Some calls can finish with a booking. Others need your team to check the work, confirm a time, or answer a question. The caller should know which one applies.
“You’re booked for Thursday at 3 p.m.”
Example assumes no deposit is required. Pending requirements remain visible; a request is never described as confirmed before it is.
“I’ve noted the damage and your callback number.”
The business confirms the visit and scope. A complex estimate, clinical question, or legal inquiry needs the appropriate person.
The current handoff saves a follow-up request and can alert the configured contact. The person calls the customer back. For staff to answer the live call before the AI, use team-first routing. We test both the ringing destination and the follow-up path.
After the call
The call record and related conversation keep the available details together. Your team can review the request and pick up the next action.
The heat is running, but every room is still cold. Morgan wants to discuss a service visit.
Shortened example, not a customer record. “Answered” describes the call; it does not mean the customer’s request is resolved.
See the service requested, information the caller gave, and what was agreed. An available transcript or recording provides more context when needed.
Keep a booking, callback request, handoff, and answered question distinct. The team’s reply or completed follow-up matters beyond the call ending.
Follow up from the related conversation using the channels in your setup. Supported text follow-up and notifications are agreed and tested before use.
A receptionist for your business
Try any of the 34 business types in the preview. The service, conversation, collected details, and next step change together. Your actual setup uses your own business information.
HVACPlumbersElectriciansRoofersLandscapingCleaning ServicesPest ControlLocksmithsGarage Door CompaniesAppliance RepairHandyman ServicesPaintersCarpet CleanersPool ServiceMoving Companies
The job, the property, the service area, and a useful callback request. Your team confirms estimates, site visits, and dispatch arrangements.
Med Spas
Consultation requests and approved practice information. Clinical suitability and treatment advice stay with your qualified team.
Hair SalonsNail SalonsLash & Brow StudiosDay SpasMassage Therapy
Service questions, new-client details, and supported appointment booking. Complex color work and timing questions go to the salon.
DentistsDermatologistsChiropractorsPhysical Therapy
New-patient inquiries, visiting information, and requests for the practice. Clinical advice and urgent-care decisions stay with qualified staff.
Attorneys & Law Firms
Contact details, the general nature of an inquiry, and any stated deadline. The firm handles legal advice, conflict checks, and accepting a case.
Auto Repair
The vehicle, the requested work, and when the customer can talk. The workshop confirms diagnosis, estimates, and repair timing.
Gyms & Fitness CentersYoga StudiosPersonal Trainers
First visits, class questions, and coaching inquiries. Your team handles individual program advice and membership decisions.
Pet GroomersVeterinarians
The pet, the requested visit, and the owner’s questions. Grooming details go to the groomer; medical questions go to the veterinary team.
Barbershops
Haircuts, opening hours, barber preferences, and supported appointment times. Your shop’s service and availability rules guide the call.
Tattoo Studios
The idea, placement, reference material, and a consultation request. Your artists decide design, suitability, pricing, and session length.
Set up around the real business
Give us your business facts and the decisions only you can make. Aaptly handles phone configuration, call instructions, testing, and agreed ongoing changes.
Services, hours, locations, approved prices, common questions, and the person responsible for follow-up.
Your number, answering mode, team availability, booking or callback rules, notifications, usage, and fees.
Try routine questions, an unavailable time, and a request for a person. Check the call record and the team’s next step.
Tell us when services, hours, prices, or contact people change. We update the agreed setup and check the affected call path.
Discuss your receptionistBefore you start
We review your current number and phone provider, then agree the forwarding or number arrangement. Aaptly handles the technical configuration and test calls; you provide authorization where your provider requires it. We confirm what your setup supports before changing how calls are answered.
Yes. The supported team-first mode rings the configured business destination before the AI takes over if nobody answers. AI-first answering is also available. We test the timeout, destination, and fallback behavior for your number.
Yes, according to the agreed setup. We configure your business information, team availability, and after-hours instructions. If nobody is reachable, the receptionist takes details for follow-up instead of promising a live transfer or an immediate visit.
Do not assume every calendar is connected. Direct booking is supported where the Aaptly calendar, staff, services, and availability are configured and enabled. We verify your exact arrangement. For an unconnected system, a complex job, or work requiring review, it can collect the request for your team to confirm.
The current human handoff records a request for follow-up and can alert the configured contact. It does not transfer an ongoing AI call to a staff member. If you want your team to answer the live call first, use team-first routing. After hours, the receptionist collects the details for a callback.
The call instructions use your approved business information and define when to ask your team. Prices, availability, diagnoses, legal advice, or custom commitments should not be invented. We review example calls with you before launch and make agreed updates when your services or policies change.
Yes. Call history and the related conversation show available call details and outcomes. Summaries, transcripts, recordings, and notifications depend on the call and configuration. We explain what will be available and test the owner’s follow-up path before launch.
We agree the phone arrangement, business information, call instructions, booking or handoff scope, usage allowance, fees, notifications, and ongoing review. Text follow-up and additional channels are confirmed separately where supported. You provide business facts and approvals; Aaptly owns the technical setup and maintenance.
Start with the calls you receive
We’ll explain the answers, questions, booking options, and handoffs that fit your business.
Book a receptionist walkthrough