Discover how our AI-powered phone assistant efficiently handles and transfers incoming calls, even when no staff are available.

How the AI Assistant Works – Step by Step

 

• Integration with your phone system: Our AI assistant seamlessly connects to your existing phone system, just like an employee with a desk phone. You only need to adjust the routing in your phone system so the AI assistant receives all incoming calls at the desired times.

 

• Intelligent call handling: As soon as a call comes in, the AI assistant answers it immediately and starts the conversation with the caller. This ensures a fast and consistent first interaction.

 

• Knowledge base: If the caller asks specific questions, the AI assistant searches the knowledge base for an answer. If the information isn’t available, the assistant can ask follow-up questions or offer to transfer the call to a real employee.

 

• Smart call transferring: When the caller asks to speak with a specific person, department, or group (like a queue or hunt group), the AI assistant takes care of it instantly. It initiates a new call to reach the appropriate contact or department.

 

What happens during a transfer?

 

If the call is answered:

Did the requested person or department pick up? Then the AI assistant briefly places the caller on hold, playing hold music if supported by your phone system. Meanwhile, the assistant shares a short summary with the recipient, including who’s calling and the reason for the call. This ensures your team is instantly prepared. The call is then seamlessly connected so the caller and staff member can speak directly.

 

If the call is not answered:

If the AI assistant notices that the intended person or department doesn’t answer (e.g., busy, unavailable, or absent), it immediately informs the caller that the transfer was unsuccessful. Then, it offers the following alternatives:

 

• Leave a callback request: The assistant can take down the request accurately and pass it along.
   

• Connect to an alternative person or department: The caller can choose a different contact or team.

 

What it sounds like in practice

 

Assistant: “Good afternoon, you’re speaking with the digital assistant of Janssen Construction. How can I help you?”

Customer: “I’d like to speak to someone from planning.”

Assistant: “One moment, I’ll connect you to the planning department.”

 

Or:

Assistant: “Our technicians are currently unavailable. Would you like to leave a callback request? I’ll make sure a colleague calls you later today.”

 

Or:

Assistant: “This is about reading smart meters. These are updated automatically once per day. Would you like to discuss this further with a team member?”

Customer: “Yes, please.”

Assistant: “One moment, I’ll connect you. The employee will receive a brief summary of our conversation.”

 

The AI assistant provides information whenever possible and smoothly hands over to a live employee if the question is too specific or upon request. Your team immediately gets the right context, without the caller needing to repeat their story.

 

Good to know

This service is currently in beta. We expect to launch soon and are already offering early access to a limited number of companies.

 

Benefits of our AI assistant:

 

Our AI assistant offers several advantages that significantly boost the efficiency and customer satisfaction of your phone service.