The call comes in when nobody can answer
The fitter is on the roof, the treatment is under way, the car is on the lift. Whoever doesn't get through dials the next number — and that number belongs to somebody else.
Service 06 — Phone assistant
Somebody picks up, even when nobody can.
A phone assistant answers calls when no one in the business is free: it listens, records what the caller needs, puts appointments straight into the calendar and passes on callback requests as a note somebody can actually work with. It does not replace a conversation with a person — for emergencies, complaints and anything advisory it transfers the call or does not take it at all. Where that line sits is settled before we build, not afterwards.
Who it's forFor businesses whose phone rings while everyone is out on a job — trades, medical practices, garages, law firms.
Starting point
Where it usually goes wrong
An answering machine takes messages, not calls
A recorded greeting books no appointment and asks no follow-up question. Many callers simply hang up, and the few messages that do arrive are often incomplete — name mumbled, number missing, request unclear.
Calling back costs the time twice
Ring back in the evening, nobody answers, try again the next morning. Three attempts for an appointment that would have taken two minutes to agree.
Demonstration
A call answered while nobody can pick up
The assistant takes the call, has the conversation and leaves a note you can actually work with the next morning.
- 01
It rings, and nobody is free
After hours, during an installation, in the midday rush. The call is diverted instead of ringing out.
- 02
The assistant picks up
It says who it is and that it is taking notes. Anyone who would rather it did not is put through without a transcript.
- 03
The conversation is understood
The request, the callback number, the urgency — plus the follow-up questions needed to judge it correctly.
- 04
The note is waiting for you
Field by field instead of prose: who called, what it was about, what was agreed.
Scope
What you get
- First the question of when it must NOT answer
- Emergencies, complaints, bereavements, anything advisory. We define which calls it transfers immediately and at which times it does not pick up at all. An assistant that knows when to stay quiet is worth more than one that attempts every conversation.
- Announcement and consent at the start of the call
- Anyone keeping a record has to say so first: recording or transcribing a call needs the caller's consent in most places we work. The announcement comes at the start, in one sentence. Callers who do not agree are put through or get a call back — with no transcript.
- Taking the request, not interrogating the caller
- The caller says what they need in their own words. The assistant only asks for what is still missing afterwards: name, a number to reach them on, location, what it is about. No menu, no keypad.
- Appointments on your rules
- Lead time, duration, which appointments on which days, which hours are blocked. The slot is in your calendar before the caller has hung up, and the confirmation follows by text or email.
- A callback request you can act on
- Name, a number that reaches them, the request in one sentence, urgency, time of the call. That is the difference between a note somebody can work with and "please call back".
- A person is always reachable
- On request, on uncertainty and at any sign of irritation the assistant transfers the call — to the office phone, to a mobile, to whoever is on duty. If nobody is available it says so plainly and gives the route for an emergency.
- Connected to your phone system, calendar and CRM
- Your number stays your number; the assistant sits behind call forwarding — when the line is busy, after five rings, or outside business hours. Appointments and notes land where you already look.
- Every call readable, with a fixed deletion period
- You see what was said and what the assistant made of it, and you can correct a note. How long the transcripts are kept is settled before launch and expires automatically afterwards.
Process
How it runs
- 01
Sort the calls
We go through which calls come in, at what times and how they end today. That decides what the assistant can take on — and what it explicitly cannot.
- 02
Call script & fixed price
The announcement, the questions, the limits and the escalation paths are written down before anything is built. Then a binding proposal with a fixed date.
- 03
Talk to it on a test number
You and your team call it yourselves, as often as you like. Anything that sounds wrong gets changed before the first customer hears it.
- 04
Switch the forwarding on & stay close
First outside business hours or only when the line is busy, then step by step further. For the first few weeks we read the calls through together.
Walkable demos
Don’t describe it — look at it
Invented businesses, real interaction. Click your way through before you ask what something like this costs.
The businesses in the demos are invented. They are not client references.
Price
What it costs
An assistant that answers the phone when nobody is free — and transfers the call when a person is needed.
Fixed price
Phone system and calendar connection included
- Sorting the calls: what it takes on and what it does not
- Call script with announcement and consent notice
- Connection to phone system, calendar and CRM
- Appointment booking on your rules
- Transfer to a person, at any point
- Transcript with an agreed deletion period
- Trial run on a separate number before going live
Questions
What gets asked about this most
How do I know whether AI makes sense for me at all?
A good indicator: is there a task someone performs the same way several times a week, based on text or documents? Then it's worth a look. If there isn't, we'll say so — an AI agent solving a problem you don't have is just an expense.
How do you handle GDPR and tracking?
We use no third-party tracking services. This website is the example: it sets no consent-requiring cookies. That is why the notice on your first visit asks nothing about statistics or advertising — it only records your own decision, and declining there is exactly as easy as accepting. If you need a specific tool that works differently, we tell you the legal implications up front instead of just wiring it in.
How long does a project take?
A company website typically runs three to five weeks, an app six to ten weeks plus the store review, a single automated workflow one to two weeks, an AI agent two to four weeks. The biggest variable isn't on our side — it's how quickly copy, images and access credentials arrive. The proposal states exactly what we need from you and when.
What happens after launch?
Your choice. Either you take over — code, content and all credentials are fully yours, with no dependency on us. Or you take the retainer: updates, monitoring, security patches and ongoing development at a fixed monthly price, cancellable monthly. No annual contract, no notice period.
Other services
A handful of building blocks. One system.
You'll hear back within 24 hours