Inbound calls
An AI phone secretary for practices and small businesses
Documents to bring, opening hours, appointments, callback requests: the agent handles routine administrative calls and passes the rest on to you.
The sample call is shown on the French page: the agent takes calls in French today.
The problem, plainly
In a practice or an agency, a large share of calls are about the same things: which documents to bring, when to come in, who to call back. Each call interrupts work that needs concentration.
The agent plays this secretary role with the information you give it. It does not give opinions on a case: it directs, books, notes and transfers.
What the agent uses during the call
- Practical answers
- Documents to provide, hours, access, usual lead times: what you have written in its information.
- Appointments
- In Google Agenda, Calendly or the built-in calendar.
- Message taking
- Name, number, reason and degree of urgency, so you call back in the right order.
- Call transfer
- To a colleague when the subject calls for it.
- Polite end of call
- The agent wraps up, says goodbye and hangs up. If someone asks not to be called again, it confirms and the number joins your opt-out list.
Getting set up
Everything is done from the dashboard, with no installation and no equipment.
- 1
Choose the “Administrative secretary” template
List the frequent questions and their answers, the staff and their numbers.
- 2
Connect the calendar
So appointments go straight into the right calendar.
- 3
Test, adjust
Have the agent call your mobile and fill in what is missing.
- 4
Plug in the line
A number booked in CallGPT, or forwarding from your current line.
Frequently asked questions
Can the agent answer on the substance of a case?
No. It gives no legal or medical opinion and no personalised advice. It answers practical questions and passes the rest on.
How does it handle urgent calls?
You describe in its instructions what counts as urgent. It then transfers the call, or notes the message and flags it.
Are the calls recorded?
Yes, every call is recorded and transcribed in your dashboard. Inform your callers of the recording, for example in the greeting.
Can it handle several colleagues?
Yes. Tell it who does what: it directs the call to the right person or takes the message for them.
Other uses with inbound calls
Try the “Administrative secretary” agent
Create the agent from this template and test it for free with 30 call credits. For this use case, the Starter plan (€49 excl. VAT per month) is a good starting point.