What actually happens in the first 12 seconds of a call?
The call connects to AI Phone Assist instead of ringing out or hitting voicemail. It answers with your company name, asks what the customer needs, and checks whether it's an emergency or a routine request. Emergencies get flagged and routed immediately. Routine calls move straight into booking, the caller gives an address and a time window, and the job is written into your calendar or dispatch software before the call ends.
How does it know the difference between an emergency and a routine call?
Each trade you operate in has its own set of trigger phrases and questions. The system asks follow-up questions the same way a good dispatcher would, then sorts the call into an emergency queue or a standard booking flow. Here's how that plays out for common calls in each trade.
- HVAC, no heat
- Caller reports no heat with an outdoor temperature below a threshold you set, or mentions a vulnerable occupant (infant, elderly, medical need). Flagged as emergency and routed for immediate crew notification.
- Plumbing, burst pipe
- Caller mentions active water, flooding, or a burst or leaking pipe. Flagged as emergency automatically, no routine booking questions asked first, since minutes matter.
- Electrical, power outage
- Caller reports total loss of power, a burning smell, sparking, or a tripped main that won't reset. Flagged as emergency. A partial outage affecting one outlet or circuit is booked as a standard visit.
- Roofing, active leak
- Caller describes water actively entering the building during or right after a storm. Flagged as emergency. A caller asking about a repair estimate or inspection is booked as a standard appointment.
How does it talk to my dispatch software?
Bookings and status updates sync directly with the tools your office already uses. If you run something else, calls and jobs still land on a shared calendar with SMS notifications so nothing gets lost between systems.
| System | What syncs |
|---|---|
| ServiceTitan | New jobs, customer records, and technician availability sync both directions. |
| Housecall Pro | Bookings are created directly on your schedule with customer details attached. |
| Jobber | Jobs and client information sync so your office sees the same data we do. |
| Generic calendar / SMS | For any other setup, bookings post to a shared calendar and dispatch is notified by text. |
A few more questions owners ask about how it runs day to day
Can a call get transferred to a live person on my team?
We run more than one location. Can calls route correctly?
Does it handle calls in Spanish or other languages?
Does it behave differently after hours than during business hours?
What does a customer hear when they call to check on job status?
Hear how a call actually sounds
Call the demo line and go through it as a customer would, a real inbound call, triaged and booked, start to finish.
Call (808) 444-0003