Our virtual receptionists are tailored to your business needs. Our virtual receptionist plans come with fully customizable features that you can update or change at any time. Conversational’s range of virtual receptionist features are what make us the leading virtual receptionist provider for small businesses.
What Does a Virtual Receptionist Do?
Full-time, part-time, backup, and overflow reception services
Whether you have a need for full-time reception services or a backup service to supplement your in-house receptionist, Conversational’s virtual receptionists can cover the phones when you need us. With your business calls forwarded to us full time, you can have the ease of mind that your calls are being answered and no calls are missed.
Our backup or part-time reception services allow you to choose when to forward those calls to us, or when to have those handled in-house. This can be very helpful to cover sick days, staff holidays, or just to ensure those calls coming through when your receptionist is busy or absent are no longer missed.
Our clients use our virtual receptionists to cover their phones either:
- As a backup
- For overflow
Virtual Receptionist Features
1. Live call answering
Forward your existing phone number or take advantage of your assigned Conversational number. You can even use both numbers in your business contact details! Either way, your virtual receptionist will answer those calls in a friendly and professional manner with a personal greeting you can fully customize.
2. General inquiries and basic customer service
If callers are looking for your hours of operation or location, you’re covered – providing basic customer service is one of our top virtual receptionist features! We enjoy learning about the types of products or services your business has to offer your clients so we may help assist them or answer any inquiries they have.
Our team of virtual receptionists do fact drills when they take on new clients to ensure they get to know your business before representing it. Our goal is to ensure it’s like we are right in your own office with you.
3. Live call transferring
Your virtual receptionist is trained to screen your calls for you in a professional and friendly way. Your virtual receptionist will first take down and then give you the details of the call and ask if you’d like them to transfer the call to you.
Should you be unable to answer the call at that time, just advise your receptionist and they will take a detailed message or forward them to your voicemail to be handled by you at a better time.
4. Customized call handling
The same contact method you choose may not work for other staff or department members within your business. We can customize the call handling to the individual choice of each employee, ensuring complete efficiency and ease of use for everyone.
5. Set temporary call instructions
For those meetings outside of the office, or those afternoons you choose to get out and take in a round of golf, you can have peace of mind that you will not miss any important calls. Simply email us with the directions that you will be out and how you want those calls delivered to you later on. It is that simple and can be changed at any time.
6. Returning calls on your behalf
Have some return phone calls to make and could use that time for other tasks? Let us reach out to reschedule those appointments or deliver information as per your request. Simply email us those details and move on to what you do best while we handle the calls for you.
7. Appointment booking and scheduling
Let Conversational virtual receptionists handle all of your appointments and scheduling for you. We use remote access to your own scheduling software to book those appointments in real time and ensure your calendar is up to date instantly.
Our receptionists also place appointment reminder calls to ensure your bookings are as accurate as possible – read more about this feature below. Additionally, you will not have to switch your scheduling software as our receptionists are guaranteed to be well versed in your current program.
8. Appointment reminders
Every business knows the heartache and loss that comes with cancelled or missed appointments. Let Conversational handle calling those appointment bookings a day in advance or whatever time frame you choose. Knowing an appointment slot has become available allows you time to fill this time slot or focus on other duties during this open space.
But what will really excite you is how our appointment reminder service can get rid of no-shows! Our appointment reminder service is one of our top-rated virtual receptionist features and has been shown to reduce no-shows by up to 75%.
9. Voicemail messages delivered by email
No matter where you are when a voicemail comes through, you have the ease of listening to your messages wherever you are. Your voicemails are sent via email to the address(s) of your choice. This email will have an attached file of the recorded message for listening in .wav format.
10. One way text messaging
Don’t use email that much or do not have access to this on the go? No problem! Our receptionists can deliver messages via text messaging right to your cellular device. This correspondence only works one way to deliver your client’s message and cannot be responded back to the receptionists. This is a great feature for those quick change details throughout your day.
11. Personalize your service
Let Conversational help you fully customize your phone system and features you could be offering your clients. We can set up your calls to route exactly how you wish. We can also provide personalized greetings to each caller, personalized hold music that you can choose from in our library, or you can email us your own sound file.
Have some promotions on the go? The phone system is a great way to deliver those details to your callers. Through hold music announcements we can record promos to play intermittently for you, or as a greeting itself. Tell us what you want and we will customize to your heart’s content.
Get Started with a FREE 30 Day Virtual Receptionist Trial
These virtual receptionist features are what set Conversational apart from the competition. We’re always adding more robust features to meet our clients’ growing needs! If you’re ready to get started with a team of skilled virtual receptionists, we invite you to try a FREE 30 day trial of our services.
We’re so confident that you’ll love working with our virtual receptionists that we’re offering this free trial to all new clients for a limited time.