Answering services typically take and forward messages and can sound impersonal. They tend to leave callers feeling like they are leaving a message with someone who has absolutely no connection to the person they want to speak with.
Our virtual receptionists sound as if they are sitting at your front desk, answering calls, scheduling appointments on your calendar, giving pricing information and answering FAQs while also taking messages and screening calls.
All of our pricing information is available here:
We charge a simple, monthly fee, with no contracts.
Our awesome, savvy, receptionists are based in the US, speak clearly and professionally, and have neutral accents!
We answer all of your calls on behalf of your business. The vast majority of the time, your callers will just assume that the person they are speaking with is a receptionist in your office.
The only time we will ever tell the caller that we are a receptionist service is if we are asked directly.
We provide you an assigned phone number with your local area code*.
You have 3 options:
1. You can either forward your calls to this number using your existing phone provider.
2. You can publish this assigned phone number on your website, marketing materials, etc. (but note, we retain ownership of this number, and cannot port it out to you in the future).
3. If you don’t already have a phone number for your business, we highly recommend purchasing an affordable phone number from a provider like Phone.com. You can forward this number to us, and publish this phone number on your website, marketing materials, etc.
*some area codes not available
Feel free to forward and stop forwarding your lines at your convenience, whether that be all day, a couple of days a week, or a few hours a day.
Overflow: You can also choose to have your phone provider ring calls in your office a few times before rolling over to our team of professional virtual receptionists.
Yes! We want to get to know your business. The more information you are willing to share about your business the more we can help you with. With the use of technology and good old-fashioned smarts we can handle your calls the same way you would.
Monday – Friday, 7:00 am – 7:00 pm CST and Saturday from 8:00 am – 5:00 pm CST
After hours, all voice mails will be delivered directly to your email.
Yes! We can book appointments on your existing calendar (Google Calendar, iCalendar or Office365).
Our virtual receptionists will answer your calls with your personalized greeting.
Our recommended, 3-Part Greeting includes, “Thank you for calling [Your Company]!
My name is [Receptionist’s Name].
How can I help you today?”
Our friendly virtual receptionists let you know who’s on the line and, if you would like to take the call, they will connect the callers to you live, wherever you are.
Typical call-handling protocol for our virtual receptionists is as follows:
1. The call is identified and answered. The call is screened and placed on hold.
2. The client is contacted and asked whether or not he or she wishes to accept the call.
3. If accepted, the call is transferred immediately.
4. If denied, the call is either sent to voicemail or a manual message is taken and delivered via email.
*Please note: We are happy to adapt our call-handling to your unique business, including only taking messages, collecting specific information from callers, trying multiple lines, scheduling appointments, taking orders and more. Each individual in your business may set their own individual call instructions.
You may update us as to your whereabouts as frequently as you like! Let us know when you are stepping into a meeting, working off your cell for a bit, or would like your calls held. Update your status via phone or email.
“Whereabouts” are just one of the ways our virtual receptionists sound like an in-house employee: “John is at lunch at the moment, but I would be happy to take a message or offer you his voicemail.”
Our receptionists take down all of the relevant information from each caller, and sends you a call summary email after each call, so that you are always up to date on what is happening with your business.
We also offer the option to send these call notes to you via text as well!
Vicky Virtual calculates usage based off of handling time, which is the talk time of the call + the amount of time it takes our receptionists to send your the call summary email.
To give you an idea, the overall average talk time is around 45 seconds, with total handling time around 57 seconds. Conveniently, all handling time is charged by the second, not in increments. So if your handling time for a call is 52 seconds, that’s the exact amount that will be adding to your total (we don’t round up!) Just to be clear, this is an industry standard in our niche.
We only charge for the time that the receptionist is involved in the call; there are no charges per transfer, per message, or for the time that you talk to your caller.
We certainly can! Our virtual receptionists are happy to place calls to relay information or confirm appointments on your behalf.
These minutes are simply added to your inbound call minutes, and then subtracted from your chosen monthly package of minutes.
We offer a month to month agreement with no contracts. We do however require 14 days notice to cancel your plan prior to your upcoming cycle date, once you become a paid client.
We can provide live chat to your website visitors using Tawk.to, which is a free, fully-functional live chat platform.
If you would like us to handle Live Chat for you, let us know, and we will send you an HTML code snippet so you can place the chat widget on your website.
Live chat is priced at a 2:1 ratio (2 chat minutes = 1 phone minute), with a cap of 10 minutes per conversation charged.
If a live chat conversation goes over 10 minutes, you aren’t charged for the remainder of the conversation, as there are frequently gaps of time in live chat conversations when the website visitor is unresponsive.