Buyer & owner snapshot guide

Never lose a caller because nobody could pick up.

Sara tries your team first. When nobody can answer she takes a clear message, texts the caller, calls them back to connect them with your team, and emails you the details.

1 agent3 workflows4 caller textsTeam email summaries
SNAPSHOT GUIDEAFTER-HOURS RECEPTIONIST

After-Hours
Lead Capture

Team forwardingIncluded
Message takingIncluded
CallbacksIncluded
Call summariesIncluded
01 · What it does

Every caller gets a person, a message or a callback.

Service businesses lose jobs to missed calls. This snapshot answers every call, connects the caller to your team when someone is available, and when nobody is, makes sure the caller hears back.

Connect

Team first

Calls ring your team line during business hours.

Capture

Six answers

Name, phone, reason, urgency and best callback time, saved to the contact.

Recover

Text and callback

A confirmation text and up to two callbacks, then a task for your team.

02 · What is included

The snapshot contents.

AssetQuantityPurpose
After-Hours Lead Capture AI (Sara)1 agent

Voice receptionist that greets, forwards and takes messages.

After-Hours Calls: Connect or Take a Message1 workflow

Answers inbound calls, tries the team, takes a message.

After the Call: Summary and Missed-Call Recovery1 workflow

Texts, callbacks, AI call summary and follow-up tasks.

Callback Calls: Connect the Caller1 workflow

Runs when a callback is answered and connects the caller.

Contact fields3 fields

Reason for Call, Is It Urgent, Best Callback Time.

Company Name variable1 variable

Your business name in every greeting and text.

03 · How it works

Three workflows, one caller journey.

After-hours call handling workflow
After-Hours Calls: Connect or Take a Message, saved September 24, 2026. Dashed steps need the owner's team phone or email sender.
Text version of this diagram

An inbound call finds or creates the caller by phone number, and Sara greets them with the business name. The call is then forwarded to the owner's team line. If the team answers, the team gets a call-connected email. If nobody answers during business hours, or the call comes in outside business hours, the workflow marks which case it is and Sara takes a message: first name, last name, best phone number, reason for the call, whether it is urgent and the best time to call back, all saved to the contact. The contact is tagged missed lead, the team gets a missed-call or after-hours email with the details, and Sara confirms the message and says a text is coming before the call ends.

After-call summary and missed-call recovery workflow
After the Call: Summary and Missed-Call Recovery, saved September 24, 2026. Inbound calls only. Dashed steps need the owner's SMS number, caller ID or email sender.
Text version of this diagram

When an inbound call ends, the workflow checks what happened. If the caller left a message (tagged missed lead), the tag is removed, the caller gets a message-received text, then a callback-coming text held until business hours, then up to two callback calls five minutes apart. An answered callback is noted and the callback conversation takes over; if both callbacks fail, a task asks the team to call back manually. If the call itself was missed, busy, sent to voicemail or failed, the caller gets a sorry-we-missed-you text and the team gets a task. Otherwise an AI step reads the transcript: if the caller hung up before giving their details they get a we-got-cut-off text and the team gets a task; if the call produced next steps the team gets them by email; if neither, a note records that no follow-up is needed.

Callback call workflow
Callback Calls: Connect the Caller, saved September 24, 2026.
Text version of this diagram

When a callback call is answered, Sara says she is returning the caller's call and tries the team line. If the team answers, the connection is noted. If nobody answers or it is outside business hours, Sara confirms the reason for the call and the best time to reach the caller, emails the team that the callback did not connect, confirms, and ends the call.

04 · Set it up

Seven owner steps make it yours.

  • 1
    Set your business name

    Update the Company Name variable.

  • 2
    Enter your team phone and hours

    On both forwarding steps. Default hours are Monday to Friday, 8 to 5 Eastern.

  • 3
    Choose your caller ID

    The number used for forwarding and callbacks.

  • 4
    Connect an SMS number

    For the four caller texts.

  • 5
    Connect your email sender

    And confirm the support address that receives team notices.

  • 6
    Assign the agent to your business line

    Calls to that number start the receptionist.

  • 7
    Add your FAQs (optional)

    Sara never guesses prices, hours or service areas; add a knowledge base if you want her to answer them.

Open the step-by-step setup center →

05 · Verify & launch

Run the acceptance calls.

TestExpected behaviorPass condition
Call in business hours; the team answersConnected

The call rings the team line and the team gets a call-connected email.

Call in business hours; nobody answersMessage and callback

Six questions saved; missed-call email; message-received text; two callbacks at most.

Call after hoursMessage

After-hours email; message-received text now, callback-coming text and callback in business hours.

Hang up right after the greetingCut-off text

A we-got-cut-off text and a callback task.

Let both callbacks ring outTask

A call-back-manually task and no third call.

Answer a callbackConnect

Sara says she is returning the call and tries the team line.

Your receptionist is ready.

When the calls pass, activate the agent.

Open the setup center →