AI Receptionist
Every call answered. Every request moved forward.
SOC 2 Type II audited
HIPAA-enabled with a BAA
Multilingual support
Give your business a front desk that’s always available. Your AI Receptionist answers calls and messages, captures what each customer needs, books or reschedules appointments, and connects callers with the right person.
It works with your calendar, CRM, and business tools to keep records current. You define what it can answer, which actions it can take, and when it should bring in your team.
Workflows
Book an appointment
At 9:40 p.m., a homeowner calls a plumbing company about a leaking water heater. The receptionist confirms the address, flags the job as urgent, books the first morning slot and texts a confirmation.
Reschedule a visit
A service customer calls an auto dealership to move Thursday’s oil change. The receptionist finds the appointment, offers Friday morning, moves it, updates the scheduler and texts the new time.
Connect a caller
A caller has a question for the sales desk. The receptionist captures who is calling and why, transfers the call to the right person, and records the outcome.
Capabilities
Phone calls
Text messages
Voicemails
Calendar
Advanced
Computer use
Integrations
Webhooks
API
Responsibilities
Customer intake
Collects names, contact details, and the reason for each call or message. Asks your intake questions and saves the information your team needs to follow up.
Business questions
Answers common questions about your hours, location, services, and policies using the information you provide. Brings in your team when a request falls outside the answers you’ve approved.
Appointment scheduling
Checks your connected calendar, books new appointments, and handles rescheduling. Confirms the details with the customer and keeps your schedule up to date.
Call routing
Identifies what the caller needs and directs them to the right person or department using your rules. Captures a message when the right person isn’t available.
Customer record updates
Creates or updates records in your connected CRM and business tools with contact details, requests, and appointment information captured during the conversation.
Warm transfers
Briefs your team on the caller’s request and relevant details before handing over the call.
FAQs
What is an AI Receptionist?
An AI Receptionist is an AI employee who handles incoming calls and messages for your business. It answers questions, captures details, books appointments, routes callers, and updates your connected systems.
How is this different from an answering service or voicemail?
An answering service takes a message and passes it along. Voicemail waits for someone to listen. The AI Receptionist completes the request in the moment: it books the appointment, answers the question, or routes the call, and records the outcome in your systems.
Can the AI Receptionist answer calls and texts after hours?
Yes. It can cover nights, weekends, and busy periods when your team is unavailable. You set the hours, responses, and escalation rules it follows.
What customer details can it capture?
It can capture names, contact information, the reason for reaching out, location, urgency, and other details your workflow requires. That information can be saved directly to the customer record.
Can it book or reschedule appointments?
Yes. With your scheduling system connected, it can check availability, offer open times, book or reschedule appointments, and send confirmations within the rules you define.
Can it route calls or perform warm transfers?
Yes. It can route callers by department, location, request, or urgency and perform warm transfers. When your team is unavailable, it can capture the request for follow-up.
What questions can it answer?
It can answer questions using the business information you provide, including opening hours, locations, services, approved pricing, and appointment instructions. You decide which questions require a person.
Does it update our CRM or system of record?
Yes. With the relevant systems connected, it can create or update contacts, save intake details, record appointment changes, and log the outcome of each conversation.
Which industries use the AI Receptionist?
Health and wellness clinics, home services companies, property management firms, automotive dealerships, professional services, and multi-location businesses with high call volume.
How is the AI Receptionist billed?
Vida offers usage-based billing. Receptionist work with a clear completed result, such as appointments booked, can also run on outcome-based billing, where you pay when the agent delivers the outcome.
How long does it take to deploy?
Vida’s team works with you to map the call flow, approved answers, scheduling rules, and handoff paths. Most receptionist agents start with a paid pilot on live calls, then expand once the results hold.
