Workflow3 min readExample
From phone call to booked pickup: the steps an AI phone agent follows
An example AI phone agent for a made-up sweets maker, step by step. What it does on each call, the tools it uses, and where your team steps in.
Example · sample data
AI phone agent
No missed calls, and every caller logged. Answers your phone, books the slot and writes down the caller. Hands over to a person when they ask for one.
Want one like this?Example: Kaveri Foods is a made-up business. Everything shown is sample data.
- 1Rohit calls at 9:47 pm, after hours
- 2The AI answers and holds a pickup slot
- 3It books him in and writes down the lead
- 4The team gets a summary on WhatsApp
Sound familiar?
If any of these sounds like your business, this is the kind of system that helps.
“I miss calls after hours.”
The phone rings after we close, and nobody knows who it was.
“When we're busy, the phone just rings.”
The team is with customers, so the caller waits or hangs up.
“Nobody writes down who called.”
So we can't call them back, and the order goes elsewhere.
How it works.
What comes in, what the system does with it, and what your team gets out at the end.
In
- Calls to your number
- Calls after hours
- Calls while the line is busy
Your systemPhone agent
- Answers and asks what the caller needs
- Books a slot from the times you set
- Passes the call to a person when needed
Out
- A booking, in your calendar
- The caller's details, logged
- A short summary on WhatsApp
- 1
A customer calls, even after you close.
- 2
The agent answers and asks what they need.
- 3
It books a slot from the times you set, or takes a message.
- 4
If the caller needs a person, it hands over or arranges a call back.
- 5
Your team gets a summary of every call on WhatsApp.
What you'd own.
At handover, all of this is yours. After the three free months, a support plan only if you want one.
- The full code for the agent and its call log
- Every call log and summary
- The phone and AI accounts, in your name if you choose
- The documents to run it and change it
- Three months of free fixes and support
Where it runs, your choice
- Your accounts
- Set up in your name from the start.
- Our hosting
- We run it for you, and you can move it to your own accounts at any time.
Fits the tools you have.
We check your exact setup in the first conversation, before you get a quote.
It works with
What we'd need from you
- 1The number your customers call today
- 2Your opening hours and the slots you take
- 3The questions callers usually ask
- 4Who takes a call when the agent hands over
About this system.
Something we haven't answered? Ask us directly.
Can callers reach a person?
Yes. It hands over to a person when it should, for example when the caller asks for one or the question is one it shouldn't answer. If nobody is free, it arranges a call back.
Which languages can it speak?
We'll confirm in the first conversation, once we have seen the kind of messages and calls your business gets.
Does it work with our current number?
We'll look at your phone setup in the first conversation. Often calls can be passed on from your number to the agent, for example after hours.
Where do the call notes go?
Every call is logged with a short summary, and your team gets it on WhatsApp, as in this example.
What can it book?
Whatever your team books today, such as pickups, visits or call backs, from the times you set.
What does it cost?
There are no set prices. We talk about what you need, then send an itemised quote for your build. After the three free months, a support plan is there if you want one, never required.
Want one like this?
Tell us how your team handles this today. We reply on WhatsApp, then we talk.