Digital reception

Take enquiries and pass them on, even when nobody is at the front desk

The bot does what a good receptionist does: listen, ask the right questions, and get the matter to the right person. When someone is in, your team takes over directly in the chat.

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Takes enquiries around the clock
Branches by type of enquiry
Handover with the full history

GDPR compliant

EU hosting

Made in Germany

Request taken, the team takes over

Reception AssistantOnline

morning, my heating has been cold since last night
Reception Assistant
That's annoying. I'm recording your request for the management team, and a colleague will take over right here in the chat.
Request passed onHeating failure · 12 Lindenweg, 2nd floorTo: property maintenance
Ms Brandt took over the conversation
Ms Brandt
Good morning, this is Ms Brandt. I've informed the heating engineer, he'll be with you by 11 am today.

Type a message...

Property manager's website, Tuesday, 7:48 am

Radiator under the window of a rented flat

The situation

What reaches a property manager in the evening

Monday, 22:40. A tenant notices that the heating in his flat has gone cold. He looks for a number on the property manager's website and finds a contact form and a phone line that, at this hour, only plays a recorded message.

On Tuesday morning the office has a voicemail without a callback number, two forms with incomplete addresses and an email asking when the service charge statement is due. Before anyone can help, the first job is calling people back to ask for missing details.

A digital reception asks for what's missing straight away: which building, which flat, how to reach you. It gives the emergency number if you've stored one. And it routes the question about the service charge statement to where it belongs.

In detail

What you get

Take every enquiry down in full

In the Flow Builder you decide what the bot asks: name, email or phone number, and what it's about. Phone numbers and email addresses are validated as they're typed. The answers are saved to the contact profile and your lead list, and if you like, you get an email for every new contact.

If you want to capture every contact, you can put a form in front of the chat. Or the bot only asks for details once someone wants a callback.

Name, contact details, issue
Validated email and phone number
Pre-chat form or questions in the conversation
Email for each new contact

A different route for each kind of enquiry

A reception sorts things. With branches in the flow, the bot can use buttons to ask what it's about and continue differently depending on the answer. A billing question it answers from your documents. An appointment request leads to the calendar. Something the customer marks as urgent leads to a callback or to the emergency number you've stored.

What the bot doesn't do: decide for itself how urgent something is when health or legal matters are involved. It records the details and passes them on to you.

When someone is in, your team takes over

During the day your team can take over the conversation in live chat. They're notified in real time, open the conversation in the inbox and see everything the customer has written and the bot has replied. Afterwards the conversation can be handed back to the bot.

When nobody is in, the bot collects everything you need to call back. At Kanzlei am Wallring, 63% of enquiries arrive outside office hours. Instead of getting lost, they're waiting in full the next morning.

Real-time notifications
Full history in the inbox
Hand back to the bot at any time
From the Basic plan

The same reception on WhatsApp and Instagram

From the Professional plan, the same assistant also works on WhatsApp, Instagram and Facebook Messenger. All conversations end up in the same inbox, each labelled with its channel. If someone on your team replies directly in the WhatsApp Business app, the bot holds back in that conversation and only takes over again after around 30 minutes without team activity.

How it works

How to set up your digital reception

No coding, no IT project. Live in under 3 minutes.

01
Sort your enquiries
Write down the kinds of enquiry you receive and what you need to know for each. That becomes your flow.
02
Add the flow and knowledge
Create questions and branches in the Flow Builder, and add opening hours, emergency numbers and common questions as sources.
03
Bring your team in
Switch on notifications so your team sees handovers immediately. Then add the script tag to your website.

FAQ

Frequently asked questions

Answers to the questions we hear most often about this topic.

How does my team know a new enquiry has come in?

Through real-time notifications as soon as the bot hands over to your team. You can also have new contacts sent to you by email.

Can the customer ask for a person at any time?

Yes. If someone explicitly asks for a person, the bot hands over to your team. If nobody is available, it takes contact details for a callback.

Do I have to put a form in front of the chat?

No. You can use a pre-chat form if you want to capture every contact. It's often more pleasant when the bot only asks for name and number during the conversation, for example when someone wants a callback.

Can I move enquiries into my CRM?

Yes, via CRM export or webhooks. For custom integrations there's also the REST API from the Professional plan.

What if the bot sorts an enquiry wrongly?

You'll see it in the history and can take over yourself. The analytics also show which questions come up most and which ones the bot couldn't answer, so you can adjust the flow.

Question not on the list? Write to us or give us a call. You will hear back from our team in Dortmund, not from the bot.Get in touch

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