How the AI receptionist answers your calls
The AI receptionist greets callers, answers questions from your company profile, captures booking requests, and transfers to a person on request.
What it answers
The receptionist picks up with your company name and the name you give it, then works the call like a CSR would. It finds out who is calling, what they need, how urgent it is, and the best number to reach them. It answers pricing, service, and scheduling questions from what you enter on the Company page: your industry, description, value props, and products with prices. Fill those in before turning an AI mode on; the receptionist only knows what you tell it.
Every call the receptionist handles is recorded, transcribed, and scored like any other call, and shows up in Conversations under the AI Receptionist identity. Filter by that identity to review how it is doing.
What it captures
The receptionist does not write into your calendar. When a caller wants to schedule, it captures the booking request, the preferred day and time, and gets it to your team to confirm. Roonly is building in-call booking that writes straight into your scheduler.
Anything a person still owes the caller lands in the Callbacks inbox: a booking request to confirm, a message, an urgent flag, or a transfer that did not connect. Each item carries the caller's number and a one-line summary.
When it transfers
With Transfer to your team on, the receptionist transfers the call when the caller asks for a person, is upset, or mentions canceling. It is a straight transfer to your office line: the call rings through, and there is no spoken briefing to whoever answers.
After hours, transfers are off by default so the receptionist takes a message and flags it instead of ringing an empty office. Turn on Allow transfers after hours only if someone is on call to answer.
AI-first or team-first
On the AI Receptionist page you choose who answers first. With the overlay there are four modes:
- Record and pass through. No AI. Calls go straight to your office line and are recorded and scored on the way.
- Team first, AI catches misses. Your office line rings first. If nobody answers in time, the receptionist picks up.
- AI after hours. During business hours calls pass through to your line. Outside them the receptionist answers.
- AI answers first. The receptionist answers every call, qualifies, captures the request, and transfers real conversations to your team.
You can change modes in place on the same number with no new setup. Either way no caller hits dead air: if the AI cannot be reached, the call falls back to your office line or voicemail rather than dropping.
What it is allowed to do
Under What it's allowed to do, uncheck anything you want kept human-only: taking booking requests, transferring to your team, and flagging urgent calls. A person always confirms a booking slot.
The receptionist refuses to take or record card numbers, will not comment on competitors, and resists attempts to bait it into a lower price. Roonly is building payment collection and live catalog quotes for a later release.
Name and voice
Give the receptionist a name and pick a voice. Each voice has a sample you can play, and any voice can introduce itself with the name you chose. Changes apply to new calls after you save.
Every recorded call opens with a standard recorded-line notice before anyone answers, so the receptionist greets like a person and the disclosure is always on the recording.
Related
Still stuck? Contact support.