Send the service list. Let AI make the calls.
Email a CSV of service jobs. Your AI Concierge Receptionist calls each customer to ask when suits them for a visit. Their availability is recorded against the job, ready for your team to book in.
At a glance
Got a list of annual boiler services to book in? Email it over and your AI Receptionist calls each customer to ask when suits them for the engineer’s visit, then passes their availability to your team to book in. Your office starts from a list of answers, not a list of numbers to dial.
Send the list
Email a CSV of service jobs and each job is created in your job management system automatically.
Each customer gets a call
The Receptionist calls every customer within your calling hours, using their name, address and the type of visit.
Availability lands with your team
Each customer’s preferred times are recorded against their job, ready for your team to book in.
The problem
A batch of service jobs means a batch of phone calls. Someone has to work down the list, leave voicemails, record availability and chase the customers who haven’t answered.
While those calls are under way, visits wait to be booked. The longer it takes to reach everyone, the harder it becomes to plan your engineers’ weeks.
How it works
Two automations do the work in the background: one turns your list into jobs and starts the calls, the other picks up each call once it has finished.
- The list arrives. Your client, a manufacturer or your own team emails a CSV of service jobs to a dedicated Build Concierge address.
- Jobs are created. Each line is read, the customer is matched to an existing contact or added as a new one, and a job is created in your job management system. Read how jobs are created from an emailed CSV →
- The Receptionist is asked to call. For each job, the automation gives the Receptionist the customer’s phone number and the details to use on the call, such as their name, address and the type of visit.
- The call happens. Within your calling hours, the Receptionist calls the customer, explains why it is calling and asks when would suit them for the engineer’s visit.
- Availability is passed to the office. When the call ends, a second automation reads the transcript, records the customer’s availability against their job and lets your team know it is ready to book in.
- Anyone not reached is flagged. If a customer doesn’t answer, the Receptionist can try again a set number of times. If they still aren’t reached, the job can be flagged to your team so follow-up goes only where it is needed.
What the customer hears (illustrative): “Hi Sarah, I’m calling from [your company] about your annual boiler service at 14 Elm Street. When would suit you for our engineer to visit?”
Illustrative example: A heating company receives a manufacturer’s list of 120 warranty boiler services. The list is emailed in, the jobs are created, and the Receptionist starts calling each customer within the company’s calling hours. As calls finish, availability appears on each job for the scheduling team to book in, alongside a short list of customers who didn’t answer.
What you get
- A call to each customer on the list, without anyone in the office picking up the phone
- Personalised calls that use the customer’s name, address and visit type
- Each customer’s availability recorded against their job, ready to book in
- Your schedulers stay in control of the diary: the Receptionist collects availability and your team confirms the booking
- A transcript of every call, so you can see exactly what the customer said
- Calls made only within the hours you set
- A clear view of the customers who couldn’t be reached, so follow-up is targeted
- Time back for your office team to spend on scheduling and on customers
Ways to use it
Any batch of visits that needs a time agreed with the customer:
- Annual boiler services and landlord gas safety checks
- Warranty service lists from a manufacturer
- Planned preventative maintenance (PPM) visits sent over by a facilities client
- Fire alarm, sprinkler and extinguisher servicing
- Air conditioning and ventilation maintenance
- Routine pest control visits
What you need
- A Concierge Receptionist set up to make calls, with a script that asks for the customer’s availability
- A CSV of service jobs with one job per line, including a phone number for each customer, in the same layout each time
- Your job management system connected to Build Concierge
- Agreed calling hours and retry settings
- A decision on how availability reaches your team, for example a note on the job and an email to your scheduling team
Getting set up
Automated availability calls are available on request and set up with your Customer Solutions team.
- Talk to your Customer Solutions team about the lists you receive and who sends them.
- Share a sample CSV so the team can map its columns to your jobs.
- Agree the Receptionist’s script, your calling hours and how many times it should try again.
- Choose how availability is passed to your office.
- Test with a short list, then switch it on for live lists.
Common questions
No. It asks the customer when suits them and records their availability against the job. Your team then books the visit, so your schedulers stay in control of the diary.
The Receptionist can be set to try again a number of times over a set period. If the customer still isn’t reached, the outcome is still captured and can be flagged to your team to follow up.
The Receptionist only calls within the hours you set. If a list arrives outside those hours, the calls wait until the next calling period.
The script is agreed with you during set-up. Details from each job, such as the customer’s name, address and visit type, are woven into the conversation so each call is specific to that customer.
A CSV emailed to your dedicated Build Concierge address, with one job per line. Each line should include the customer’s name, address and phone number, in the same column layout each time.
Yes. The transcript of each call is captured when it ends, in the same way as calls the Receptionist answers.
No. It works for any batch of visits that needs a time agreed with the customer, such as gas safety checks, PPM visits or equipment servicing.
Yes, on request. Your Customer Solutions team sets it up with you.
Give your office a head start on scheduling
Send over your service list. The calls are handled, customer availability is captured, and your team can get on with booking visits.
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