AI receptionist that books appointments — and passes customers to a person
When a customer asks for a person, a colleague joins the same conversation — right away. Until then the Assistant answers day and night and books appointments.
When a customer asks for a person
The quickest way to lose a customer with a "smart" chatbot is to leave them with no way to a human. So this is the first thing we built:
- The Assistant asks. When it cannot help, it says "Shall I put you through to a colleague?" and passes the customer on only after a yes. When the customer asks for a person, it passes them on at once.
- You get an alert with a link to the conversation — it cannot be switched off, because a customer is waiting.
- A colleague joins the same conversation. On the phone the call is put through to a number you choose. In a chat your colleague writes from the Conversations page and the reply goes straight into WhatsApp, Viber, Telegram, Messenger, Instagram, Slack or your website chat. The Assistant stays quiet until it is handed back.
If nobody joins within 10 minutes, the Assistant carries on, and the alert with the customer's words stays with you.
How a booking happens
The customer writes "A haircut on Monday at 11, please". The Assistant checks the time is free, asks for a name and phone number, reads the details back and books only after the customer confirms. You get an alert for every new booking. A time that is taken is refused and another is offered.
Where the bookings go
- A bookings list — an Excel file in My Files or a Google Sheet. The columns Date and Time are enough; an empty file is set up by AIK.
- A calendar — if you like, every booking also goes into your Google Calendar and/or Outlook calendar.
- Free times are checked in every place you chose. If one of them is briefly unreachable, the booking stays in the others and your alert says where to add it by hand.
A reminder the day before
If you want, the customer gets a reminder a day ahead — on the app they booked from, or as an SMS if they booked on the website or by phone. It is in their language and marked as a message from an AI.
Privacy
The Assistant tells a customer only which times are taken — never who took them. It does not choose files on its own: it works only with the file or calendar you named. It answers questions only from your documents (price list, opening hours, FAQ); what is not there, it says it does not know.
A website chatbot with a live operator
The website chat is one line of code: a box inside a page (a Contact page, say) or a round button in the corner of every page. Visitors write in their own language, the Assistant answers and books, and when they want a person a colleague joins the same window. Every Assistant message is marked "(AI assistant)", the colleague's replies "A colleague (a person)".
The channels
- Phone and SMS (through Twilio), WhatsApp, Viber, Telegram, Messenger, Instagram, Slack and the website chat.
- One Assistant with the same knowledge and rules on every channel.
- Every incoming message is checked to really come from that service before it is read.
It says it is an AI
The EU AI Act requires people to know they are talking to a machine. In AIK this is enforced in code, not a setting: on the phone the Assistant opens with it, and every message carries "(AI assistant)".
Frequently asked questions
What happens when a customer asks for a person?
If the customer asks for a person, the Assistant passes them on at once. If the Assistant cannot help, it first asks "Shall I put you through to a colleague?" and passes them on only after a yes. On the phone the call is put through to a number you choose; in a chat a colleague joins the same conversation from the Conversations page, and the Assistant stays quiet until you hand it back. If nobody joins within 10 minutes, the Assistant carries on and you keep an alert with the conversation.
Where do the bookings go?
Into an Excel file in My Files or a Google Sheet, and, if you like, also into your Google Calendar and/or Outlook calendar. Free times are checked in every place you chose.
Can a customer see who else is booked?
No. The Assistant only sees and says which times are taken — never the names or phone numbers of other customers.
Does it send reminders?
Yes, if you want: the day before, on the app the customer booked from (WhatsApp, Viber, Telegram, Messenger, Instagram, SMS), or as an SMS to their phone if they booked on the website or by phone.
Does it say it is an AI?
Always. On the phone it opens with it, and every message is marked "(AI assistant)". The EU AI Act requires it, and in AIK it is enforced in code, not a setting.
Which languages does it speak?
In a chat it answers in the language the customer writes — English or Bulgarian. On the phone it speaks the language you chose.
How does it know prices and opening hours?
From the documents you point it to — price list, opening hours, FAQ. It answers only from them; what is not there, it says it does not know.
Can it run on our own server?
Yes. AIK can be installed on your own server or used in the cloud. WhatsApp, Viber, Telegram and the phone need an internet address those services can reach.