How it works
What happens to an enquiry, step by step.
The journey
From first message to handover.
- 1
The enquiry arrives
What happens
A call, a WhatsApp message, a website chat, an email or a text.
What you control
Which channels ReceptOwl covers, and when — all day, after hours only, or when nobody answers after a few rings.
- 2
It answers in your business's name
What happens
A warm hello from the receptionist you named, in the tone you chose — then a natural conversation.
What you control
The greeting, the receptionist's name, the tone and how it introduces your business.
- 3
It works out what's needed
What happens
A booking, a price, an emergency, a question about an existing job — or something else.
What you control
The types of enquiry you get and what counts as urgent for you.
- 4
It answers from approved information
What happens
Services, published prices, hours, areas and policies. If the answer isn't there, it says so.
What you control
Everything it knows. Nothing goes live until you've checked it.
- 5
It collects the details
What happens
Only what the job needs: who, what, where, how urgent and the best way to reach them.
What you control
The questions for each type of enquiry.
- 6
It takes the next step
What happens
A booking request, a confirmed booking where your calendar is connected, a quote request or a call-back task — saved with the conversation.
What you control
Which actions are allowed, and where they're recorded (CRM, spreadsheet, calendar, inbox).
- 7
It hands over or follows up
What happens
Alerts the right person with a summary when your rules say so, and follows up on anything left open.
What you control
Who's alerted, how, and when — plus which follow-ups and reminders run automatically.
Who does what
Four lanes, one conversation.
ReceptOwl sits between your customers and your team. It only touches the systems you've connected, and it always leaves a record.
Customer
- Calls, messages or chats
- Gets a reply in seconds
- Gets a clear next step
ReceptOwl
- Replies in your business's name
- Asks your questions
- Decides: act or hand over
Your systems
- Calendar or booking software
- CRM or spreadsheet
- Email, SMS or WhatsApp alerts
Your team
- Gets a summary
- Confirms requests
- Steps in only when it matters
Bookings
A booking is only confirmed when it really is.
Where your calendar or booking software can be connected, ReceptOwl can book directly — but only after the checks below. Everywhere else, it takes a booking request and your team confirms.
Before a real booking is made, it:
- Checks live availability in your own calendar or booking system — never a copy.
- Works in Irish time and your opening hours, including buffers you set between jobs.
- Avoids double-booking by re-checking the slot at the moment of booking.
- Confirms the booking was actually saved before telling the customer.
- Falls back to a booking request and alerts your team if anything fails.
Paper diary or software without an integration? Booking requests work well — the customer knows your team will confirm, and your team gets everything they need to do it quickly.
Getting started
What we need from you.
For the demo
- Your website
- A few minutes on how enquiries reach you
- The questions you're asked most
To go live
- Sign-off on answers, prices and policies
- Access to the channels and systems we agree
- Your handover rules: who, how, when
- A data processing agreement in place
Curious about data and AI rules? Read how we handle AI transparency and data.
Always ready to answer.
You can close for the night. Your front desk doesn’t have to.
receptowl.com