Voice & Lead Capture
Phone and chat answering, day and night.
Phone and chat answering for calls and website chat. The assistant reads your records and your calendar, recommends an available time, and sends the enquiry by email, by text, or into your CRM.
Problem
Calls and website enquiries arrive when no one is free to answer them, and the person who called moves on.
What you get
The phone and the site chat, built for you, with the lead sent by email, by text, or into the system you prefer.
01
Phone answering
Incoming calls are answered when no one is available to take them.
02
Website chat
The same assistant is available on your website. A visitor can ask a question, receive an answer, and book a time without calling.
03
Answers from your records
Answers come from the records in Airtable and from the database linked to them. When you add a page, a note, or a document, the next call and the next chat use that material.
04
Calendar
It reads the calendar, recommends an open time, and reserves the time that is booked.
05
Where the enquiry is sent
You choose whether the conversation is sent by email, by text, to the CRM, or to all three. Each version includes who called, what they need, and the time that was recommended.
06
Available at all hours
The phone is answered throughout the day and night, including when the team is away.
An example
A sample call. The same note can go to email, a text, or straight into the CRM.
A call while the team is away
The phone rings while the team is away. The assistant reads the calendar, recommends Thursday at 2:00, and sends the caller's name, address, and the suggested time by email, by text, or into the CRM. The same question on the website receives the same answer. A member of staff still confirms the appointment.
What you gain
You choose the records it may read, the handoff, and where a lead goes.
You set the limits
You decide what it may book, what it may say, which records it may read, and which conversations must be handled by a person. The same assistant covers the phone, the website chat, the calendar and the handover to a member of staff, and you can change these rules yourself at any time.
Changes without a rebuild
You can change the greeting, the questions, the hours, and when a conversation is passed to a person, without rebuilding the system. When an answer needs to change, you add or replace a file.
A record of every conversation
Every call and every chat is logged in Airtable. You can review the conversations, see how enquiries are ranked, and see the totals for the week.
How it works
We build it around your phone, your site, and the way you want a new lead to arrive.
01
Agree the rules
We start with one working session on your hours, which jobs are worth booking, which records the assistant should read, which calendar it should use, and whether a new enquiry is sent by email, by text, or into the CRM.
02
Built in your account
The system is built in Airtable, with the database linked to it. The workspace can be held in your name. Call logs and the rest of the record can be exported.
03
You update the answers
When an answer should change, you add or replace a file. You still decide which conversations are passed to a person.
Common questions
Hours, files, and how the lead reaches the place you already work.
Who answers?
The assistant answers. A person still takes any call you have reserved for a member of staff.
Where is the enquiry sent?
To the place you choose: email, text, the CRM, or all three. We set this up for the tools you already use.
Is it available all the time?
Yes. It answers at all hours, including after the office has closed and when the team is away.
Can we change what it says?
Yes. You can edit the greeting, the questions, the hours, and when a conversation is passed to a person.
Can we change the assistant later?
Yes. The same assistant handles the phone, the website chat, the records, the calendar and sending the enquiry. You can change its rules, or replace it, without rebuilding the rest of the system.
Does it answer on the website?
Yes. The website chat uses the same information, the same calendar, and the same rules for passing a conversation to a person.
Where do the answers come from?
From the records in Airtable, and from the database linked to them. When you add a file, a page, or a note, later calls and chats use that material.
Does it train itself?
No. You update it yourself. When you add or replace a record in Airtable, the next call and the next chat use the new material. It does not train itself in the background.