No inspection lead goes unanswered.
Homeowners with water in the basement call whoever answers first. This snapshot answers every call, gets the caller to your team when someone is free, and otherwise captures everything your team needs to call back ready.
Caller's choice
Connect now or leave a message.
Seven answers
The concern, anything unsafe, the address and the best callback time.
Team emails
New callers, messages and a summary of every answered call.
The snapshot contents.
Voice receptionist for basement, foundation and crawlspace calls.
Greets, transfers, takes messages and answers general questions.
Emails the team a summary of every answered call.
Property Concern, Immediate Safety Concern, Property Address or Service Area, Best Callback Time.
Your business name in the greeting.
Two workflows, one caller journey.
Text version of this diagram
An inbound call looks up the caller by phone number. A new caller is created as a contact and the team gets a new-caller email; a known caller skips it. The greeting names the business, says the call may be recorded and asks whether the caller wants to be connected or to leave a message. A connect request rings the owner's team line. If the team answers, the connection is noted. If nobody answers, or the office is closed, or the caller chose to leave a message, the agent asks seven questions: first name, last name, best phone, what they are seeing at the property, whether anything is unsafe right now, the address or town, and the best callback time, all saved to the contact. The team gets a message email and a note is added. The agent asks whether it can help with anything else, answers general questions without prices, diagnoses, guarantees or availability, then says goodbye and ends the call.
Text version of this diagram
When an answered inbound call ends, the team gets an email with the caller, the call length, Votel's call summary and a link to the recording when recording is on.
Seven owner steps make it yours.
- 1Set your business name
Update the Company Name variable.
- 2Enter your team phone and hours
On the forwarding step. Default hours are Monday to Friday, 8 to 5 Eastern.
- 3Choose your caller ID
The number used when forwarding.
- 4Connect your email sender
And confirm the support address that receives team emails.
- 5Decide on call recording
Whether calls are recorded and how long recordings are kept.
- 6Add your FAQs
Services, service area and hours in a knowledge base, so the receptionist can answer them.
- 7Assign the agent to your business line
Calls to that number start the receptionist.
Run the acceptance calls.
A contact is created and the team gets the new-caller email once.
The team line rings; the connection is noted on the contact.
Seven answers on the contact, a team email and a note.
The agent says the office is closed and takes the message.
The agent says the team will go over pricing when they call back.
The agent tells the caller to get somewhere safe and call 911.
The team gets the call summary, and the recording link if recording is on.