Skip to content
ReceptOwl

Product

The front desk that’s always ready to answer.

How ReceptOwl answers calls, WhatsApp, email and web chat, books appointments, follows up with leads and puts anything urgent straight through to you.
See ReceptOwl in action Talk to us

ReceptOwl · always on

What it does

Six jobs, one front desk.

  • Answers

    Questions about services, prices you publish, hours, areas and policies — from information you’ve approved.

  • Books

    Confirmed bookings where your calendar is connected; complete booking requests where it isn’t.

  • Captures

    The details your team would ask for, saved as a lead with the full conversation.

  • Follows up

    At the times you choose, on the channel the customer used — and stops when they reply.

  • Hands over

    Urgent, sensitive or complicated conversations go to the right person, with a summary.

  • Reports back

    A short summary of every conversation, where your team already works.

See it work

Watch a conversation become a booking.

An after-hours call to a fictional salon. Play it, choose the time as the caller, and switch the calendar setup to see a booking request instead.

Studio Nine · front desk

Example salon · Tuesday, 20:41 · closed

Example · simulated

Incoming call

A customer is calling the salon after closing.

Tomorrow’s diary

Your calendar is connected, so ReceptOwl can confirm a free slot.

  • 09:00Booked
  • 09:45Booked
  • 10:30Free
  • 11:15Free
  • 12:00Booked

What happened next

  • Lead created
  • Calendar updated
  • Confirmation sent by text
Example · simulated

Channels

Start where you lose the most enquiries.

Usually that’s the phone. We set up one channel, make sure it works well, then add others. Each is scoped with you and tested before it goes live.

  • Phone

    Good for
    Businesses where most enquiries are calls.
    How it’s set up
    Call forwarding from your existing number — when you’re busy, after a few rings or outside opening hours.
    What we check with you
    What your phone provider supports, the greeting, and when a call comes straight to you.

  • WhatsApp

    Good for
    Quick questions, photos of a job, confirmations and reminders.
    How it’s set up
    The WhatsApp Business Platform on a business number, with Meta business verification and approved templates.
    What we check with you
    Which number to use, and customer opt-in for reminders.

  • Website chat

    Good for
    People comparing options on your site in the evening.
    How it’s set up
    A light chat widget on the pages you choose, loaded so it doesn’t slow your site down.
    What we check with you
    Which pages, the greeting, and the privacy notice shown in the chat.

  • Email

    Good for
    Enquiries from contact forms and your inbox.
    How it’s set up
    A dedicated enquiries inbox, answered or drafted within rules you set.
    What we check with you
    Which emails it may answer on its own, and which it only drafts for you to approve.

  • Text messages

    Good for
    Confirmations, reminders and a text back after a missed call.
    How it’s set up
    Through an SMS provider, with your business name as the sender where the network allows it.
    What we check with you
    Consent for reminders and the wording of each message.

You stay in control

It runs the front desk.
You stay in charge.

You decide what ReceptOwl answers, what it books and what should come straight to you. The everyday is handled; you only hear about what needs you.

Your front desk rules

Example · simulated

  • Opening hours

    Mon–Fri 08:00–18:00 · Sat 09:00–13:00

  • Booking rules

    Inspections in the morning · 45 minutes

  • Services & prices

    14 approved answers

  • Escalation

    Emergencies go straight to the on-call mobile

  • Emergency contact

    Sarah · on call tonight

  • Receptionist

    Niamh · warm and chatty, no jargon

Step in any time

Take over any conversation

One hand passes a lime-green telephone handset to another
A call handed from ReceptOwl to a person on your team.

Handoff · 21:14

“That sounds urgent — I’m putting you straight through to Sarah now.”

Water coming through a ceiling — caller on the line now.

Sarah notifiedSummary sentCall transferred
  • Step into any conversation, any time.
  • Your business rules stay yours — you approve every answer.
  • Works around your opening hours.
  • Urgent and sensitive calls come straight to you.
  • Your name, your tone — it sounds like your business.

Your day at a glance

Everything that happened while you were busy.

Every conversation ends with a short summary: who it was, what they needed and what happened next. Urgent ones reach the right person straight away.

Harbour Road Motors

Daily summary · today

Example · simulated data
Conversations
27
Bookings
11
New leads
6
Follow-ups
3
Handoffs
1

Latest conversations

  • 21:47
    Phone

    Ciarán D.Service before a long drive

    Booked · tomorrow 10:30
  • 20:12
    WhatsApp

    Declan M.What does a full service include?

    Answered
  • 19:05
    Web chat

    Priya S.Two tyres for a 2019 Golf

    Quote requested
  • 18:40
    Email

    Mark T.Can I move Friday’s service?

    Sent to the team
  • 17:58
    Phone

    New callerBroken down on the N6

    Passed to Tom
  • 17:52
    Phone

    Aoife K.Grinding when braking · 2016 Focus

    Booked · tomorrow 08:30

Needed you · 1

Broken down on the N6

Passed to Tom at 17:58 with a summary and the caller’s location. Tom rang back at 18:04.

Follow-ups scheduled · 3

  • Priya S. · Tyre quoteTomorrow 09:00
  • Declan M. · Full serviceTomorrow 09:15
  • Niall R. · No reply since FridayTomorrow 12:00

Illustration with made-up data. Summaries reach you where your team already works — email, WhatsApp, your CRM or a shared spreadsheet — and we agree the format with you during setup.

Connections

Works with what you already use.

These are the kinds of systems we connect. We check yours during setup and test every connection before it goes live — if something can’t be connected, we tell you before you commit.

More on AI transparency and data.

Calendars
Google Calendar and Microsoft Outlook calendars, for live availability and confirmed bookings.
Booking and practice software
Where your system offers an integration we can use — checked and tested during setup.
CRMs and spreadsheets
Leads saved with the conversation to a CRM with an integration, or a shared spreadsheet.
Alerts
Text, email or WhatsApp to the right person, following your rota.

Solutions

Start with the job that matters most.

Tailored demo

Build your receptionist.

Answer six quick questions and watch it take shape. We then build a demo around your business — your services, your hours, your customers’ questions — and show you how it handles them.

  • A demo built on your own services, hours and questions
  • Your receptionist, with the name and manner you chose
  • A clear picture of going live: channels, connections, cost

Free, no obligation. We never contact your customers, and nothing is connected to your systems for the demo.

Let’s start with your business.

Let’s start with your business.

So your receptionist knows who it’s answering for.

What kind of business is it?
How many people work there? (optional)
Free, no obligation

Questions

Good questions to ask first.

Something we haven’t covered? Ask us directly.

Is ReceptOwl software I set up myself?
No. It’s a done-with-you service: we design the setup around your business, connect the channels and systems we agree, test it with you and look after it once it’s live.
What do my customers hear when they get through?
A warm hello in your business’s name from the receptionist you’ve named, with the one-line AI mention EU rules ask for. Then a natural conversation in your tone — and anything that needs you comes straight to you.
What happens if it doesn’t know the answer?
It says so. It answers only from the information you’ve approved, and takes the customer’s details and passes the question to your team rather than guess.
How much does it cost?
A one-off setup fee plus a monthly service fee. The price depends on the channels, your volume of enquiries and the systems it connects to. You get a written quote after the demo.

Always ready to answer.

You can close for the night. Your front desk doesn’t have to.

See ReceptOwl in action Talk to us

receptowl.com