Use case · AI Receptionist
An AI receptionist for the front desk that never goes on break
Clientager greets every caller and message, answers common questions, books appointments, takes detailed messages and puts people through to the right person when they need one.
Ready for your review in 24–48 hours
Clientager: Good afternoon, Lakeside Physio. I'm the practice's AI assistant, and this call may be recorded. How can I help?
Customer: Hi, I need to move my appointment on Thursday. Something came up at work.
Clientager: No problem. Can I take your name and date of birth to find the booking?
Customer: It's Emma, born March 3rd, 1988.
Clientager: Thanks, Emma. I see Thursday at 9:00 with Alex. Alex also has Friday at 8:00 or Monday at 4:30. Would either suit?
Customer: Monday at 4:30. Also, can I talk to Alex about my exercises?
Clientager: Done, you're moved to Monday at 4:30. Alex is with a patient, so I'll pass on a message that you'd like a quick call about your exercises. Is this number best?
Customer: Yes, this one's fine.
What Clientager did
- Appointment moved: Thu 9:00 → Mon 4:30 pm with Alex
- Message for Alex: patient requests call about home exercises
- SMS confirmation sent
Quick answer
What does an AI receptionist do?
An AI receptionist answers your phone and messages like a trained front desk. It greets customers in your business's name, answers questions about services, hours and prices you approve, books or changes appointments, takes messages, and transfers calls to staff when needed. Clientager's AI receptionist works around the clock, introduces itself as an AI assistant, and records every conversation in your CRM.
Illustrative example
Customer message
Can I book an appointment?
Happy to help with that. Let me check and get it sorted for you now.
Saved to the customer record
What Clientager handles for ai receptionist
- Greet every caller
- Answer common questions
- Book and change appointments
- Take detailed messages
Live availability
Booked · reminder scheduled
What gets missed today
The front desk is doing three jobs at once
Your receptionist is checking someone in, answering the phone and replying to a message at the same moment. Something always waits, and it is usually the caller.
Lunch breaks and sick days leave gaps
One person cannot cover every hour. When they step away, calls go to voicemail, and many people never leave a message.
After-hours enquiries are lost
Customers call and message in the evening and on weekends. Without someone to answer, they contact the next business on their list.
Messages are vague or missing
A scribbled note saying "call back re: appointment" is not enough. Staff waste time chasing details that should have been captured the first time.
What Clientager can handle for you
- Greet every caller
- Answer common questions
- Book and change appointments
- Take detailed messages
- Transfer calls to staff
- Cover after hours
- Record every conversation
Enquiries it handles every day
- “Are you open on Saturdays?”
- “Can I book an appointment?”
- “Can I speak to the manager?”
- “How much is a first visit?”
- “Where do I park?”
- “I'm running late, is that okay?”
- “Can you send me directions?”
How it works
- 01
Greet in your business's name
The agent answers with your greeting, introduces itself as an AI assistant, and can announce call recording if you choose.
- 02
Understand why they're calling
It listens for the reason, whether that is a booking, a question, a delivery, a complaint or someone asking for a specific person.
- 03
Handle the routine
It answers from your approved information, books or moves appointments, and sends confirmations by text or email.
- 04
Transfer or take a message
When someone needs a person, it transfers during hours you set or takes a complete message with name, number, reason and urgency.
- 05
Log the outcome
Every interaction is recorded with a summary, so your team starts each morning knowing exactly who called and what was done.
What a good receptionist does, and what the AI takes on
A good receptionist makes a business feel organized. They answer quickly, know the answers, book the right appointment and get people to the right person. Clientager's AI receptionist covers the routine part of that job, consistently, across phone, WhatsApp, website chat, email and SMS. It works from the information you give it, so answers stay accurate and on-brand rather than improvised.
It does not replace the warmth of your team in person. Instead, it takes the phone pressure off, so whoever is at the desk can focus on the customer standing in front of them. Many businesses use it during busy hours, lunch breaks and after closing, and let it handle everything outside the moments that truly need a person. Your team can still see every conversation and step in whenever they like.
Transfers, messages and knowing when to hand over
You set the rules for who gets calls and when. A caller asking for the owner can be transferred during business hours, sent to voicemail, or given a callback time. Urgent issues can trigger an instant text to a manager. Outside hours, the agent takes a complete message with the reason, urgency and best callback time, and sends it to the right person.
The receptionist is configured to step aside when judgment matters: complaints, sensitive personal matters, unusual requests or anything it is unsure about. In health settings it never gives medical advice and directs emergencies to emergency services or your staff. When it hands over, it tells the customer what happens next and when to expect a reply. AI handles routine work. Your team steps in when human judgment matters.
Setting it up for your front desk
Tell us how your front desk works: services, hours, staff, booking rules, common questions and who should receive which calls. Our team configures the agent, connects your calendar where available, and tests realistic calls. It is usually ready for your review within 24–48 hours, and nothing goes live until you approve it. You can ask for changes to wording, transfer rules or booking logic at any point.
We'll help you connect your existing number, whether through call forwarding, a SIP connection or another supported route, confirmed during setup. You can start with phone only and add WhatsApp or website chat later. Plans start at $39 per month with setup included, and website chat and email are built into every plan. See our pricing page for details, and note that prices may vary by region.
Frequently asked questions
Will callers be able to tell it's an AI receptionist?
The agent introduces itself as your business's AI assistant, so callers know from the start. It speaks naturally and handles interruptions and follow-up questions well. Most callers simply want a quick, accurate answer or a booking, and if anyone prefers a person, it transfers or takes a message.
Can the AI receptionist transfer calls to my staff?
Yes. You decide who receives which calls and during which hours. The agent can transfer live, try a second person if the first does not answer, or take a detailed message and notify the right person by text or email.
Does it replace my human receptionist?
That is your choice, but most businesses use it alongside their team. It covers peaks, breaks and after-hours, and it handles repetitive calls, so your receptionist has more time for in-person customers and tasks that need a human touch.
What can it say about prices and services?
Only what you approve. During setup you share your services, prices or price ranges, policies and preferred wording. The agent answers from that information and passes anything it does not know to your team rather than guessing.
Can it handle several calls at the same time?
Yes. Unlike a single front desk line, the AI receptionist can answer multiple callers at once, so nobody hears a busy tone or waits in a queue during your busiest moments. Each caller gets the same complete, consistent service.
How long does it take to get our AI receptionist running?
Once you've told us how your front desk works, our team builds and tests the agent. It is usually ready for your review within 24–48 hours. You test it with real scenarios, request changes, and approve before customers reach it.
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Want this for your business?
Tell us how your business works. We'll build the AI around it, test it, and have it ready for your review within 24–48 hours.