How It Works — FrontDesk Pro

The Process

From missed calls to booked appointments

You don't need new systems or complicated training. We configure FrontDesk Pro around your current workflow, then it runs in the background and keeps your team in the loop.

We set up your call flow

We customise the AI to match how your business answers calls, handles after-hours, and what information you want captured.

Greeting, transfers, after-hours rules
Appointment types and booking rules
What to escalate vs what to handle

Outcome: the AI behaves like a trained receptionist — not a generic bot.

We connect your number & notifications

Calls route to your AI number (Twilio), and your team receives SMS/email notifications with the details that matter.

Missed-call forwarding or after-hours forwarding
SMS + email alerts (fair use)
Fail-safes and fallback handling

Outcome: you never lose the lead, even if you're busy.

The AI answers calls 24/7

The AI handles common questions and follows your process every time — consistent, calm, and professional.

Captures name, number, reason for call
Handles reschedule/cancel where configured
Escalates urgent situations where required

Outcome: better customer experience and less front-desk pressure.

Bookings or qualified leads are delivered instantly

If it can book, it books. If it can't, it captures a qualified lead and sends it to your team with a clear summary.

Booking confirmations sent to your team
Lead summaries with call notes
Clear next steps (call back / confirm / follow-up)

Outcome: faster response = higher conversion.

We improve it over time

You'll see what callers ask, where they drop off, and how to tighten the script so you capture more bookings with less effort.

Refine prompts and booking rules
Handle new appointment types or promotions
Reduce repetitive calls to your team

Outcome: the receptionist gets better as your business grows.

Simple Flow

One call in. Clear outcome out.

Here's the full loop in plain English.

Customer calls your business

Normal call behaviour — no app required.

→

AI answers 24/7

Follows your scripts and rules.

→

Booking or lead delivered

SMS/email summary sent instantly.

If booking is enabled AI confirms times, applies rules, and creates the booking.

If booking isn't possible AI captures details + urgency and sends your team a qualified lead.

FAQ

Common questions

Short answers to the things every business asks before going live.

Do I need to change my phone provider? +

No. Most businesses use missed-call or after-hours forwarding to route calls to the AI number. If you want full porting later, we can discuss it.

Will calls ever stop if we hit the monthly minutes? +

No. We use a soft cap. Calls continue uninterrupted and any additional minutes are billed at your plan's overage rate.

Can it handle multiple providers? +

Yes — that's exactly what the Pro plan is designed for. We configure provider routing and appointment types during onboarding.

How do we get notified about calls and bookings? +

You'll receive SMS and/or email notifications depending on your preference — with caller details, reason for call, and the outcome.

How long does onboarding take? +

Usually a few days depending on how quickly we receive your appointment types, provider list, and call rules. We test before go-live so it's stable from day one.

How FrontDesk Pro works

What you get