AI Receptionist & Call Handling

When you can’t answer,
give callers a next step.

Stay with the customer in front of you. Ally can answer questions, take messages and get the details to the person who needs to follow up.

Start with overflow, after-hours or selected call types. You choose where it fits around your team.

Book a free audit

Pick a time in our booking calendar. The audit is free.

Illustrative example · Not a live customer system

From a call to a clear callback.

Caller“I’d like a quote for weekly office cleaning.”

AI receptionist“Which suburb is the office in, and when would you prefer the team to call?”

Caller“West Perth. Tomorrow morning would be good.”

AI receptionist“I’ll take your name and callback number, then read the details back before passing your request to the team.”

Callback request

Awaiting staff callback

Caller: Example caller · callback number captured
Reason: Quote for weekly office cleaning
Location: West Perth
Preference: Tomorrow morning · time not promised
Owner: Sales team
Next action: Staff review the request and call back

Proposed record in your agreed CRM, Sheet or task tool. The request is captured; the callback is still for your team to complete.

Where it helps

Cover the calls that interrupt work or go unanswered.

A rushed voicemail can leave staff chasing the basics. An agreed conversation collects the reason, contact details and relevant context so the next person knows what to do.

Busy with customers?

Let your team answer first. Overflow handling can pick up when they are busy or unavailable, with a useful message ready for follow-up.

Enquiries after closing?

Give callers approved information and capture their request during agreed closed hours, with a clear expectation about the next step.

The same questions all day?

Handle selected call reasons such as opening hours, service areas or preparation instructions, and pass exceptions to staff.

The call and the handover

From a ringing phone to a follow-up your team can act on.

We agree the route, conversation and staff destination together. Your team can work from an existing approved workspace rather than learning a separate dashboard.

Call reaches the agreed route
Your phone setup sends overflow, after-hours or selected calls to the AI receptionist.
Answer or collect the essentials
Use approved answers, ask relevant questions and read back important contact and request details.
Save and assign the next step
Create a structured request in the agreed destination, with a reason, owner and status. Notify the responsible team.
Your team follows through
Staff review the record, call back or take the requested action, then update its status.

Unclear, sensitive or urgent? Give it a human route. We agree which calls need a person, where they should go and what happens if nobody answers. Where a transfer is included, an attempted transfer stays distinct from a confirmed connection. Urgent calls use the agreed escalation instructions; a routine callback queue is not an emergency response service.

Choose a useful first scope

Start with capture. Add the actions your callers need.

A practical starting point is one location, one language, a few common call reasons and one staff destination with a named owner.

A useful starting point

Answer & Capture

One call route, approved business answers and structured message or callback capture.

Your team receives: the details needed to follow up, assigned to an agreed owner.

Answer & Route

Add agreed transfer destinations, opening-hour rules and a fallback when the right person is unavailable.

Your caller gets: a route to the appropriate team, or a clearly explained callback path.

Answer & Act

Add one specifically agreed, supported action, such as creating an appointment or looking up a job status.

Your team sees: the actual system result. A failed or uncertain action stays visible for staff review.

Direct booking is optional. We confirm what your system supports before including it. A booking request or a sent link does not mean an appointment has been created.

What Allevic delivers

The working call flow, including what happens afterwards.

We design, configure and check the agreed workflow around your business. You bring the call examples, business answers and people who own the follow-up.

Before launch, we check the relevant real phone routes and downstream records with you, including unavailable staff and failed actions.

Your agreed call flowCall types, hours, approved answers, required details and human handover rules.
Configured answering and phone routingThe voice agent and agreed connection to your phone setup, with a way to revert routing.
A usable staff handoverScoped connections, a clear record destination, notifications and named owners for unfinished work.
Launch checks and a short staff guideRelevant acceptance evidence, how to work the queue, update information and get help.
Clear operating costs and responsibilitiesSetup, voice and telephone usage, required subscriptions and any agreed monitoring or ongoing support.

Practical questions

How would this fit your business?

Can we keep our number and let staff answer first?

Often, existing number forwarding or a supported phone-system connection is the right starting point. We check your provider and routing options first. You can use overflow or after-hours handling; moving your number is a separate decision, not an automatic part of the setup.

Where does our team see the callback requests?

In an agreed CRM, Sheet or task tool, with email or team-chat notifications where included. We confirm that the owner can access the record and knows how to update it. Saving a request or sending an alert does not mean the callback has happened.

Can it make bookings during a call?

Where your booking system and rules support it, direct booking can be scoped as a connected action. The receptionist confirms only after the booking system returns a successful result. Otherwise, we can capture a staff booking request or send an appropriate link through a supported channel. Rescheduling, cancellations and deposits are additional scope.

What happens if it does not know the answer?

It acknowledges the gap and follows the agreed human handover route, rather than inventing an answer or commitment. We also define the next step for incomplete calls, unavailable staff and connection failures. Questions about live availability or order status need a current, permitted system lookup.

Does this include messages or automated outbound calls?

Message delivery needs an agreed channel and supported sender setup. Automated outbound calls are a separate extension with their own purpose, contact rules and calling windows. Neither is assumed to be included with inbound answering.

What should we bring to the free business audit?

Walk us through what happens when everyone is busy. A few recent call examples, your phone provider, main call reasons and the person responsible for callbacks are a useful start. We’ll help identify whether capture, routing or a specific connected action would solve the problem.

Free business audit

Find out what to improve first.

Bring one job you’d like to make easier. We’ll talk it through and send you a short written report. Keep the advice or ask us to put it into practice.