By role
Virtual receptionist
Reception is where your company and a client first meet, and the reply is often late because the person at reception is doing something else or working hours have ended. A client who gets no reply books with someone else.
A virtual receptionist replies to enquiries about appointments, bookings and basic information in written channels, out of hours too. Anything outside what has been agreed, it passes to your staff.
You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.
What a virtual worker takes over
Replies to enquiries
Answers an enquiry about an appointment or booking from the information you give it: services, duration, prices, rules, directions.
Suggesting appointments
From a calendar or spreadsheet of free appointments that you open to it, suggests appointments and, when you allow it, books them.
Confirmations and reminders
Sends an appointment confirmation and a reminder before arrival, with the option to confirm or cancel.
Rescheduling and cancelling
Takes requests to reschedule or cancel, changes the appointment according to the rules and offers the freed slot to people on the waiting list.
Passing on to staff
Questions outside what has been agreed, complaints and urgent matters it passes to the person you name, with a short summary of the conversation.
What getting started looks like
This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.
- 1
We choose a channel and a type of enquiry
We start with one channel, for example email, and with the most common enquiries, to see what clients really ask.
- 2
We write down the appointment rules
Duration of services, gaps between appointments, cancellation rules, who does what. The worker must not guess.
- 3
Appointments with your confirmation
Staff confirm the suggested appointments at the start. Once these pass without corrections, you can let the worker book simple appointments on its own.
- 4
Reminders and additional channels
Then we switch on reminders and additional channels.
What we need from you
- a calendar or spreadsheet of free appointments, with access
- a list of services with duration, price and cancellation rules
- directions and answers to the most common questions
- a list of topics that are always passed on to staff
- access to the channels where clients write
What a virtual worker does not do
- The role as described covers written channels (email, messages, form). We do not promise phone calls; ask about that at the meeting.
- It does not change prices or cancellation rules and does not approve exceptions.
- It does not give professional advice, for example medical or legal.
- It does not handle complaints; it passes them to staff.
Frequently asked questions
What is a virtual receptionist?
An AI agent that replies to enquiries about appointments and bookings, confirms them and sends reminders. HelpAi sets it up and maintains it, and staff pick up whatever needs a person.
Does the virtual receptionist answer the phone?
No. The work as described covers written channels: email, messages and forms. If you are also interested in phone calls, ask about that at the meeting.
Can the worker book appointments on its own?
If you open the calendar to it and explicitly allow it, it can book simple appointments according to the agreed rules. Until you allow it, it suggests appointments and staff confirm them.
What if a client asks for something unusual?
The worker recognises requests outside what has been agreed and passes them to staff with a short summary. It does not decide on exceptions.
An estimate now, a clear figure for management.
The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.
Start the assessmentUpdated 6 November 2026.